OpenText Vendor Invoice Management For SAP Solutions 20.4 SPS4 - Administration Guide English (VIM200404-AGD-En-01)

OpenText™ Vendor Invoice Management
for SAP® Solutions
Administration Guide
This guide describes the technical and functional aspects of

administering Vendor Invoice Management.
The components of Vendor Invoice Management include

Foundation, Invoice Solution, and Solutions Beyond Invoice.
VIM200404-AGD-EN-01
OpenText™ Vendor Invoice Management for SAP® Solutions
Administration Guide
VIM200404-AGD-EN-01
Rev.: 2022-Oct-28
This documentation has been created for OpenText™ Vendor Invoice Management for SAP® Solutions 20.4 SPS4.
It is also valid for subsequent software releases unless OpenText has made newer documentation available with the product,
on an OpenText website, or by any other means.
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Table of Contents
1 About Vendor Invoice Management for SAP Solutions ....... 11
1.1 Architectural Overview ..................................................................... 13
1.2 About this document ........................................................................ 14
1.2.1 Target readership ............................................................................ 14
1.2.2 Related documents ......................................................................... 14
1.3 Customer support ........................................................................... 15
1.4 High availability ............................................................................... 16
1.5 Understanding VIM ......................................................................... 16
1.5.1 Delivery model ................................................................................ 16
1.5.2 Workflow scheme ............................................................................ 17
1.5.3 Extensions to VIM ........................................................................... 18
Part 1 Foundation 19
2 One-time administration tasks ............................................... 21

2.1 Configuring authorization settings .................................................... 21
2.2 Batch jobs for Inbound Configuration ................................................ 22
2.2.1 Document handler ........................................................................... 22
2.2.1.1 Parallel runs of the Document handler .............................................. 23
2.2.2 Staging tables for capture integration ............................................... 25
2.2.2.1 Downloading databases from SAP ERP ........................................... 26
2.2.3 Clean up ......................................................................................... 28
2.2.4 IES request handler ........................................................................ 30
2.3 Event Watcher ................................................................................ 31
2.4 Pre-learning of IES Profiles .............................................................. 32
2.4.1 Prerequisites for pre-learning ........................................................... 33
2.4.1.1 Process data mapping ..................................................................... 33
2.4.2 Process of pre-learning ................................................................... 34
2.4.3 Pre-Learning from ICC (Invoice Solution) .......................................... 35
2.4.3.1 Creating a new selection variant for ICC ........................................... 35
2.4.3.2 Initiating pre-learning of a selection variant for ICC ............................ 36
2.4.4 Pre-Learning from BCC (Solutions Beyond Invoice) ........................... 36
2.4.4.1 Configuring grouping for documents ................................................. 36
2.4.4.2 Creating a new selection variant for BCC .......................................... 37
2.4.4.3 Initiating pre-learning of a selection variant for BCC ........................... 38
2.4.5 Pre-Learning of Business Entity Determination operators ................... 39
2.4.5.1 Creating a new selection variant for BED .......................................... 39
2.4.5.2 Initiating pre-learning of a selection variant for BED ........................... 40
2.4.6 Periodic background job .................................................................. 41
2.5 Batch job and reports for Analytics ................................................... 42
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2.5.1 Batch jobs for Analytics ................................................................... 42

2.5.2 Reports for Analytics ....................................................................... 43
2.5.2.1 Collecting inbound Analytics data created before BC 16.3 SP4 .......... 43
2.5.2.2 Cleaning up inbound Analytics data .................................................. 44
2.5.2.3 Updating the TIMESTAMP_CHANGE field in process ledger table
and analytics table .......................................................................... 44
2.6 Retrieving technical configuration ..................................................... 44
2.7 License reporting: OpenText License Audit Report ............................ 44
2.7.1 Prerequisites for license measurement ............................................. 46
2.7.1.1 Customizing .................................................................................... 46
2.7.1.2 Scheduling monthly batch job for aggregation ................................... 46
2.7.1.3 Multiple backend system ................................................................. 47
2.7.1.4 Archiving restricted to old data ......................................................... 47
2.7.2 Auditing using SAP System Measurement ........................................ 47
2.7.3 Using the OpenText License Audit Report ........................................ 47
2.7.3.1 Running the License Report ............................................................. 48
2.7.3.2 Understanding License Report results .............................................. 49
3 Regular administration tasks for Foundation ....................... 53

3.1 Cleaning up Foundation ................................................................... 53
3.2 Cleaning up search helps and web IDs ............................................. 53
3.3 Downloading perspectives ............................................................... 54
3.4 Running a license report .................................................................. 55
3.5 Administering the Information Extraction Service ............................... 55
3.6 Inbound Administration work center .................................................. 57
3.6.1 Inbound Documents ........................................................................ 57
3.6.2 IES Training Documents .................................................................. 60
3.6.3 IES Extraction Analytics ................................................................... 63
3.7 Data archiving ................................................................................. 65
3.7.1 Archiving of Inbound Data ................................................................ 66
3.7.2 Archiving of Inbound, Process, and Analytics data for custom
solutions ......................................................................................... 67
3.7.3 Archiving of Inbound, Process, and Analytics data for Solutions
Beyond Invoice ............................................................................... 70
3.7.3.1 Solution specific Data Archiving objects ............................................ 70
3.7.3.2 Archiving scenarios ......................................................................... 71
3.7.3.3 Parameters and selection criteria ..................................................... 72
3.7.3.4 Authorizations ................................................................................. 72
3.7.3.5 Tables ............................................................................................ 73
3.7.4 Archiving of related SAP data .......................................................... 76
3.8 Handling of learned data enrichments ............................................... 76
4 Transfer of machine learning data of IES .............................. 79
iv OpenText™ Vendor Invoice Management for SAP® Solutions VIM200404-AGD-EN-01

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4.1 Creating a snapshot ........................................................................ 81

4.2 Transferring a snapshot ................................................................... 81
4.2.1 Preparing the transfer directory ........................................................ 82
4.2.2 Download a snapshot ...................................................................... 83
4.2.3 Upload a snapshot .......................................................................... 83
4.3 Restoring a snapshot ...................................................................... 84
4.4 Delete a snapshot ........................................................................... 84
5 Regular administration tasks for Business Workflow ......... 87

5.1 Setting up substitutes for workflow processes ................................... 87
5.2 Reassigning work items belonging to another user ............................ 87
5.2.1 Retrieving open SAP work items of a specific user ............................ 87
5.2.2 Reassigning open SAP work items to a different user ........................ 90
5.2.3 Reassigning Invoice Approval items to a different user ...................... 92
5.3 Administering workflows .................................................................. 95
5.3.1 Backup ........................................................................................... 95
5.3.2 Data archiving ................................................................................. 95
5.3.3 Analyzing system performance ........................................................ 95
5.3.4 Using Solution Manager Diagnostics ................................................ 96
5.3.5 System availability ........................................................................... 96
5.3.6 Adaptive computing ......................................................................... 97
5.3.7 Restarting hanging workflows .......................................................... 97
5.3.8 Analyzing work items ....................................................................... 97
5.3.9 Frequently used SAP workflow tables ............................................... 99
6 Troubleshooting and Monitoring ......................................... 101

6.1 Generating system report .............................................................. 101
6.2 Monitoring activity ......................................................................... 102
6.3 Using logs and traces .................................................................... 102
6.4 Administering workflows ................................................................ 103
6.4.1 Monitoring alerts ........................................................................... 103
6.4.1.1 Setting up central alert monitoring .................................................. 103
6.4.1.2 Registering a CCMS agent ............................................................ 103
6.4.1.3 Monitoring using CCMS templates ................................................. 104
6.5 Frequently used SAP workflow administration transactions .............. 108
6.6 SAP client creation ........................................................................ 110
6.7 SAP system/client copy ................................................................. 111
6.8 RFC callback error message .......................................................... 111
6.9 Fiori Task App: detailed error messages ......................................... 111
6.9.1 Error messages and how to solve them .......................................... 112
6.10 Fiori Task App: error messages and log entries ............................... 113
6.11 Issues with the Fiori Launchpad and the Fiori Task App ................... 114
6.12 Document viewing issues .............................................................. 115
VIM200404-AGD-EN-01 Administration Guide v

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6.13 Communicating with Information Extraction Service ......................... 116

6.13.1 Intelligent Capture for SAP (on-premises) ....................................... 116
6.13.2 Core Capture for SAP (Cloud) ........................................................ 119
6.14 Trace extraction with Information Extraction Service ........................ 121
6.14.1 Standard request trace .................................................................. 121
6.14.2 Extended request trace with creation of automated snapshots ......... 122
6.14.3 Preparing the download directory ................................................... 122
6.14.4 Trace management ....................................................................... 123
6.14.4.1 Starting trace ................................................................................ 124
6.14.4.2 Stopping trace .............................................................................. 124
6.14.4.3 Downloading trace ........................................................................ 125
6.14.4.4 Deleting trace ............................................................................... 125
Part 2 Invoice Solution 127
7 One-time administration tasks ............................................. 129

7.1 VIM batch jobs .............................................................................. 129
7.1.1 Scheduling batch jobs for workflows ............................................... 129
7.1.2 Scheduling batch jobs for Invoice Life Cycle ................................... 131
7.1.3 Scheduling batch jobs for Central Reporting ................................... 133
7.1.4 Scheduling batch jobs for VIM Invoice Workplace ............................ 133
7.1.5 Scheduling a batch job for updating the training status field in the
DP indexing screen ....................................................................... 135
7.1.6 Scheduling batch jobs for the KPI Dashboard ................................. 135
7.1.7 Scheduling batch jobs for Supplier Self Service ............................... 136
7.1.8 Scheduling batch jobs for the Ariba network .................................... 136
7.1.8.1 Business Suite Add-on scenario ..................................................... 137
7.1.8.2 Cloud Integration Gateway scenario (component OTVIMARC) ......... 137
7.1.9 Scheduling batch jobs for SAP NetWeaver BW ............................... 138
7.1.9.1 BW content for KPI Dashboard ...................................................... 138
7.1.9.2 BW content for ILC Dashboard ....................................................... 139
7.1.10 Scheduling batch jobs for VIM Fiori apps cleanup ........................... 140
7.2 Scheduling batch jobs for data download from SAP S/4HANA for
ICC integration .............................................................................. 140
7.2.1 Downloading the vendor database from SAP S/4HANA ................... 141
7.2.2 Downloading PO data from SAP S/4HANA ..................................... 144
7.2.3 Batch Program /OPT/VIM_ICC_DL_CLEANUP ............................... 149
7.3 Scheduling batch jobs for data extraction in an IES multiple
backend scenario .......................................................................... 149
7.3.1 Extracting PO number range data .................................................. 150
7.4 Roles ........................................................................................... 151
7.4.1 Maintaining the Fail Safe user key .................................................. 151
7.5 Maintaining Chart of Authority ........................................................ 153
vi OpenText™ Vendor Invoice Management for SAP® Solutions VIM200404-AGD-EN-01

Table of Contents
7.6 Administering workflows ................................................................ 153

7.6.1 Configuring VIM ............................................................................ 153
7.6.2 Linking events for VIM workflows ................................................... 153
7.6.3 Approve Confirmation background task .......................................... 153
7.7 Using the SAP early watch service ................................................. 154
7.7.1 Creating a role for VIM configuration display ................................... 155
7.8 Administering the Approval Portal .................................................. 163
7.8.1 Configuring the Approval Portal ...................................................... 164
7.8.1.1 SAP Connection for JCo2 .............................................................. 165
7.8.1.2 SAP Connection for JCo3 .............................................................. 167
7.8.1.2.1 Configuring the RFC destination name on SAP NetWeaver
Administrator ................................................................................ 168
7.8.1.2.2 Creating an RFC destination on SAP NetWeaver Administrator ....... 171
7.8.1.3 Mobile Configuration ..................................................................... 173
7.8.1.4 Configuration ................................................................................ 174
7.8.1.5 Administration ............................................................................... 181
7.8.2 Configuring Approval Portal for launching on Fiori Launchpad .......... 181
7.8.2.1 Integrating Approval Portal with semantic object navigation ............. 183
7.8.2.1.1 SAP Gateway Front-End server ..................................................... 183
7.8.2.1.2 SAP Fiori Launchpad Designer and Portal ...................................... 189
7.8.2.1.3 SAP NetWeaver Portal Administrator ............................................. 193
7.8.2.1.4 Approval Portal Admin Console and VIM Chart of Authority ............. 195
7.8.2.2 Integrating Approval Portal without semantic object navigation
(Direct Link) .................................................................................. 196
7.8.2.2.1 SAP Fiori Launchpad Designer and Portal ...................................... 196
7.8.2.2.2 SAP NetWeaver Portal Administrator ............................................. 200
7.8.2.2.3 Approval Portal Admin Console and VIM Chart of Authority ............. 200
7.8.3 Configuring search helps with pre-filled values ................................ 200
7.8.4 Configuring multilingual support ..................................................... 201
7.8.4.1 Changing language resources ....................................................... 201
7.8.4.2 Configuring additional languages ................................................... 202
7.8.5 Configuring attachment support ..................................................... 207
7.8.6 Branding ....................................................................................... 210
7.8.7 Releasing invoice locks when logging out from Approval Portal ........ 212
7.9 Configuring the Mobile Approval Portal ........................................... 213
7.9.1 Introducing the Mobile Approval Portal interface .............................. 214
7.9.2 Configuring the Web Viewer integration .......................................... 214
7.9.3 Configuring mobile page fields ....................................................... 216
7.9.4 Configuring regional settings .......................................................... 216
8 Regular administration tasks for Invoice Solution ............. 219

8.1 Changing the logical system on VIM tables ..................................... 219
VIM200404-AGD-EN-01 Administration Guide vii

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8.2 Running year end/month end procedure for parked and DP

documents .................................................................................... 219
8.2.1 Customer advisory ........................................................................ 220
8.2.2 Changing the posting date for a bulk of DP invoices ........................ 221
8.2.3 Testing the year end procedure ...................................................... 222
8.3 Archiving VIM information .............................................................. 223
8.3.1 Vendor data cleanup program ........................................................ 226
8.3.2 Adjusting variants of archiving write programs ................................. 228
8.4 Clean up reports ........................................................................... 230
8.4.1 Clean up of rerun rules data ........................................................... 230
8.4.2 Clean up of inbound data of IES ..................................................... 230
8.4.3 Clean up of Ariba Network integration tables ................................... 231
9 Troubleshooting and Monitoring ......................................... 233

9.1 Security topics .............................................................................. 233
9.1.1 Technical security and authentication ............................................. 233
9.1.2 Data and functional security ........................................................... 234
9.2 Monitoring VIM workflows .............................................................. 236
9.3 Solving a role error in a workflow .................................................... 240
9.3.1 Determining a role error in a workflow ............................................. 240
9.3.2 Restarting workflow after fixing a role error ..................................... 244
9.4 Releasing invoice lock for Invoice Approval ..................................... 245
9.5 Logging with change documents for DP documents ......................... 246
9.6 Creating a PDF history log file ........................................................ 247
9.7 Working with the application log ..................................................... 249
9.7.1 Creating the application log ............................................................ 249
9.7.1.1 Log point ...................................................................................... 250
9.7.1.2 Object and SubObject ................................................................... 251
9.7.1.3 Log classification ........................................................................... 252
9.7.2 Displaying log messages ............................................................... 252
9.7.3 Application logging for the CRM system .......................................... 254
9.8 Troubleshooting business rules simulation ...................................... 254
9.9 Troubleshooting SAP NetWeaver BW ............................................. 255
9.9.1 Changing KPI customizing ............................................................. 255
9.10 Troubleshooting Invoice Approval .................................................. 256
9.11 Monitoring and troubleshooting the Approval Portal ......................... 258
9.11.1 Working with log and trace files ...................................................... 258
9.11.1.1 Log files ........................................................................................ 258
9.11.1.2 Trace files ..................................................................................... 261
9.11.1.3 Log configuration for vimIapTraceLogindex.trc ................................ 262
9.11.2 Working with logging and tracing (NetWeaver 7.3 and 7.4) .............. 264
9.11.2.1 Logging (Categories) ..................................................................... 265
viii OpenText™ Vendor Invoice Management for SAP® Solutions VIM200404-AGD-EN-01

Table of Contents
9.11.2.2 Tracing (Locations) ....................................................................... 268

9.11.3 Monitoring and measuring performance .......................................... 271
9.11.4 Managing backup and restore ........................................................ 278
9.11.5 Restoring the application ............................................................... 279
9.11.6 Performing periodic tasks .............................................................. 279
9.11.7 Technical configuration data .......................................................... 279
9.11.8 High availability and load balancing concept ................................... 279
9.11.9 Restart and monitoring of asynchronous interfaces concept ............. 280
9.11.10 Starting and stopping Approval Portal ............................................. 280
9.11.11 Performance improvements ........................................................... 280
9.11.12 Troubleshooting ............................................................................ 280
9.11.12.1 Where to find logs? ....................................................................... 281
9.11.12.1. Application logs ............................................................................. 281
1
9.11.12.1. Customized logs ........................................................................... 282
2
9.11.12.1. SAP ABAP logs ............................................................................ 282
3
9.11.12.2 Preparing a remote debugging session ........................................... 282
9.11.12.3 Is debugging of the Java portal possible? ....................................... 286
9.11.12.4 JavaScript errors ........................................................................... 286
9.11.12.4. Viewing JavaScript errors from the developer tools ......................... 286
1
9.11.12.5 Invoice image troubleshooting ........................................................ 287
9.11.12.5. Authorization issues with CPIC ...................................................... 288
1
9.11.12.5. Image RFC does not return URL .................................................... 288
2
9.11.12.5. Web Viewer configuration for Web and Mobile ................................ 288
3
9.11.12.5. Supported documents on browser .................................................. 288
4
9.11.12.5. Pop-up blocker .............................................................................. 288
5
9.11.12.6 Issue with repeated authentication ................................................. 289
9.12 Troubleshooting the Mobile Approval Portal .................................... 290
GLS Glossary 291
VIM200404-AGD-EN-01 Administration Guide ix

Chapter 1
About Vendor Invoice Management for SAP

Solutions
OpenText Vendor Invoice Management for SAP Solutions (VIM) is an ABAP add-on
solution to SAP ECC and SAP S/4HANA.
VIM automates the processing of incoming documents into SAP.
Document-centric business processes like the processing of incoming invoices from

vendors or incoming sales orders from customers are typical use cases for VIM.
After capture, data is enriched and validated against predefined business rules.
If no business rules fail, the document is posted in SAP without human intervention.
Although a straight through, no-touch process is the ultimate objective, VIM also
supports the fast and efficient handling and resolution of exceptions.
Exceptions are routed via workflow to the relevant user or user group based on the
role assigned to the exception.
For managers VIM offers a comprehensive suite of operational and analytical

reports. In addition, VIM offers the tools to identify common exceptions that should
be addressed to achieve even higher levels of automation.
VIM includes the following solutions:
• Invoice Solution
• Procure to Pay Solutions
– Order Confirmation
– Delivery Note
– Quotation
• Order to Cash Solutions
– Sales Order
– Remittance Advice
Each solution consists of a best practice implementation for a specific document

scenario. It includes preconfigured mapping rules, enrichment rules, business rules,
user roles and user actions. Learning-based enrichments features embedded easy to
configure machine learning that automates input based on previous user input.
VIM200404-AGD-EN-01 Administration Guide 11

Chapter 1 About Vendor Invoice Management for SAP Solutions
Since VIM resides inside SAP, enrichments and business rules have direct access to
SAP master and transactional data, which avoids complex interfaces and the
replication and duplication of data.
Each solution offers a Workplace used by end-users and managers to manage and
monitor outstanding and completed work items. Each solution includes a
preconfigured set of analytical measures tailored for the specific document scenario.
Solutions can be enhanced to support company-specific business requirements.
VIM Solutions use features offered by its powerful feature rich Foundation.
The VIM Foundation consists of the following components:
• Inbound
• Process
• Workplace
• Analytics
VIM also supports custom solutions where a preconfigured solution is not available
for a specific, less common business process.
VIM offers a simple and intuitive user interface for end-users, managers and
administrators.
Users can choose between the classic SAP GUI or the modern SAP Fiori interface.
SAP Fiori offers a responsive web-based user interface that supports desktop and
mobile devices.
VIM supports various input channels including scan, fax¸ e-mail and web services.
It also supports various input formats, including paper, PDF, TIFF, IDoc and XML.
VIM requires an ArchiveLink-compliant SAP-certified content repository for the

storage of incoming documents. OpenText recommends OpenText Archiving and
12 OpenText™ Vendor Invoice Management for SAP® Solutions VIM200404-AGD-EN-01

1.1. Architectural Overview
Document Access for SAP Solutions or OpenText Core Archive for SAP Solutions for
the storage of documents.
VIM integrates seamlessly via its Inbound component with OpenText Intelligent
Capture for SAP Solutions and OpenText Core Capture for SAP Solutions, which
uses advanced machine learning algorithms to extract metadata from imaged-based
documents like PDF and TIFF.
VIM also offers integration with OpenText Extended ECM for SAP Solutions and
OpenText Document Presentment for SAP Solutions.
1.1 Architectural Overview

The following figure gives an overview of the basis architecture. It shows how the
core components of VIM are integrated into SAP and which additional OpenText
components like Document Pipeline, Document Storage, Information Extraction
Service and WebViewer are completing the solution.
Beside the components of this graphic, VIM offers additional components such as
SAP NetWeaver Business Warehouse or BW/4Hana for specific solutions which are
not shown in this basis architectural overview.
Figure 1-1: Technical system landscape

1.2 About this document

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

The product ISO image is available on OpenText My Support: https://
knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=14583402
Product docu- The following documentation is available for VIM on OpenText My Support (https://
mentation knowledge.opentext.com/knowledge/cs.dll/Open/10151494):
• OpenText Vendor Invoice Management for SAP Solutions - User Guide for Invoice
Solution (VIM-UGD)
• OpenText Vendor Invoice Management for SAP Solutions - User Guide for Solutions
Beyond Invoice (BOCP-UGD)
• OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-
IGD)
• OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (VIM-CGF)
Invoice Solution (VIM-CGD)
• OpenText Vendor Invoice Management for SAP Solutions - Reference Guide for Invoice
Solution (VIM-RGD)
• OpenText Vendor Invoice Management for SAP Solutions - Scenario Guide for Invoice
Solution (VIM-CCS)
Solutions Beyond Invoice (BOCP-CCS)
• OpenText Vendor Invoice Management for SAP Solutions - Security Guide (VIM-GSM)
Release Notes Release Notes describe:
• The software supported by the product

• Requirements
• Restrictions
• Important dependencies
• New features
• Known issues
• Fixed issues

1.3. Customer support
• Documentation extensions
The Release Notes are updated continuously . The latest version of the Release Notes
is available on OpenText My Support (https://knowledge.opentext.com/knowledge/
cs.dll/Open/10151494).
1.3 Customer support

You can contact the OpenText Customer Support team with the contact information
available at http://support.opentext.com.
If you bought the solution from SAP, you can open a message in the SAP Service
Marketplace for your component:
• Invoice:XX-PART-OPT-INV.
Important note for SAP Reseller Customers
For information about all OpenText products resold by SAP (including VIM
and ICC), check SAP Marketplace Note 1791874: SAP Products by OpenText -
Software and Support Lifecycle. This note provides detailed information about
software life cycle, access to Support Packages, access to latest documentation,
language packages, and other patches, as well as Support ticket handling.
Remote support is possible through the SAP solution manager with CSS message.
You must open the connection to the system and provide appropriate
authorizations.
To view logs, VIM provides read-only transactions:
• Invoice: /OTX/PF03_WP (VIM Central Workplace) and /OPT/VIM_VA2 (VIM

Analytics).
• Beyond Invoice: /OTX/PF03_WP (VIM Central Workplace) and /OTX/PF02_PROC_
LOG (Process Foundation Log).
For SAP J2EE based components, the Java role SAP_JAVA_SUPPORT is pre-delivered
with NetWeaver and recommended to be used for this purpose. For ABAP based
components, for example the role SAP_RCA_SAT_DISP is shipped via the ABAP add-
on component ST-PI.

1.4 High availability

VIM supports the standard SAP high availability concept. For detailed information,
refer to the SAP Help.
1.5 Understanding VIM

1.5.1 Delivery model
As VIM is basically a scenario, its function may best be described as a problem
solution. It enables the flexible configuration of a company's payment workflow. To
this end, VIM is delivered with a so-called Baseline Configuration, a set of pre-defined
configurations that work out of the box. In conjunction with other OpenText
products such as OpenText™ Archive Center it is possible to realize comprehensive
solutions. Core Functions are the technical foundation of VIM: SAP screens, functions,
workflow templates, web pages, etc.
Note: Only end user screens are translated in additional languages other than
English. Customizing screens are provided in English language only.

1.5. Understanding VIM
1.5.2 Workflow scheme
Figure 1-2: Workflow scheme
Each VIM workflow process has the same basic steps:
Validate metadata
The metadata or index data are validated against the SAP database. If validation
fails, an exception is triggered.
Check duplicates
The validated metadata is used to check whether the new invoice has been
entered already. If the new invoice is suspected to be a duplicate of any existing
invoice, an exception is triggered.
Apply business rules
Invoice pre-processing: Business rules are applied to detect additional
exceptions before posting.
Post for payment
The invoice is posted and released for payment.

1.5.3 Extensions to VIM

You can extend or customize the VIM functionality to meet your requirements. You
should create Custom Development objects in your customer namespace. Plug the
Custom Development objects into the appropriate user exits that OpenText provides
in VIM.
The SAP transport management system will handle the custom development and
configuration changes.
For detailed information on technical and functional configuration, refer to OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution
(VIM-CGD).

Part 1
Foundation
Part 1 Foundation
Vendor Invoice Management has one-time administrative tasks like scheduling jobs
and regular administrative tasks like the administration of the SAP Workflow
Engine.
Workflow runtime administration covers several transactions that you can use to
monitor and control execution of workflows like the following.
• Customizing workflow runtime

• Error monitoring for work items
• Monitoring work item rules
• Reorganizing work items
• Processing work items as administrator
• Maintaining substitutes
For details how to administrate the SAP Business Workflow runtime, see the SAP
Help.

Chapter 2
One-time administration tasks
2.1 Configuring authorization settings

VIM Foundation is delivered with new authorization objects. The SAP authorization
object SAP_ALL must be re-generated to apply the authorizations to this object.
VIM Foundation delivers the following general authorization objects.
Authorization Description Usage

object
J_6NPF_NAV Checks navigation in workplace according to VIM Central
workplace ID. For more information, see Workplace
OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Foundation
(VIM-CGF).
J_6NPF_WTY Checks work object type with related actions, VIM Central
functions, and nodes. For more information, see Workplace
OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Foundation
(VIM-CGF).
J_6NPF_PRF Checks the process configuration profile with Processing Screen
profile ID, characteristic attribute, and process
step. For more information, see OpenText Vendor
Invoice Management for SAP Solutions -
Configuration Guide for Foundation (VIM-CGF).
J_6NPF_PRJ Checks the authorized project ID. For more Displaying Data in
information, see OpenText Vendor Invoice the Query or
Management for SAP Solutions - Configuration Analytics Reports
Guide for Foundation (VIM-CGF).
J_6NPF_ADM Is checked in all administrative reports, Administration
transactions, and programs. For more
information, see OpenText Vendor Invoice
Management for SAP Solutions - Configuration
Guide for Foundation (VIM-CGF).
J_6NPF_RFC Is checked in all RFC functions and executable Processing
programs. For more information, see OpenText
Vendor Invoice Management for SAP Solutions -
For further details, see Section 7.1.2.1 “Maintaining version settings” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(VIM-CGF) (AUTH_CHECK_DATA method) and Section 8.1.1.1.1 “Authorization

Chapter 2 One-time administration tasks
Exit” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide
for Foundation (VIM-CGF).
2.2 Batch jobs for Inbound Configuration

Periodic jobs are necessary to set up the inbound processing infrastructure. The
following jobs are used to automate the inbound processing.
• The status based document handler queue is managed with the document
handler job.
• Information Extraction Service in combination with look-up processing requires
download to staging tables.
• Redundant temporary data is deleted with the clean-up processing.
• Document extraction with Information Extraction Service (IES) is handled by the
IES request handler.
2.2.1 Document handler

Configure the /OTX/PF01_P_IDF_TRIGGER program as a job running every minute.
When running the IDF trigger job, the report picks up all items that have been
registered to the framework and that also have finished after the last run. So every
item will go through all steps defined in the customizing.
To configure a batch job for the document handler:
1. Run the /OTX/PF01_P_IDF_TRIGGER program.
2. In the Inbound Processing - Trigger Handler screen, configure the batch job for
the document handler, using the following parameters.
Registration ID
Enter the specific registration ID from the /OTX/PF01_T_1REG table.
Channel
To run the report only for a specific inbound channel, enter the channel.
Classification Profile
To run the report only for specific business scenario, enter the classification
profile.
Module Handler
To run the report only for a specific Handler ID, enter the Handler ID.
Document Type
To run the report only for a specific ArchiveLink document type, enter the
document type.
Status
To run the report only for a specific document status, enter the status

2.2. Batch jobs for Inbound Configuration
Number of items to process per run

To avoid an overflow, enter the number of entries that must be processed
per run.
Test mode
Select this check box to run the report in test mode. Test mode displays
results without any modification on the database.
Result
Select this check box to write the result to the batch job log or to display the
result in dialog processing.
3. Optional If you want to execute batch job continuously, you can define a
background processing event and plan a periodic job based on the event (see
SAP documentation for events in background processing).
Usually the report runs only within the minimum interval of one minute of the
periodic job scheduling but it provides additional options for an event based job
scheduling.
The report itself will raise the event at the end of the processing after the delay
is reached.
Note: When using event-based job scheduling, the system constantly

occupies one background process of the SAP system.
The following parameters are available:
Background processing event

Event which is raised at the end of the report and which is configured
within SM64 transaction . The event is only raised in the background
processing mode.
Background event parameters
Optional parameter which is used to use the event for different cases.
Delay
Delay in seconds after which the event is raised at the end of the report.
2.2.1.1 Parallel runs of the Document handler

You can increase the throughput by processing documents in parallel. For example,
if you have a high inbound document volume or a tight schedule on which
documents arrive.
For parallel runs, use the program /OTX/PF01_P_IDF_TRIGGER_SPLIT, which can be

scheduled.
This program splits inbound documents into batches according to selections and
starts a background job with the document handler, for each batch.
The size of the batches and the number of jobs is defined on the selection screen.

The program selects the inbound documents according to their creation time,
starting with the earliest document.
Parallel runs of the document handler do not support an event based job scheduling.
For more informatin, see continuous job processing in “Document handler”
on page 22.
Tip: Make sure that the parameter values correspond to the document volume,
to prevent delays if more documents are outstanding than accepted for each
run, or process all relevant documents by splitting them into group jobs.
To configure parallel runs for the document handler:
1. Run the /OTX/PF01_P_IDF_TRIGGER_SPLIT program.
2. Configure the parameters of the parallel runs.
Max. documents per job

Limits the batch size for each job. Maximum count 999. If left empty, all
relevant documents are evenly split into the jobs according to the Max.
number of jobs.
Max. number of jobs
Mandatory input: Limits the total number of jobs. The maximum count is
99. The number depends on your system capabilities. If Max. documents
per job is empty, the input defines the actual count of jobs not the
maximum.
Job name prefix
Defines the background job names. The system time and a two digit counter
are added to this prefix.
The following parameters are passed to the document handler, with the
registration ID that was used to build the document batches:
• Registration ID
• Channel
• Classification Profile
• Module Handler
• Document Type
• Status
• Test mode

2.2.2 Staging tables for capture integration

Run the download programs, if your system is using a capture integration.
You must fill staging tables:
• if you use the Validation Client (Validation for SAP Solutions),

• for any scenario of VIM for SAP Capture,
• for any scenario of Information Extraction Service.
If you use multibackend landscapes, you must run the programs on all related
systems.
The download programs create central data tables that contain all information that is
required for data recognition.
You can download the following SAP ERP databases to a central staging table:
• Vendor database
• Customer database
• Company code database
• Purchase order database
• Number range database
• Plant database
Note: Schedule the download programs as batch jobs. Thus, the job logs
provide information about the status of the job.
The OTBCSL00 component includes the programs and tables for calculating and
storing the staging data.
For systems that do not have this component, you can import the staging tables and
programs through a transport for temporary scenarios, such as, importing data in
test phases. For productive usage, the component OTBCSL00 must be installed.
Staging Table
Content
Management For some special use cases, you may need to upload/download data from other
sources or systems instead of the one you are using. For such use cases, the “Staging
Tables – Content Management” report allows the following operations:
• Upload staging table content from a CSV file

• Download staging table content to a CSV file
• Download staging table template to a CSV file
• Edit staging table content

• Clear selected or all staging tables
Manually changed staging table content is overwritten when corresponding staging

table download program is used.
Note: The “Change Staging Table Content” is only intended for small tables
with a few entries. To work with higher number of entries, use the
“Download” option and then change the downloaded CSV file.
Transaction code: OTX/PS11_STG_UPLOAD
2.2.2.1 Downloading databases from SAP ERP
To download a database from SAP ERP
1. Enter the se38 transaction.
2. Enter a program and click Execute:

Table 2-1: Programs and tables
Report to fill the Staging table Report to fill the Description

staging table with staging table with
data from current data from current
system system and
satellite systems
/OTX/ /OTX/PS00_T_STG3 /OTX/ Company codes
PS11_STAGING_C PS00_P_IDF_COMP
OMP_CODE _CODE
/OTX/ /OTX/PS00_T_STG2 /OTX/ Customer
PS11_STAGING_C PS00_P_IDF_CUST information
USTOMER OMER
/OTX/ /OTX/PS00_T_STG4 /OTX/ Number ranges
PS11_STAGING_N PS00_P_IDF_NUM_
UMR RANGES
/OTX/ /OTX/PS11_T_STG5 /OTX/ Purchase Order
PS11_STAGING_PO PS00_P_IDF_PO
/OTX/ /OTX/PS00_T_STG1 /OTX/ Vendor information
PS11_STAGING_VE PS00_P_IDF_VEND
NDOR OR
/OTX/ /OTX/PS11_T_STG6 /OTX/ Plant information
PS11_STAGING_PL PS00_P_IDF_PLAN
ANT T
Note: The staging table programs for Company Code, Customer, Vendor,
and Plant use the default address of an entity which is flagged in the
address table ADRC with field value NATION = blank. Other address
versions are not taken into account.

3. Add the selection criteria for vendor, customer, company code, or plant data for
the data transfer.
Most fields are self-explaining. Find some additional explanation for the
following fields:
Collect satellite systems

Get data from all connected systems which are configured within system
landscape of VIM Foundation. For more information, see Section 3.2
“Configuring logical systems” in OpenText Vendor Invoice Management for
SAP Solutions - Configuration Guide for Foundation (VIM-CGF).
With character check
Optimizes character fields
Account group
For vendor database programs, the account groups of vendors.
For customer database programs, the account group of customers.
Update without deletion
Updates the staging table with the result of the report run. If selected, you
can plan several jobs for this report with different selection criteria.
Several jobs also allow you to update the staging table with high volume.
Old entries can still exist in these kind of tables. Use the /OTX/PS00_P_
IDF_STG_CLEANUP report to plan one cleanup the table within your job
sequence.
4. Add the selection criteria for purchase order data for the data transfer.
Object name:
Set the object for the corresponding number range object. Relevant for the
scenarios is EINKBELEG object .
5. Save your selection criteria as variant and schedule the job with your variant.
You can use the reports for downloading the data to fill the staging table with data
from the current system. Use /OTX/PS00_P_IDF_STG_CLEANUP report to delete
entries in the staging tables
The execution of the reports requires an authorization for J_6NPF_ADM object with
“1” value for the J_6NPF_COM field in the local and the remote systems.

2.2.3 Clean up
You can run the /OTX/PF01_P_IDF_CLEANUP program and schedule it in
background to clean up temporary data. This kind of data has been created by the
inbound handler but is not needed afterwards.
Note: To run the /OTX/PF01_P_IDF_CLEANUP program, authorization for J_

6NPF_ADM is needed. For more information, see OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (VIM-CGF).
OpenText recommends that you schedule the program once per month and that you
delete data older than 12 months.
To clean up temporary data:
1. Run the /OTX/PF01_P_IDF_CLEANUP program.
2. In the Inbound Processing - Clean-up Tables screen, configure the clean up,
using the following parameters.
XML Files tab

Deletes the XML documents in the archive storage.
Application Logs tab
Deletes the application log related information for the inbound processing.
Agent Table tab
Cleans the /OTX/PF01_T_VALA table for documents that are not waiting to
be validated.
Result Table tab
Cleans the result in /OTX/PF01_T_1EXT and /OTX/PF11_T_DEXT table for
documents that have left the inbound handler. Additionally the /OTX/
PF11_T_FULL full text table is cleaned up.
IES Sessions
Cancels all active extraction sessions. For each cancelled session a request is
sent to IES to also clean up temporary session data in the repository.
Default is to clean up sessions which are active for more than six month.
You can choose a lower value here. Consider that feedback is not accepted
for a document whose extraction session is already cancelled.
IES Table tab
Cleans up all temporary data (sessions, requests) for documents processed
by IES that have left the inbound handler and completed the extraction
session.
IES Pre-Learning tab
Cleans up all temporary data (sessions, requests) and results (extraction
result, feedback data) for documents that were processed within pre-
learning.

Image Table tab

Cleans the /OTX/PF01_T_1IMG table for documents that have left the
inbound handler.
Capture Center tab

Cleans inactive applications in /OTX/PF01_T_CFGV and /OTX/PF01_T_CFGD
tables.
To delete active applications from tables /OTX/PF01_T_CFGV and /OTX/
PF01_T_CFGD, run the /OTX/PF01_P_IDF_CLEANUP_APPL report.
To run the /OTX/PF01_P_IDF_CLEANUP_APPL report, authorization for J_

6NPF_ADM is needed. For more information, see OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (VIM-
CGF).
Feedback Pool tab

Sets the feedback indicator FEEDB_LEARN for documents in /OTX/PF01_T_
1REG to Obsolete. With this setting, the documents are not used for
feedback any more.
Month count
Indicates the minimum age of the entries to be deleted.
Active
Select this check box to activate cleaning for the selected tab.
If the check box is cleared, the tab is skipped. The green icon disappears
from the tab title.
In the Global settings area, you can select the following check boxes:
• Test run (count only)
• Skip dialogs that skips the dialogs before the deletion

If the program is run in background, Skip dialogs is selected automatically.
Additional options – The Application Logs tab and the Result Table tab
include additional options.
Application Logs includes the Delete IDOC entries as well check box. Select it
to specify that log entries with subobject IDOC are deleted as well.
Result Table includes the following check boxes:
Delete result history as well

Specifies that the result history should be deleted. The result history
contains the corresponding extraction results for the different call points
Extraction and Validation. This data should only be deleted if not needed
anymore for potential analytical evaluations based on the extraction result.

2.2.4 IES request handler

The IES request handler controls the outgoing and incoming communication with
OpenText™ Information Extraction Service for SAP® Solutions (IES).
Since there is an asynchronous communication in place, some actions must be

performed periodically. Report /OTX/PF13_P_TRIGGER executes these actions.
You must configure this report as a periodic background job. The scheduling
frequency and scheduling type depends on the extraction service you are using.
Usually, the report should be scheduled periodically every minute. When using
Core Capture for SAP® Solutions, OpenText recommends that you use periodic
event-based job scheduling with a delay of 10 seconds. This improves the document
throughput compared to the periodic scheduling every minute.
Note: Provide the authorization for J_6NPF_ADM with J_6NPF_COM = 1

(Component Inbound), to run the /OTX/PF13_P_TRIGGER program. For more
information, see OpenText Vendor Invoice Management for SAP Solutions -
To configure the IES request handler:
1. In the SE38 transaction, run the /OTX/PF13_P_TRIGGER program.

2. On the IES Request Handler screen, configure the batch job. Set a frequency of
Every Minute. Use the following parameters:
Request ID
To run the report for only a specific request ID, enter the request ID. This
only makes sense for testing purposes.
Detect Timeout for Requests
Select this check box to enable timeout recognition. If a timeout is
recognized, the appropriate error handling is triggered.
Retry Requests
Select this check box to enable the retry functionality for requests sent to the
IES service that were not processed successfully.
Retry is only triggered if a temporary error occurred, for example
unavailability or overload of the IES service.
Send Requests from Queue
Select this check box to send queued requests to IES. Queuing is only
relevant if IES Cloud Edition is used.
Get Results for Requests
Select this check box to query results for requests sent to IES. This is just
relevant if IES Cloud Edition is used.
Display Summary of Actions
Select this check box to have results of the report written on the report
result screen.

2.3. Event Watcher
3. Optional If you want to execute batch job continuously, you can define a
background processing event and plan a periodic job based on the event (see
SAP documentation for events in background processing).
Usually the report runs only within the minimum interval of one minute of the
periodic job scheduling but it provides additional options for an event based job
scheduling.
The report itself will raise the event at the end of the processing after the delay
is reached.
Note: When using event-based job scheduling, the system constantly

occupies one background process of the SAP system.
The following parameters are available:

Event which is raised at the end of the report and which is configured
within SM64 transaction . The event is only raised in the background
processing mode.
Optional parameter which is used to use the event for different cases.
Delay
Delay in seconds after which the event is raised at the end of the report.
Note: For details regarding the time-out and retry settings, see OpenText
(VIM-CGF).
2.3 Event Watcher

The document handler and the IES request handler support an event based job
scheduling to execute the job continuously. This job helps to re-trigger the event if
the job has been aborted and to avoid monitoring.
For more information, see:
• “Document handler” on page 22

• “IES request handler” on page 30
If you use the event based job scheduling for the document handler or the IES
request handler then you must configure the Event watcher report as a background
job running every 30 minutes.
To configure the Event Watcher
1. Run the /OTX/PF01_P_IDF_TRIGGER_EVENT program.

2. In the Inbound Processing - Event Watcher for Handler Jobs screen,
configure the batch job, using the following parameters:

Job name
Name of the job which is planned with the event based option
Event which is raised and which is configured within SM64 transaction . The
event is only raised in background processing mode.
Optional parameter which allows to use the event for different cases
2.4 Pre-learning of IES Profiles

This chapter describes how you reuse validated extraction results from Invoice
Capture Center (ICC) and Business Center Capture (BCC) to train IES profiles. This
feature will be called pre-learning in the following description.
Notes
• A multiple backend system environment is not supported.

• For Core Capture for SAP® Solutions, consider that pre-learning has an
impact on the subscribed document volume.
When using ICC and BCC there is already a validation of extraction results in place.
Depending on the inbound processing engine this extraction result is stored in

different database tables:
/OPT/VIM_1EXT_H
for VIM Incoming Document Handler (IDH)
/OTX/PF01_T_1EXT
for VIM Foundation Inbound Handler
Pre-learning automatically determines which data source is used.
The extraction results and a so called call point are stored in the extraction result
table. The call point defines the source of the result.
The priority of the call point for pre-learning is:
• Priority 1: IX Indexing Validation (Single Click Entry) – only relevant for ICC
• Priority 2: VA Validation (Capture)
• Priority 3: EX Extraction (Capture)
The validated extraction results are transformed into the IES extraction result format
and are used to train an IES profile.
To perform the transformation, the existing ICC/BCC process data mapping is

reused to map the validated extraction result.

2.4. Pre-learning of IES Profiles
The result of the mapping is saved into an intermediate fieldname - value structure
with the process data fieldnames.
Once this fieldname - value structure is available, the IES process data mapping can
be used to convert this intermediate format into the IES compatible format.
To consider fields in pre-learning, you must maintain a process data mapping for
IES and for ICC/BCC. There is no need to use identical extraction field names. But it
is important that the fields are mapped to the same process data field.
2.4.1 Prerequisites for pre-learning

• A process data mapping for IES and BCC/ICC is maintained for fields that you
use for pre-learning. For more information, see “Process data mapping”
on page 33.
You do not need to use identical names for the extraction field. It is just
important that the fields are mapped to the same process data field.
• The document type is assigned to IES profile.
• The IES profile is active.
• Archived documents and extraction result for the determined data source are
available in good quality with validated data.
2.4.1.1 Process data mapping

Process data mapping is different for Invoice Solution and Solutions Beyond Invoice.
Invoice Solution
To perform data mapping from ICC / BCC Invoice application to the Invoice
process:
1. Run the /OPT/SPRO transaction and navigate to Document Processing

Configuration > General Configuration > Incoming Document Processing >
Maintain Mapping ID.
2. Mark the Mapping ID ICC and double-click Field Mapping in the Dialog
Structure.
3. Verify and adjust field mapping if needed. Make sure that custom fields are
mapped correctly. The mapping is stored in table /OPT/VIM_T109_N.
To perform data mapping from the Invoice process to IES:
1. Run the /OTX/PF00_IMG transaction and navigate to Process Foundation > Data
Model.
2. Mark the Data Model ID PS03_VIMCL and double-click External Data Mapping
in the Dialog Structure.
3. Enter PS03_VIMCL

4. Double-click Level Mapping in the Dialog Structure.

mapped correctly. The mapping is stored in table /OTX/PF20_T_MAPF.
Solutions Beyond Invoice

To perform data mapping from BCC to the Solutions Beyond Invoice process:
Model.
2. Mark the Data Model ID PS<xy> (where <xy> represents the technical ID of the
solution) and double-click External Data Mapping in the Dialog Structure.
3. Enter CAPTURE or CAPT_BCC.
To perform data mapping from the Solutions Beyond Invoice process to IES:
Model.
2. Mark the Data Model ID PS<xy> (where <xy> represents the technical ID of the
solution) and double-click External Data Mapping in the Dialog Structure.
3. Enter CAPT_IES.
2.4.2 Process of pre-learning

1. A selection variant is created to define the set of documents which are used for
pre-learning.
2. A background task evaluates the selection parameter of the variant and collects
key values of the relevant documents.
The information is stored in the /OTX/PF32_T_CLMI table.
3. The result set of the selection variant is reviewed, and the selection variant is set
to started status.
4. A periodically scheduled report processes the defined set of documents until all
documents are processed.
Pre-learning selections are processed in sequence starting with the oldest
selection. A new pre-learning selection is just triggered if there is no older pre-
learning selection in status STARTED.

2.4.3 Pre-Learning from ICC (Invoice Solution)

2.4.3.1 Creating a new selection variant for ICC
To create a new selection variant for ICC:
1. Run the /n/OTX/PF03_WP transaction.
2. Switch to IES Administration Work Center.
3. Double-click the Pre-learning of Profiles node.

4. Click the Define Selection for ICC function.
5. On the popup to define the selection criteria, enter following parameters:
Selection Variant
Technical ID of the selection variant. Do not use blank or special characters.
ICC Channel
ID of the relevant input channel. The parameter restricts the set of relevant
documents by the CHANNEL_ID field of /OPT/VIM_1HEAD table.
Start Date
Lower date limit for relevant documents. The parameter restricts the set of
relevant documents by the field CHANGE_DATE of the /OPT/VIM_1HEAD table.
End Date
Upper date limit for relevant documents. The parameter restricts the set of
relevant documents by the CHANGE_DATE field of the /OPT/VIM_1HEAD table.
IES DocType
ID of the ArchiveLink document type which is in IES for such kind of
documents. This parameter is used to determine the corresponding IES
profile and to determine the process data field mapping which is needed to
generate the IES extraction result structure for the feedback.
6. Confirm your selection.

A message confirms that the selection variant is defined.
7. If you refresh the screen, the newly created selection variant appears in the list.
At the beginning, the selection variant is in CALCULATE status.
Once the keys of the relevant documents are determined, the status changes to
READY, and the selection variant is ready for processing.

2.4.3.2 Initiating pre-learning of a selection variant for ICC

To initiate pre-learning of a selection variant for ICC:
1. Once a selection variant is defined, review the results.
2. In the IES Administration Work Center, check the result list of the Pre-learning
of Profiles node:
a. Check the selection parameters with their information about the resulting
documents and administrative information.
b. Check the Pending column that shows how many documents are relevant
for pre-learning of the defined selection variant.
c. If you want to perform a detailed review, check the /OTX/PF32_T_CLMI
table which contains the keys of all relevant documents per selection
variant.
3. If you want to initiate the pre-learning, select the selection variant, and then
click Start.
The status of the selection variant changes to STARTED.
The periodic scheduled /OTX/PF32_P_IES_CLM_TRIGGER background report
picks up the documents of the selection variant and process them. The counters
for documents that are pending, running, finished or have an error are updated.
For technical reasons an inbound registration ID has to be assigned for
documents which are processed for pre-learning of profiles. This dummy
registration IDs start with the ID 999900000000.
Once all documents are processed the status of the selection variant changes to
FINISHED.
4. Optional If documents run into an error, check the log entries in the detail pane of
the pre-learning of the profiles node.
2.4.4 Pre-Learning from BCC (Solutions Beyond Invoice)

2.4.4.1 Configuring grouping for documents
There are two possibilities to select relevant documents for pre-learning:
1. A simple option is to use a defined number of documents regardless of their

extraction value.
In this case the selection parameter Maximum number of documents is considered.
2. A better learning result can be achieved by grouping documents by their
extraction value and to use only some documents for each defined combination.
In this case up to five documents are considered for each combination. With this
approach there is a very high chance that all document layouts are considered in
the learning. The basic assumption is that documents are grouped in a way that
the grouping represents the various document layouts.

In most cases the grouping is based on a combination of business partners. For

example, sender and receiver of the document.
For the scenarios of Solutions Beyond Invoice (Delivery Note, Sales Order,
Remittance Advice, and Order Confirmation) a grouping is already delivered.
You can reuse this grouping definitions by just assigning your BCC ArchiveLink
document type.
To configure grouping of documents:

4. Click the Configure Grouping for BCC function.
5. On the Overview screen, in the Dialog Structure, double-click Document Type
Assignment.
6. On the Document Type Assignment Overview screen, define the mapping of
BCC ArchiveLink document type to a grouping ID.
2.4.4.2 Creating a new selection variant for BCC

To create a new selection variant for BCC:

4. Click the Define Selection for BCC function.
5. On the popup to define the selection criteria enter following parameters:
Selection Variant
BCC Module Handler
ID of the relevant module handler. The parameter restricts the set of
relevant documents by the HANDLE_ID field of the /OTX/PF01_T_
1REG table.
BCC DocType
ID of the relevant ArchiveLink document type. The parameter restricts the
set of relevant documents by the AR_OBJECT field of the /OTX/PF01_T_1REG
table.
Start Date
relevant documents by the field TSP_FINISH of the /OTX/PF01_T_1REG
table.

End Date
relevant documents by the TSP_FINISH field of the /OTX/PF01_T_1REG
table.
Max. Number Docs

Maximum number of relevant documents. The parameter is just considered
if there is no grouping defined. If no value is specified for this parameter,
the last 1.000 documents are considered.
IES DocType
ID of the ArchiveLink document type which is in IES for such kind of
documents. This parameter is used to determine the corresponding IES
profile and to determine the process data field mapping which is needed to
generate the IES extraction result structure for the feedback.

If there is no grouping assigned to the BCC document type, a message states
that the simple selection of the last x documents is in place.
7. Refresh the screen, to list the newly created selection variant.

At the beginning, the selection variant is in the CALCULATE status.
Once the keys of the relevant documents are determined, the status changes
to READY, and the selection variant is ready for processing.
2.4.4.3 Initiating pre-learning of a selection variant for BCC

To initiate pre-learning of a selection variant for BCC:
1. Review the results of your defined selection variant:

In the IES Administration Work Center, check the result list of the Pre-learning
of Profiles node:
b. Check the Pending column, that shows how many documents are relevant
database table.
The database table contains the keys of all relevant documents per selection
variant.
click Start.


picks the documents of the selection variant and process them. The counters for
documents that are pending, running, finished or have an error are updated.
registration IDs start with ID 999900000000.
Once all documents are processed the status of the selection variant changes
to FINISHED.
3. Optional If documents run into an error, check the log entries in the Detail pane
of the Pre-learning of Profiles node.
2.4.5 Pre-Learning of Business Entity Determination

operators
Scenario version 2 introduces new operators in the OCR engine to optimize the
determination of business entities. The new operators are not taken into account if
you migrate a profile from scenario version 1 to scenario version 2 by copying the
profile and restoring the machine learning data.
OpenText recommends a pre-learning to optimize the business entity determination

(BED) when migrating to the profile with scenario version 2.
To optimize the business entity determination (BED) when migrating to the profile
with scenario version 2 a pre-learning is advisable.
Similar to the pre-learning for ICC or BCC, the already processed documents are
sent to extraction again, utilizing the target profile.
The feedback is based on the validated extraction results of the source profile.
In contrast to the other pre-learning approaches, only the extraction fields relevant
for business entity determination are contained in the feedback here. All other
learning data is taken over by restoring snapshots of the source profile.
2.4.5.1 Creating a new selection variant for BED

To create a new selection variant for BED:

4. Click the Define Selection for BCC function.
5. On the popup to define the selection criteria enter following parameters:
Selection Variant

Source Profile Id
ID of the source profile (using scenario version 1).
Source DocType
ID of the relevant ArchiveLink document type. The parameter restricts the
set of relevant documents by the AR_OBJECT field of the /OTX/PF01_T_1REG
table.
Start Date
relevant documents by the TSP_FINISH field of the OTX/PF01_T_1REG table.
End Date
relevant documents by the TSP_FINISH field of the /OTX/PF01_T_1REG
table.
Max. Number Docs
Maximum number of relevant documents.
Target Profile Id
ID of the target profile (using scenario version 2).

7. If you refresh the screen, the newly created selection variant appears in the list.
At the beginning, the selection variant is in the CALCULATE status.
Once the keys of the relevant documents are determined, the status changes to
READY, and the selection variant is ready for processing.
2.4.5.2 Initiating pre-learning of a selection variant for BED

To initiate pre-learning of a selection variant for BED:
1. Review the results of your defined selection variant:

In the IES Administration Work Center, check the result list of the Pre-learning
of Profiles node:
b. Check the Pending column, that shows how many documents are relevant
database table.
The database table contains the keys of all relevant documents per selection
variant.
click Start.


picks the documents of the selection variant and process them. The counters for
documents that are pending, running, finished or have an error are updated.
registration IDs start with ID 999900000000.
Once all documents are processed the status of the selection variant changes
to FINISHED.
3. If documents run into an error, check the log entries in the Detail pane of the
Pre-learning of Profiles node.
2.4.6 Periodic background job

You must schedule a recurring /OTX/PF32_P_IES_CLM_TRIGGER report, to process
the set of documents, that are relevant for pre-learning.
Pre-learning during productive use of IES:

If pre-learning takes place during the productive use of IES, OpenText
recommends to schedule the report for times when IES is not used heavily.
Otherwise the pre-learning can negatively impact the throughput of regular
extraction tasks.
Recurrence
Set the recurrence of the background job to an interval that guarantees that the
documents of the last trigger report are completely processed. You can monitor
the processing status of the documents in the IES Administration Work Center.
For most use cases a recurrence of every two minutes fits for the report.
Maximum number of running docs
The parameter limits the load for IES, processing pre-learning tasks. It defines
how many documents are processed in parallel by IES.
OpenText recommends to set this parameter to 20 documents.
Use a lower value if IES is running out of resources because of the pre-learning
tasks. If IES still has resources, you can also increase the value.
Time limit (sec.)
Defines the maximum processing time for a document in pre-learning. If the
time limit is reached the document is set to error status and a warning message
is written into the application log.
J_6NPF_ADM with J_6NPF_COM = 1 (Inbound) authorization object is needed in order

to execute the trigger report.

2.5 Batch job and reports for Analytics

2.5.1 Batch jobs for Analytics
Schedule the /OTX/PF08_P_PROCESS_KPIS_UPD program to update analytics data
for running processes.
To run the program, authorization for J_6NPF_ADM is needed.
OpenText recommends that you choose a suitable frequency depending on your

detailed reporting requirements.
Example: If analytical data is only evaluated once a week it is not required to schedule the
program on a daily or even hourly basis.
Note: Running the program for finished processes is usually not required as all
corresponding analytics data is automatically updated whenever a process is
finished.
You must run the program once for finished documents and for running
documents if the analytics feature has not been activated initially and should
be used at a later point of time.
You can also use the program for all documents or a subset of documents to
update new fields which are added to analytics tables at a later time.
OpenText recommends that you schedule the report to run in background for a
large set of documents.
To update the analytics data for running processes:
1. Run the /OTX/PF08_P_PROCESS_KPIS_UPD program.
2. On the Update process analytics data screen use the following parameters:
Profile ID
The ID of the Process Foundation profile for which you want to update
analytics data.
Process Key
Restricts the amount of updated processes, enter a special process ledger
key or process ledger key range. This parameter is only an optional
parameter.
Running
Updates the analytics data only for running processes.

2.5. Batch job and reports for Analytics
2.5.2 Reports for Analytics

2.5.2.1 Collecting inbound Analytics data created before BC 16.3 SP4
Run the /OTX/PF08_P_INB_KPIS_UPD report, to collect inbound Analytics data from
the inbound registration table. The data is transferred to /otx/pf08_t_rega
Analytics table.
You must run the report to enable embedded analytics that uses CDS views, which
are delivered for different BC solutions.
To run the program, authorization for J_6NPF_ADM is needed. A multiple systems

landscape needs all systems maintained uniquely on all systems. The logical systems
and RFC destinations must be identical on all systems.
Note: Run the report at least once. This collects the inbound Analytics data for
all solution processes that you created before BC 16.3 SP4.
Data for solution processes that are created from BC 16.3 SP4 are updated
automatically.
To update the inbound data for solutions:
1. Run the /OTX/PF08_P_INB_KPIS_UPD program.

2. On the Collect Inbound Analytics Data for Solution processes screen
configure the following parameters:
Logical system (mandatory)

The Inbound system where the inbound process takes place.
Profile ID (mandatory)
The ID of the process foundation profile for which you update inbound
analytics data.
Process Key
Enter a special process ledger key or process ledger key range.
Delete whole table content
If the checkbox is selected, the content of inbound Analytics is deleted
before updating.
Caution
If the update process fails and you select the checkbox, the
analytics table is empty.
Update result history

If the checkbox is selected, the Inbound Analytics extraction result history
tables are also updated. Only use this option in the rare cases, when the
data transfer of the extraction result history from the inbound system to the
solution processing system failed.

The logical system must be retrieved from T000 client table.
2.5.2.2 Cleaning up inbound Analytics data

For some reasons, for example when an Inbound scenario classification is not
maintained with a valid profile ID, unwanted entries are written into analytics
table /OTX/PF08_T_REGA. These entries are not used and cannot be archived. They
must be cleaned up. For this purpose, the /OTX/PF08_P_INB_KPIS_REPAIR report is
delivered. Run it once in productive mode after upgrading from earlier versions to
VIM 20.4 SPS2 or later.
2.5.2.3 Updating the TIMESTAMP_CHANGE field in process ledger table

and analytics table
The TIMESTAMP_CHANGE field registers the time point where the SAP document is
changed. This field must be updated for each solution by calling the report /OTX/
PF08_P_TSP_CHANGE_UPD. The report must be run once after importing the service
package. OpenText recommends to schedule the report as batch job for each
solution. The Run Check Mode check box allows the user to have information about
the date volume to be updated. The report can also be run for a subset of documents
by using the Process Key selection field.
2.6 Retrieving technical configuration

It can be necessary to know how to retrieve the component specific technical
configuration settings, for example, if an unexpected crash happens. The Foundation
provides the following tools for that purpose.
• The /OTX/PF00_IMG transaction provides access to the complete configuration

and customizing.
• Foundation Sets of all components can be activated. For more information, see
Section 2.1 “Activating BC sets” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Foundation (VIM-CGF).
2.7 License reporting: OpenText License Audit

Report
License audit as described in this chapter refers to the following products:
• Vendor Invoice Management for SAP Solutions

• ICC and Information Extraction Service (IES)
Note: “Information Extraction Service” (“IES”) is used in this

documentation as a common technical term for both of the following
OpenText products:
– OpenText™ Intelligent Capture for SAP® Solutions, formerly known as

IES on premise

2.7. License reporting: OpenText License Audit Report
– OpenText™ Core Capture for SAP® Solutions, formerly known as IES

cloud
Running the license reporting requires an authorization for the J_6NPF_ADM object
with value 2 for the J_6NPF_COM field.
License reporting covers several capture and processing products. OpenText

recommended to fulfill the prerequisites in collaboration with Vendor Invoice
Management for SAP Solutions/ICC administrators.
License audit for Vendor Invoice Management for SAP Solutions and ICC/IES is
based on SAP System Measurement, using transaction USMM. For more information,
see the SAP documentation (https://support.sap.com/en/my-support/systems-
installations/system-measurement.html).
Vendor Invoice Management for SAP Solutions and ICC/IES are configured to be
included into the SAP system measurement. For details and prerequisites running
the SAP tools, check the SAP documentation, for example about required SAP
authorizations.
For Vendor Invoice Management for SAP Solutions and ICC/IES, there is an
additional License Report. You can use it to get a more detailed output by product
and to select the reporting year. For example, it lists the number of invoices
triggering a VIM DP workflow and number of invoices in VIM without any
workflow. You should use this report if a license audit is requested by OpenText and
you do not want to provide the full SAP output of USMM to OpenText.
The report lists monthly values for all configured and not empty products. For
Solutions Beyond Invoice and IES the totals of the involved scenarios are listed.
Starting in January 2018, all Vendor Invoice Management for SAP Solutions and
ICC/IES product data are measured under application ID 1160. Except for Core
Capture for SAP® Solutions and Solutions Beyond Invoice without OCR solution,
they all have a unit ID assigned:
Product Unit Number Application ID

Vendor Invoice Management for SAP Solutions 1160 1160
Invoice Capture Center for SAP Solutions 1161 1160
Business Center for SAP Solutions (with OCR) 1162 1160
Business Center for SAP Solutions (without OCR) No number 1160
Intelligent Capture for SAP® Solutions 1164 1160
Core Capture for SAP® Solutions No number 1160

2.7.1 Prerequisites for license measurement

2.7.1.1 Customizing
To configure license reporting:
1. On the central system, run the SM30 transaction, enter view /OTX/PF09_V_SET,
and then click Maintain.
2. For Business Center without Business Center Capture (BCC), enter X in Use
Business Center w/o OCR.
Note: Only enter X if Business Center w/o OCR is bought directly from
OpenText. If the solution is purchased from SAP, the setting results in
inconsistent license measurements.
3. For Intelligent Capture for SAP® Solutions, enter X in Use IES for invoice
capture.
4. To count all solutions as VIM, enter X in Use VIM for all processing scenarios
row.
2.7.1.2 Scheduling monthly batch job for aggregation

The underlying document data is being updated as documents get processed.
Therefore it is necessary to run a data aggregation report at the start of each month.
Due to performance reasons, it should be carried out in background. The
aggregation must be triggered on all systems that process Vendor Invoice
Management for SAP Solutions/ICC/IES data.
The report name is /OTX/PF09_P_AGGR.
It runs without parameters.
At the end of a successful report run, a new entry is logged in table /OTX/PF09_T_
AGLG for each aggregated product (unit).

2.7.1.3 Multiple backend system

In a multiple backend system, the logical system names must be unique for every
client and for every system.
The RFC for System Communication and the RFC for Dialog Communication must
be maintained correctly for each satellite system.
If a multiple backend system for invoice management is configured, it must use

central numbering where VIM DOCIDs are unique.
2.7.1.4 Archiving restricted to old data

If Vendor Invoice Management for SAP Solutions tables are archived periodically,
you must perform the archiving after running the License Report. Ensure to
maintain a time interval that is large enough. For example, archive those entries that
are at least 2 years old. This applies mainly to VIM table /opt/vim_1log and
capture table /otx/pf01_t_1reg.
2.7.2 Auditing using SAP System Measurement

If you are responsible for licenses, you must run a report once a year, to find out
how many ICC/IES extractions have been performed and how many Vendor Invoice
Management for SAP Solutions workflows have been started in the observation
period (1 year). You must send the report to SAP.
For this auditing purpose, you can use SAP System Measurement.
For more information, see the SAP Documentation (https://support.sap.com/en/my-

support/systems-installations/system-measurement.html). ICC/IES and Vendor
Invoice Management for SAP Solutions are counted separately.
2.7.3 Using the OpenText License Audit Report

The License Report counts the following documents:
• Counts all ICC/IES documents with status Extraction Completed at some point
of time in the selected period.
• Counts all VIM documents with start date in the selected period and status in
VIM workflow or completed.
• Counts all Solutions Beyond Invoice documents with start date in the selected
period.
Background The values in VIM tables /OPT/VIM_HD_DP, /OPT/VIM_HD_NPO, and /OPT/VIM_HD_PO

and different Solutions Beyond Invoice ledger tables are basis for the aggregation.
The Aggregation Report checks if a workflow process (dialog and/or background

steps) exists for the selected entries and puts the aggregated data into aggregation
tables. The License Report retrieves the data from the aggregation tables.

VIM speciality Table entries without VIM related workflow process are listed in the output list of
the report but do not count in the license audit. This situation occurs if customers
configure the system to include invoices in the VIM Analytics report that are posted
outside VIM. Depending on the global VIM settings, these invoices are shown in
VIM Analytics, but no work process is started. For more information, see Section
14.2.2.7 “Linking events for VIM workflows” in OpenText Vendor Invoice Management
for SAP Solutions - Installation Guide (VIM-IGD) (entries “VIM Analytics” or “VAN”
in table column Usage comments).
2.7.3.1 Running the License Report

You must run the License Report on every Vendor Invoice Management for SAP
Solutions/ICC/IES system and client in productive use. For large systems, OpenText
recommends that you run the License Report in background.
In a multiple backend system with all satellite system clients in use, you can run the
License Report on the central system with satellite system data collection active.
Run in dialog To run the License Report in dialog, run the /n/OTX/PF09_COUNT transaction. You
can create, save, and use report variants.
Run in You can use the report /OTX/PF09_CL_LICENCING in a background job definition.
background You can create, save, and use report variants.
The line length used in the output log is too high for a common output device that is
using the X_65_80 format. With such a device, you will lose information. Instead,
use an output format with higher line length like X_65_132.
To use the selection screen:
1. To open the selection screen, run the /n/OTX/PF09_COUNT transaction.
2. Configure the selection, using the following parameters:
Enter year
Enter a year. 2018 is the “start year”.

Include systems
To include the satellite systems in the count, select this check box. In Logical
system, enter logical systems.
Important
It is not possible to include clients on satellite systems.
3. After finishing your selection, click to run the License Report.
2.7.3.2 Understanding License Report results

The result list displays the result of the license analysis. The following data is shown:
Vendor Invoice Management for SAP Solutions/ICC/IES

Total number of licensing relevant items per month / yearly total
Totals
Total number of licensing relevant items per scenario
Invoice Management (VIM) details
License count
Total number of licensing relevant items (VIM entries with workflow)
DP proc
Licensing relevant items with Document ID
NonDP proc
Licensing relevant items without Document ID, mainly relevant for older
VIM versions where parked workflows did not create a Document ID.
Tip: License count is the sum of DP proc and NonDP proc.
Simple/other process
Simple VIM / delivery note / order confirmation entries
If there are no numbers for this, the column is not displayed.
w/o Process
VIM entries without process: Not relevant for licensing. This number
represents entries in VIM Analytics, which are not related to an actual VIM
process. That means invoices posted directly in SAP standard, for which no
VIM process is started, but which are shown in VIM Analytics.


You can print the result list or save it to a file for delivery.

Chapter 3
Regular administration tasks for Foundation
This part covers administration tasks that must be carried out regularly. These tasks
are not executed on a daily basis by an agent, but must be carried out by a
responsible to keep the business process running.
For Invoice Solution tasks, see “Regular administration tasks for Invoice Solution“
on page 219.
3.1 Cleaning up Foundation

For information how to clean up temporary data in Foundation, see “Clean up”
on page 28.
3.2 Cleaning up search helps and web IDs

Additional information for search helps are automatically generated at the first time
the search help is used by a field in the display structure or item structure. The
additional information is saved in table /OTX/PF62_T_AIHL. After changing the
display structure or item structure of a work object type, you must delete (clean up)
the additional information.
Web IDs are automatically generated the first time an object is displayed in the Fiori
Task App. To avoid a continuous growth of table /OTX/PF62_T_ID, you must delete
(clean up) older web IDs periodically.
Note: Deleting web IDs includes the deletion of data collections that have been
created for these web IDs.
To clean up search helps and web IDs:
1. Run the /OTX/PF62_ADMIN transaction.

2. In the Web UI Administration screen, perform the clean up, using the
following parameters.
Search helps
Clean Up search helps

To enable cleaning up, select this check box.
Search help ID
Enter the search help ID to be deleted.
Work Object Type
Enter the work object type (range) for which you want to delete search
helps.

Chapter 3 Regular administration tasks for Foundation
Web ID
Clean Up Web IDs

To enable cleaning up, select this check box.
Only Web IDs older than (days)
Enter number of days.
Work Object Type
Enter the work object type (range) for which you want to delete web IDs.
Data Collections
Clean Up Data Collections

To trigger the deletion of existing data collections, select this check box.
There are no further restrictions available.
Note: The deletion of data collections is included in the deletion of

web IDs. Therefore, it is not necessary to schedule this task as a
regular job.
Include Prepared Data
Select this option to delete data collections used for prepared data. This
option is not selected by default, and it should not be set for regular
planned jobs.
You can schedule the report in the background or run it directly. When the report is
run, authorization object J_6NPF_ADM, field J_6NPF_COM (Component) is checked for
value 4 Web UI. For more information, see Section 8.4 “Authorization objects” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (VIM-CGF).
3.3 Downloading perspectives

You might want to compare perspectives in several systems, for example
development or productive. The perspective download functionality enables you to
do this. The downloaded file contains the following perspective data:
• Perspective settings
• Layout definition
• Layout texts
• View settings
To download perspectives:
1. Run the /OTX/PF62_ADMIN transaction.
2. In the WebUI Administration screen, configure the download, using the

following parameters:

3.4. Running a license report
Download Perspective
To enable the download, select this check box.
Perspective ID
Enter the ID of the perspective that you want to download, for example
PF62_PSP_EDIT.
Perspective Type
Enter the perspective type, for example ITEM.
Authorization object J_6NPF_ADM, field J_6NPF_COM (Component) is checked for

value 4 Web UI is necessary to execute the report. For more information,
see OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
3.4 Running a license report

For information how to run a license report, see “License reporting: OpenText
License Audit Report” on page 44.
3.5 Administering the Information Extraction Service

The Administration Work Center of Information Extraction Service (IES) offers tools
to monitor and administer capture with IES.
IES Administration Work Center can be used for both, for Intelligent Capture for
SAP Solutions, and for Core Capture for SAP Solutions.
You access the Work Center via VIM Central Workplace with the transaction code /
OTX/PF03_WP.
Each monitoring activity has a dedicated node.
Note: The IES Administration Work Center does not support remote scenarios.
That means administration and monitoring must be done on the system that is
connected to IES.
Profiles node
Use the node to manage profiles for your Information Extraction Service. You can
filter profiles by scenarios with the respective nodes.
For details see Section 5.2.3.16 “Activating and updating a profile” in OpenText
(VIM-CGF).
For troubleshooting issues, tracing can be enabled per profile. For details see “Trace
management” on page 123

Extraction node
Use this node for administering extraction sessions.
You can filter extraction sessions by status with the respective nodes.
Additionally, a selection screen helps to restrict the results. By default, the newest
sessions are displayed first.
You can cancel one or more sessions with the bulk action Cancel Session.
When a session is cancelled its temporary data is cleaned up and can no longer be
used.
Request node
The node shows all requests that are sent to your Information Extraction Service.
You can filter requests by status with the respective nodes.
Additionally, you can use a selection screen to restrict the results. By default, the
newest requests are displayed first.
The detail pane displays the request history and relevant application log entries.
Pre-learning node
Use the node to administrate pre-learning of IES profiles. For details, see “Pre-
learning of IES Profiles” on page 32.
Snapshots node
The node shows all the snapshots either created on the system or imported from
other systems. The following actions are available:
• Upload a snapshot from the transfer directory

• Download a snapshot to the transfer directory
• Delete a snapshot
For more information about the specific actions, see “Transfer of machine learning
data of IES“ on page 79.
Layouts node
The node shows all known document layouts that are identified during extraction of
the documents. You can use a selection screen to restrict the displayed layouts.
You can reset the machine learning data for a specific document layout by running
Reset Model action.

3.6. Inbound Administration work center
Connections node
The node shows all configured connections to the IES servers. The following actions
are available:
• Retrieve system information from IES (bulk action Refresh System Info). The
date and time of last retrieved system information is shown after action is
completed.
• Load trace files from IES (bulk action Load Traces available for Intelligent
Capture for SAP Solutions). The date and time of last retrieved traces is shown
after action is completed.
• Delete retrieved trace files from SAP database (bulk action Delete Traces).
• Display system info after retrieving from IES (Info button in column System
Info).
• Download traces to local file system after retrieving from IES (Trace button in
column Trace).
3.6 Inbound Administration work center

The Inbound Administration Work center provides the possibility to administrate all
inbound documents within VIM for SAP Foundation. To start the Inbound
Administration work center, click Inbound Administration in the Navigation -
Work Centers.
3.6.1 Inbound Documents

The Navigation - Nodes provides the following nodes for Inbound Documents.
Waiting
The documents are waiting for special steps to be completed, for example
extraction of OCR data completed or validation of OCR data completed.
Processing
The documents are currently processed by the inbound process.
Processed
Inbound processing of the documents has finished successfully.
Error
The documents have run into an error during inbound processing.
Rejected
The documents have been rejected during inbound processing.
The Work Object Functions provide the following links: Archive Document and
Archive Monitor.

In the header of the Work Object List, the following actions are either with an own
action button or within the bulk action available (besides standard SAP buttons) for
the marked work object(s).
Note: Only Processing shows all action buttons, the other nodes show less or
no buttons.
Change Priority
Click this button to change the priority of the inbound processing of a
document. The priority is taken into account to retrieve documents in the
validation step. It is also considered when the document is processed in the
inbound handler steps.
Change Status
Click this button to change the inbound processing status. Using this
functionality, it is possible to jump back or forth and to skip or repeat single
steps within the inbound processing chain. This can be useful when resolving
occurred errors or for testing purposes.
Reject
Click this button to stop inbound processing of documents by rejecting them
using predefined rejection reasons.
Reset Retry Counters
Click this button to reset the extraction and validation retry counters.
Start IES Training
Triggers training of documents processed with IES. The document will be sent
into the document handler for training documents to process the document with
the same profile and the assigned ArchiveLink document type for training. For
more information, see Section 4.1 “Customizing basic settings for Inbound
Configuration” in OpenText Vendor Invoice Management for SAP Solutions -
Reset Training
Resets the marked training status. Documents marked for training are fetched
from ICC / BCC for the training. This action is relevant for documents processed
with BCC / ICC.
For documents processed with IES, the status mark for training does not have a
direct impact and Reset Training does not stop processing of triggered training
documents. Mark for training status can be used to identify documents which
should be sent either manually through the “Start Training” action in Inbound
Administration or automatically through a job based on the “Training required”
indicator and the Reset Training action just clears the status.
Display Validation Agent
If an inbound process is in status Ready for Validation, click this button to
display the currently assigned OCR validation agent(s). You can also add
validation agents: The /OTX/PF32_CL_ACTION_ADD_VALAG action class provides
the possibility to add users and /OTX/PF32_CL_ACTION_DISP_VALAG action
class only displays the agents.

Add Validation Agent

add additional users to the pre-defined group of validation agents for a
document.
Submit Handler
Click this button to submit the inbound document handler manually. The
inbound document handler executes the configured steps within the inbound
processing chain. If not triggered manually before, the inbound document
handler is automatically submitted by the system using a certain time interval.
Choose Bulk Action
To perform the same action for several work objects, mark the work objects in
the work objects list. Click Choose Bulk Action or the button for the
emphasized bulk action.
Notes
• According to the customization, the button for the emphasized bulk

action can have assigned different actions. The button might also miss
completely.
• Actions Add Validation Agent, Change Priority, Change Status, Reject,
Reset Retry Counters, Reset Training, and Submit Handler are enabled
for bulk action.
A Results message shows you if your actions were successful or if an error has
occurred.
Download IES Extraction Trace
Click this button to download the content which was recorded during the
extraction trace for a document. The following content is exported to a zip file:
• Extraction parameter (xml format)

• Extraction result (xml format)
• Image (image format like pdf or jpg)
• Feedback (xml format)
Note: Content is just recorded and available for download if tracing is

enabled for a profile. For details, see “Trace extraction with Information
Extraction Service” on page 121.
Important
When you finish processing a work object, use the buttons provided, for
example Cancel or Save.
You can use the Detail pane to display additional information about the document
that is currently marked.
Following tabs are available:

Document
Shows the archived image of leading business document.
History
Shows the history of the already passed status of the inbound process.
Log
Shows the application log of the current document.
External Data
Shows external data. If BCC or IES is used for extraction, the extraction result is
displayed.
Attachments
Shows further archived attachments of the inbound process.
Extraction Trace
Shows traced request (extraction parameter, extraction result, and feedback) for
each extraction step.
Note: The tab is only visible if the traced information is available for a
document. For details, see “Trace extraction with Information Extraction
Service” on page 121.
Entity Candidates
Shows candidates for each relevant business entity. The candidate source shows
why a specific business entity was selected as candidate within the SAP look-up.
For details regarding business entity determination see Section 5.2.3.1
“Customizing the Business Entity determination” in OpenText Vendor Invoice
3.6.2 IES Training Documents

The Navigation - Nodes provides the following nodes for IES Training Documents.
Waiting
The documents are waiting for special steps to be completed, for example
extraction of OCR data completed or validation of OCR data completed.
Processing
The documents are currently processed by the inbound process.
Processed
Inbound processing of the documents has finished successfully.
Error
The documents have run into an error during inbound processing.

Rejected
The documents have been rejected during inbound processing.
The Work Object Functions provide the following links: Archive Document and
Archive Monitor.
In the header of the Work Object List, the following actions are either with an own
action button or within the bulk action available (besides standard SAP buttons) for
the marked work object(s).
Note: Only Processing shows all action buttons, the other nodes show less or
no buttons.
Change Priority
Click this button to change the priority of the inbound processing of a
document. The priority is taken into account to retrieve documents in the
validation step. It is also considered when the document is processed in the
inbound handler steps.
Change Status
Click this button to change the inbound processing status. Using this
functionality, it is possible to jump back or forth and to skip or repeat single
steps within the inbound processing chain. This can be useful when resolving
occurred errors or for testing purposes.
Reject
Click this button to stop inbound processing of documents by rejecting them
using predefined rejection reasons.
Reset Retry Counters

Click this button to reset the extraction and validation retry counters.
Display Validation Agent

display the currently assigned OCR validation agent(s). You can also add
validation agents: The /OTX/PF32_CL_ACTION_ADD_VALAG action class provides
the possibility to add users and /OTX/PF32_CL_ACTION_DISP_VALAG action
class only displays the agents.
Add Validation Agent

add additional users to the pre-defined group of validation agents for a
document.
Submit Handler
Click this button to submit the inbound document handler manually. The
inbound document handler executes the configured steps within the inbound
processing chain. If not triggered manually before, the inbound document
handler is automatically submitted by the system using a certain time interval.

Choose Bulk Action

To perform the same action for several work objects, mark the work objects in
the work objects list. Click Choose Bulk Action or the button for the
emphasized bulk action.
Notes
• According to the customization, the button for the emphasized bulk

action can have assigned different actions. The button might also miss
completely.
• Actions Add Validation Agent, Change Priority, Change Status, Reject,
Reset Retry Counters, Reset Training, and Submit Handler are enabled
for bulk action.
A Results message shows you if your actions were successful or if an error has
occurred.
Download IES Extraction Trace
Click this button to download the content which was recorded during the
extraction trace for a document. The following content is exported to a zip file:
• Extraction parameter (xml format)

• Extraction result (xml format)
• Image (image format like pdf or jpg)
• Feedback (xml format)
Note: Content is just recorded and available for download if tracing is

enabled for a profile. For details, see “Trace extraction with Information
Extraction Service” on page 121.
Important
When you finish processing a work object, use the buttons provided, for
example Cancel or Save.
that is currently marked.
Following tabs are available:
Document
Shows the archived image of leading business document.
History
Shows the history of the already passed status of the inbound process.
Log
Shows the application log of the current document.

External Data
Shows external data. If BCC or IES is used for extraction, the extraction result is
displayed.
Attachments
Shows further archived attachments of the inbound process.
Extraction Trace
Shows traced request (extraction parameter, extraction result, and feedback) for
each extraction step.
Entity Candidates
Shows candidates for each relevant business entity. The candidate source shows
why a specific business entity was selected as candidate within the SAP look-up.
For details regarding business entity determination see Section 5.2.3.1
“Customizing the Business Entity determination” in OpenText Vendor Invoice
3.6.3 IES Extraction Analytics

IES Extraction Analytics provides a comparison between validation and the IES
extraction results for each document.
You can download the data and use it for further analytical investigation across
different documents. For further information, check the SAP documentation about
the SAP GUI Standard to download the ALV grid information to, for example Excel.
that is currently marked. The additional available tab is Comparison. The
Comparison plugin provides the possibility to compare the extracted values with
the call point of validation or process finished.
To compare validation and IES extraction results:
2. In the Work Center list select Inbound Adminstration.
3. Select the IES Extraction Analytics node.

A list of different Inbound Documents is shown.
Whenever the inbound processes are finished (Inbound completed status) the
system starts a predefined calculation of different measurements. IES Extraction

Analytics shows the same values as shown in Inbound Documents but adds
certain information that allows comparison.
Additional values of IES Extraction Analytics:
Header values
• Number of validated header fields

• Number of validated header fields with same value extracted
• Percentage of validated header fields with same value extracted
Line item count
• Number of validated items

• Number of validated items extracted
• Percentage of validated items extracted
• The line item count is based on sum of lines of all tables.
For example, in the invoice solution, an item table and a tax table is
available. The Line item count adds the lines of both tables. So if you
have 4 line items and 2 tax lines, the total count is 6.
Item values
• Number of validated item fields

• Number of validated item fields with same value extracted
• Percentage of validated item fields with same value extracted
• The item values count is based on sum of lines of all tables.
For example, in the invoice solution, an item table and a tax table is
available. The item value count adds the values of both tables. So if you
have 4 line items with each having 5 fields and 2 tax lines with each
having 2 fields, the total count is 24.
Header and item
• Number of validated header and item fields

• Number of validated header and item fields with same value extracted
• Percentage of validated header and item fields with same value
extracted
Notes
• Until 20.4 SPS1 release, fields and matches were counted regardless of the
value parameter being empty or filled. From 20.4 SPS2 release, only fields
with a filled value are counted.

3.7. Data archiving
• From 20.4 SPS2 release, a comparison plugin is available for detailed analysis
of the calculated values.
3.7 Data archiving

You can archive finished inbound, process, and analytics data, using the standard
SAP Data Archiving functionality of the SARA transaction.
Important
OpenText recommends archiving data of the VIM tables only, when the data is
not required in everyday tasks and it is not relevant from auditing perspective.
Make absolutely sure that you run license reporting before you archive data.
Otherwise, you might lose data that is needed for license reporting. For more
information, see “Using the OpenText License Audit Report” on page 47.
The data archiving process follows the SAP standard Data Archiving:
To configure SAP standard Data Archiving:
1. Identify the relevant data archiving object.

2. Configure and activate the archive infostructure (optional, if available).
3. Create test and productive variants for the Write and Delete Reports.
4. Run the AOBJ transaction, go to Customizing Settings, and then configure
according to your requirements.
5. Run the SARA transaction.
For more details regarding Data Archiving processing, see the Data Archiving
chapter in the SAP Help.
Note: Regarding the customizing parameters for Maximum Size in MB

and Maximum Number of Data Objects in the customizing transaction AOBJ,
SAP recommends the following:
• According to the data archiving standard, the default setting for the
maximum archive file size should be 100 MB. At any rate, the value has to be
between 50 MB and 700 MB. If the value is too low, you will have too many
files. If the value is too high, you will have problems saving the file, for
example on a CD.
• Furthermore, according to the data archiving standard, do not enter a default
value for the maximum number of data objects in an archive file.
As the VIM Foundation is a basis for several scenarios, the following data archiving
use cases need to be considered:
1. Archiving of Inbound Data only:

You are using Inbound for document ingestion without using a solution based
on VIM process foundation or you would like to clean-up only Inbound related

database tables without deleting process or analytics data. For more information,
see “Archiving of Inbound Data” on page 66.
2. Archiving of Inbound, Process, and Analytics data for custom solutions:
You have configured a custom solution based on VIM Process Foundation and
need to archive data from the runtime tables. For more information, see
“Archiving of Inbound, Process, and Analytics data for custom solutions”
on page 67.
3. Archiving of Inbound, Process, and Analytics data for Solutions Beyond Invoice:
You are using a Solution Beyond Invoices and need to archive data from the
runtime tables. For more information, see “Archiving of Inbound, Process, and
Analytics data for Solutions Beyond Invoice” on page 70.
4. Archiving of Inbound, Process, and Analytics data for Invoice Solution:
You are using VIM Invoice Solution. For more information, see “Archiving VIM
information” on page 223.
5. Archiving of related SAP data:
As the VIM Foundation is based on SAP standard technology, other standard
SAP archiving objects need to be considered for your scenario. For more
information, see “Archiving of related SAP data” on page 76.
Unlike the archiving objects for VIM Invoice Solution, ILM objects for VIM Inbound
and Solutions Beyond Invoice are not delivered in the installation packages.
However, the delivered Data Archiving Write Reports do support the ILM
parameters Archiving, Destruction and Snapshot.
If you plan to use custom ILM objects, do not assign these directly to the OpenText
delivered archiving objects. Copy the OpenText archiving objects and reports to
your customer name space and assign these to your custom ILM objects. Assigning
custom ILM objects to the OpenText archiving objects will cause issues when ILM
objects are delivered by OpenText in the installation packages of an upcoming
release.
3.7.1 Archiving of Inbound Data

You are using Inbound for document ingestion without using a solution based on
VIM process foundation or you want to clean-up only Inbound related database
tables without deleting process or analytics data.
Note: If you are using an Invoice Solution or a Solutions Beyond Invoice

process, first see “Archiving VIM information” on page 223 and “Archiving of
Inbound, Process, and Analytics data for Solutions Beyond Invoice”
on page 70 when planning the data archiving strategy as the inbound data
will also be archived when archiving the process data. Use this scenario only, if
you really want to solely archive inbound data and keep the process data.
The following Data Archiving Object is available:

3.7. Data archiving
Archiving Object /OTX/PF01

Write Report /OTX/PF01_P_IDF_ARC_WRI
Delete Report /OTX/PF01_P_IDF_ARC_DEL
Reload Report /OTX/PF01_P_IDF_ARC_REL
Archive Infostructure /OTX/PF01_AI
Following the SAP recommendations, use the Reload functionality only in

exceptional cases and in test systems.
The following tables are considered during archiving:
Inbound Data
• /OTX/PF01_T_1REG
• /OTX/PF01_T_1LOG
• /OTX/PF11_T_DEH
• /OTX/PF11_T_DEHI
• /OTX/PF08_T_DEAI
3.7.2 Archiving of Inbound, Process, and Analytics data for

custom solutions
You have configured a custom solution based on VIM Process Foundation and need
to archive data from the runtime tables.
Because you are using a configured process with custom tables, also custom
Archiving objects need to be configured and custom write and delete reports need to
be implemented. In the VIM Foundation, a template data archiving object and
template reports are available, which you can copy to a custom report and enhance
it according to your requirement.
Prerequisite Component OTBCSL00 is installed in your system.
Template Object
Archiving Object /OTX/PS00
Write Report /OTX/PS00_P_ARC_PRC_WRI
Delete Report /OTX/PS00_P_ARC_PRC_DEL
Reload Report /OTX/PS00_P_ARC_PRC_REL
To create a custom archiving object:
1. Copy the WRITE and DELETE report to your namespace. Reload is optional
because it is recommended only for testing.

2. Adjust the report to your requirements, for example add selection criteria and
authorizations.
3. In the AOBJ transaction, copy the Archiving object to a custom namespace.
4. Adjust the configuration in AOBJ > Structure Definition so the custom tables are
used instead of the template tables:
a. Replace tables /OTX/PF02_T_PLH and /OTX/PF02_T_PLI with the custom

tables in the Parent Segment and Segment configuration.
b. Add a custom analytics table if applicable.
For details and hints regarding the implementation, consider the comments given in
the template reports.
In standard custom scenarios, you must copy and adjust only the reports. You do
not need to change the underlying selection and data archiving logic.
For very complex custom scenarios, you can inherit, redefine, and adjust also the
standard selection and data archiving classes, according to your needs.
The template data archiving object is fully functional and can be used to archive data
in the Default project of the VIM Foundation.
Parameters and selection criteria
• Selection process
– Several process related selection options

• Options
– Package Size for Selection: To avoid memory issues, the report selects and
processes the data based on packages defined by this parameter. You can
adjust the value to decrease or increase the memory consumption during an
archiving run, if necessary.
• Processing Options
– Test Mode
– Productive Mode
• Log Options
– Parameters for logging based on SAP Standard Data Archiving
The following tables are considered:
Tables of default scenario
• /OTX/PF02_T_PLH
• /OTX/PF02_T_PLI

3.7. Data archiving
Additionally, all solution-independent runtime and analytics tables for the VIM
Foundation are considered for data archiving. All tables related to inbound data are
archived. For more information, see “Archiving of Inbound Data” on page 66.
Solution independent tables for all processes based on the VIM Foundation:
/OTX/PF00_T_CMNT /OTX/PF02_T_PLE /OTX/PF04_T_WFR
/OTX/PF02_T_LOG /OTX/PF02_T_PLEX /OTX/PF04_T_WIR
/OTX/PF02_T_LOGM /OTX/PF04_T_HISM /OTX/PF04_T_XRH
/OTX/PF02_T_LOGT /OTX/PF04_T_HIST /OTX/PF04_T_XRU
/OTX/PF02_T_LOCK /OTX/PF04_T_MODM /OTX/PF11_T_DEH
/OTX/PF02_T_AHAG /OTX/PF04_T_MODR /OTX/PF11_T_DEHI
/OTX/PF02_T_AHSU /OTX/PF04_T_MODS /OTX/PF08_T_DEAI
/OTX/PF02_T_EVS /OTX/PF04_T_PTEA /OTX/PF01_T_1REG
/OTX/PF02_T_IMGD /OTX/PF04_T_PTED /OTX/PF01_T_1LOG
/OTX/PF02_T_IMGF /OTX/PF04_T_PTEL
/OTX/PF02_T_IMGR /OTX/PF04_T_PTEM
Solution independent analytics tables:
/OTX/PF08_T_ACV
/OTX/PF08_T_ACVA
/OTX/PF08_T_CAT
/OTX/PF08_T_DEAP
/OTX/PF08_T_DEAS
/OTX/PF08_T_DEH
/OTX/PF08_T_DEHI
/OTX/PF08_T_HISA
/OTX/PF08_T_MOD
/OTX/PF08_T_PLHA
/OTX/PF08_T_REGA

3.7.3 Archiving of Inbound, Process, and Analytics data for

Solutions Beyond Invoice
3.7.3.1 Solution specific Data Archiving objects
You are using a Solution Beyond Invoice and need to archive data from the runtime
tables.
All Data Archiving objects are including the archiving of related Inbound data,
therefore it is not necessary to run the inbound archiving described in “Archiving of
Inbound Data” on page 66 separately, if not required.
The following archiving objects for Solutions Beyond Invoice are available, if the
corresponding components (OTBCSLOC or OTBCSLPP) are installed.
Solution Delivery Notes Process Delivery Notes Analytics

Archiving Object /OTX/PS01 /OTX/PS01A
/OTX/ /OTX/
Write Report
PS01_P_ARC_PRC_WRI PS01_P_ARC_ANA_WRI
/OTX/ /OTX/
Delete Report
PS01_P_ARC_PRC_DEL PS01_P_ARC_ANA_DEL
/OTX/ /OTX/
Reload Report
PS01_P_ARC_PRC_REL PS01_P_ARC_ANA_REL
Infostructure /OTX/PS01_AI /OTX/PS01A_AI
Solution Sales Order Process Sales Order Analytics

/OTX/ /OTX/
Write Report
/OTX/ /OTX/
Delete Report
/OTX/ /OTX/
Reload Report
Remittance Advice
Solution Remittance Advice Process
Analytics
/OTX/ /OTX/
Write Report
/OTX/ /OTX/
Delete Report

3.7. Data archiving
Remittance Advice
Solution Remittance Advice Process
Analytics
/OTX/ /OTX/
Reload Report
Order Confirmation Order Confirmation

Solution
Process Analytics
/OTX/ /OTX/
Write Report
/OTX/ /OTX/
Delete Report
/OTX/ /OTX/
Reload Report
Solution Order Quotation Process Order Quotation Analytics

/OTX/ /OTX/
Write Report
/OTX/ /OTX/
Delete Report
/OTX/ /OTX/
Reload Report
3.7.3.2 Archiving scenarios

The data archiving objects support the following different scenarios:
1. Archiving Process and Analytics data in one run
• In the Write Report for any Process archiving object, select the Include
Analytics Data check box.
2. Archiving only Process related data and keep data in Analytics tables
• In the Write Report for any Process archiving object, clear the Include
Analytics Data check box.
• The Analytics data is not archived and can be used for analytical use cases
• If the Analytics data is not needed anymore, use the archiving object for
Analytics to also clean this data.

3.7.3.3 Parameters and selection criteria
Selection process
• Several process-related selection options

• Only data in status FINISHED can be selected.
• Only data already registered in the licensing report are processed.
Note: Always run the license reporting (see “Running a license report”
on page 55) before data archiving. The Write report will check the status of the
licensing report and not process any work items that were not registered yet
and issue error messages. Because the license report only calculates licensing
data based on the end of the last month, work items created in the current
month are not available for data archiving, even if finished.
• Scenario specific selections
– Each Write report offers scenario specific selection criteria.
• Options
– Include Analytics Data: Analytics data can be archived separately, if required

– Package Size for Selection: To avoid memory issues, the report selects and
processes the data based on packages defined by this parameter. The value
can be adjusted to decrease or increase the memory consumption during an
archiving run, if necessary.
• Processing Options
– Test Mode
– Productive Mode
• Log Options
– Parameters for logging based on SAP standard Data Archiving
3.7.3.4 Authorizations
General author- The following authorization objects are checked beyond SAP standard Data
ization checks Archiving authorizations for all archiving objects for Solutions Beyond Invoice:
Object ID Field
J_6NPF_ADM J_6NPF_COM 2
J_6NPF_PRJ J_6NPF_PRJ Project ID of the respective solution
ACTVT Activity 24 (Archive)

3.7. Data archiving
Solution Each solution incorporates business data related authorization checks, for example
specific authori- on Company Code Level. The authority objects are checked during selection. The
zation checks
following rules apply:
• If the user does not restrict an authority related Select option, for example Select
option Company Code is empty, the logic will check for an * authorization.
• If the user restricts the select options, for example selects all company codes from
1000 to 1200, each relevant business object will be checked. Authority for each
company code between 1000 and 1200 must be present.
• If at least one authorization is missing, the report will cancel and not process any
items.
• Authority Check for business values is done based on the Display activity.
Missing authorizations can be checked via authority trace or SU53.
3.7.3.5 Tables
The following solution specific tables are considered:
Delivery Notes Process

/OTX/PS01_T_PLH
/OTX/PS01_T_PLI
Delivery Notes Analytics

(If check box Include Analytics Data is selected or handled by archiving object /
OTX/PS01A)
/OTX/PS01_T_PLHA
/OTX/PS01_T_ACVA
/OTX/PS01_T_HISA
/OTX/PS01_T_DEAS
Sales Order Process

/OTX/PS02_T_PLH
/OTX/PS02_T_PLI
Sales Order Analytics

OTX/PS02A)
/OTX/PS02_T_PLHA
/OTX/PS02_T_ACVA
/OTX/PS02_T_HISA
/OTX/PS02_T_DEAS

Remittance Advice Process

/OTX/PS07_T_PLH
/OTX/PS07_T_PLI
Remittance Advice Analytics

OTX/PS07A)
/OTX/PS07_T_PLHA
/OTX/PS07_T_ACVA
/OTX/PS07_T_HISA
/OTX/PS07_T_DEAS
Order Confirmation Process

/OTX/PS09_T_PLH
/OTX/PS09_T_PLI
Order Confirmation Analytics

OTX/PS09A)
/OTX/PS09_T_PLHA
/OTX/PS09_T_ACVA
/OTX/PS09_T_HISA
/OTX/PS09_T_DEAS
Quotations Process
/OTX/PS10_T_PLH
/OTX/PS10_T_PLI
Quotations Analytics
OTX/PS10A)
/OTX/PS10_T_PLHA
/OTX/PS10_T_ACVA
/OTX/PS10_T_HISA
/OTX/PS10_T_DEAS
Additionally, all solution-independent runtime and analytics tables for the VIM
Foundation are considered for data archiving. All tables related to inbound data are
archived. For more information, see “Archiving of Inbound Data” on page 66.
Solution-independent tables for all processes based on VIM Foundation

3.7. Data archiving
/OTX/PF00_T_CMNT /OTX/PF02_T_PLE /OTX/PF04_T_WFR
/OTX/PF02_T_LOG /OTX/PF02_T_PLEX /OTX/PF04_T_WIR
/OTX/PF02_T_LOGM /OTX/PF04_T_HISM /OTX/PF04_T_XRH
/OTX/PF02_T_LOGT /OTX/PF04_T_HIST /OTX/PF04_T_XRU
/OTX/PF02_T_LOCK /OTX/PF04_T_MODM /OTX/PF11_T_DEH
/OTX/PF02_T_AHAG /OTX/PF04_T_MODR /OTX/PF11_T_DEHI
/OTX/PF02_T_AHSU /OTX/PF04_T_MODS /OTX/PF08_T_DEAI
/OTX/PF02_T_EVS /OTX/PF04_T_PTEA /OTX/PF01_T_1REG
/OTX/PF02_T_IMGD /OTX/PF04_T_PTED /OTX/PF01_T_1LOG
/OTX/PF02_T_IMGF /OTX/PF04_T_PTEL
/OTX/PF02_T_IMGR /OTX/PF04_T_PTEM
Solution-independent analytics tables
If check box Include Analytics Data is selected or handled by archiving object for analytics
/OTX/PF08_T_ACV
/OTX/PF08_T_ACVA
/OTX/PF08_T_CAT
/OTX/PF08_T_DEAP
/OTX/PF08_T_DEAS
/OTX/PF08_T_DEH
/OTX/PF08_T_DEHI
/OTX/PF08_T_HISA
/OTX/PF08_T_MOD
/OTX/PF08_T_PLHA
/OTX/PF08_T_REGA

3.7.4 Archiving of related SAP data

VIM Foundation is using SAP standard technology like SAP Business Workflow and
SAP ArchiveLink. Data in these components needs to be handled separately as it
cannot be included in OpenText Data Archiving reports.
Note: OpenText advises against archiving data in SAP standard tables if the
underlying process is not archived. This scenario is not supported.
Follow the documentation in SAP Help regarding the following SAP standard Data
Archiving objects and check for the latest SAP Notes for the affected components.
To identify relevant objects for these standard objects for Solutions Beyond Invoice
or custom scenarios, use the following hints:
SAP Business Workflow (BC-BMT-WFM)
• The relevant work item IDs are normally stored in the solution header table.
• Another option to collect relevant SAP Business Workflow related instances is
the following (pseudo) select:
SELECT TOP_WI_ID FROM SWW_WI2OBJ WHERE ( TYPE_ID = '/OTX/PF01R' OR
TYPE_ID = '/OTX/PF02' OR )
ArchiveLink (BC-SRV-ARL)
• Link entries are stored in the tables TOA01, TOA02, or TOA03 with business object /
OTX/PF01R or /OTX/PF02.
Application Log (BC-SRV-BAL)
• Select entries for object /OTX/PF00.
The VIM Data Archiving is also not handling the archiving of created business
objects like sales orders, invoices, and so on. See the SAP Help regarding Data
Archiving for the respective SAP module.
3.8 Handling of learned data enrichments

The general handling of learned data enrichments is seamlessly integrated into the
business process and comprises the following aspects:
• Business rule checks to identify mismatches between already learned data

enrichments and currently indexed process ledger field values.
• Process actions to:
– ignore indicated data enrichment mismatches in exceptional cases

– permanently update learned data enrichments from indicated mismatches
– display learned data enrichments to support decision making between the
above options.

3.8. Handling of learned data enrichments
For more information, see Section 7.1.5 “Configuring data enrichments” in OpenText
(VIM-CGF).
However, there might be situations beyond the integrated handling of learned data
enrichments where additional administrative actions are required. The following
administrative use cases are covered:
• Manually update or reset learned data enrichments with or without recording

changes in a transport request.
• Transfer learned data enrichments from a test or learning system to a production
system using a transport request.
To use these options, run the following transactions:
Use case Transaction

Maintenance of learned data /OTX/PF04_ADM_DER
enrichments for a selected
enrichment ID, without a transport
request
Maintenance of all learned data /OTX/PF04_ADM_DER_F
enrichments, without a transport
request
Maintenance of learned data /OTX/PF04_ADM_DER_T
enrichments for a selected
enrichment ID with the option to
transfer to a different system
Maintenance of all learned data /OTX/PF04_ADM_DER_TF
enrichments with the option to
transfer to a different system
Note: Learned data enrichments are stored in table /OTX/PF04_T_DER which

has delivery class A - Application table (master and transaction data). Table
entries are therefore transferred using a workbench request.

Chapter 4
Transfer of machine learning data of IES
This chapter describes how you transfer machine learning (ML) data.
The following use cases are covered:
• Transfer of ML data from a profile to another profile on the same SAP system
– Creating as snapshot of the source profile

– Activating the target profile with the restore snapshot option
• Transfer of ML data for the same profile from one SAP system to another (for
example, from a production to a test system)
– Creating a snapshot of the source profile

– Transferring snapshot data (download on source system and upload on target
system)
– Activating the target profile with the restore snapshot option
• Transfer of ML data from an on-premises repository to the cloud repository
– Copy configuration of source profile

– Create snapshot of source profile (on-premises connection)
– Activate target profile with restore snapshot option (cloud connection)
– Switch linkage of ArchiveLink document type from source profile to target
profile
• Transfer ML data from the cloud repository to an on-premises repository
– Copy configuration of source profile

– Create snapshot of source profile (cloud connection)
– Activate target profile with restore snapshot option (on-premises connection)
– Switch linkage of ArchiveLink document type from source profile to target
profile
Snapshots of ML data for a profile can be created for IES on-premises and public
cloud. Also the restore function of ML data for a profile can be used on-premises or
on public cloud.
A snapshot of a profile consists of:
• Profile meta data (including link to ML data)

• Associated ML data (models and layouts)

Chapter 4 Transfer of machine learning data of IES
All this data is stored on the leading SAP system. For on-premises and for public
cloud, the ML data is requested via the IES server. There is no direct access of the
repository inside SAP.
Only data that is relevant for machine learning is considered. There is no transfer of
profile customizing.
You must either transport profile customizing through the SAP transport
management system, or take it over manually from the source to the target profile.
An activity allows to copy profile customizing on the same system. For more
information, see Section 5.2.3.3 “Copying a profile” in OpenText Vendor Invoice
If you want to transfer snapshot from one SAP system to another, you have to use
additional download and upload functions.
The upload and download actions are executed by the SAP application server in a
background task. For each relevant table an own transfer file is created.
The transfer directory is defined via the logical /OTX/PF11_IES_SNAPSHOT_PATH file

path . During the download an index xml file is created (<Source_System>-
<Source_Client>-<Snapshot_Timestamp>-<Profile_Id>-index.xml). The file
includes meta data about the snapshot. By the first 3 components of the file names in
the transfer directory (Source System Id, Source Client, Snapshot Timestamp;
separated by dash) you can identify files that belong to a snapshot.
Caution
Do not change any data in the transfer files.

4.1. Creating a snapshot
4.1 Creating a snapshot

Snapshots can be created for profiles in status active. When a snapshot is created, the
current ML data from the on-premises repository or the cloud repository are copied
into the local SAP database.
To create a snapshot:
3. Double-click Profiles node.
4. Select the profile for the snapshot, and then click the Create snapshot button
in the toolbar.
5. In the confirmation dialog specify a description for the snapshot, and the click
Continue.
The snapshot for the profile is created. You can check its status in the Snapshots
node.
4.2 Transferring a snapshot

A transfer of snapshot data is needed when you want to restore machine learning
data of a profile from another SAP system.
To download or upload snapshots, you need authorization for the /OTX/PF11_

SNAP_TRANS transaction code (S_TCODE authority check object).
All required actions are available in the Snapshots node in IES Administration.
To transfer snapshot data:
1. Download snapshot data in the source system
2. If systems do not share a transfer directory, copy snapshot files from source
transfer directory to target transfer directory.
3. Upload snapshot data in the target system.

4.2.1 Preparing the transfer directory

Execute transaction code FILE and configure the logical file name /OTX/PF11_IES_
SNAPSHOT_DIR in the source and target SAP system.
To configure the file:
1. Create logical file path definition in your namespace. For example, Z_<Name>.
2. Create operating system-dependent physical path in the logical file path.
Note: The operating system-dependent physical file path must end with a
variable <FILENAME>.
3. Assign logical file path to logical file name /OTX/PF11_IES_SNAPSHOT_DIR.
Notes
• The specified download directory must exist.

• The SAP application server should have sufficient permissions to read and
write files in the specified download directory.
• The application server is not able to create sub-folders.
Tip: If possible, use a central transfer directory which can be used by the
source and the target SAP application server.

4.2. Transferring a snapshot
4.2.2 Download a snapshot

To download a snapshot:
3. Double-click the Snapshots node.
4. Select the snapshot you want to download, and then click the Download button
in the toolbar.
5. In the confirmation dialog verify that the transfer directory is correct, and then
continue with the download.
A success message in the status bar gives details about the initiated download
in background using an automatically created and started batch job.
6. Check in the job log if the download was successful.
4.2.3 Upload a snapshot

To upload a snapshot:
4. Click on Upload Snapshot function.
5. Specify the relative file name (file name without path) of the index xml file of
the snapshot that you want to upload, and then continue.
The value help for the file name offers a file browser for the files in the transfer
directory.
Tip: It is not possible to specify files in another folder or in a sub-folder of

the transfer directory.
A success message in the status bar gives details about the initiated upload
in background using an automatically created and started batch job.

4.3 Restoring a snapshot

Restoring of a snapshot is only available for inactive or reset profiles and is an
additional step in the activation of a profile.
Make sure that the profile customizing of the source profile fits to the profile
customizing of target profile. Otherwise not all information of the ML data can be
used.
To restore a snapshot:
2. Switch to the IES Administration Work Center.
3. Double-click the Profiles node.
4. Select the profile, for which you want to restore a snapshot.
5. Click the Activate profile button in the Action column of the profile.
6. Select a connection ID and enable the option to restore from a snapshot, and
then click Continue.
7. Select the snapshot you want to restore, and then click Continue.
The list only contains snapshots for the scenario of the selected profile.
The profile is now activated, and the machine learning data of the selected
snapshot is restored.
8. Refresh the screen until the profile is in active status.

In the Detail screen of a profile entry, you see the information about the used
snapshot.
For more information, see Section 5.2.3.16 “Activating and updating a profile”
in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
4.4 Delete a snapshot

If you do not need the data of a snapshot any no longer, you can delete a snapshot.
With this action, only the data in the snapshot tables are deleted. Machine learning
data in the repository is not affected from the deletion.
To delete a snapshot:
2. Switch to the IES Administration Work Center.

4.4. Delete a snapshot
4. Select the snapshot that you want to delete, and then click the Delete button
in the toolbar.
5. In the dialog confirm the deletion.

The snapshot is deleted and is no longer visible in the list.

Chapter 5
Regular administration tasks for Business
Workflow
5.1 Setting up substitutes for workflow processes

Substitutes can be set up for the SAP inbox and for the Invoice Approval (IAP)
process. If a work item owner is on vacation or leaves the company, the substitute
can “adopt” the work items owned by the substituted user.
• For the SAP inbox substitution, see the SAP Help.

• For the Invoice Approval (IAP) process substitution, see Section 4.1.4.5 “Setting
up a substitute for the IAP process” in OpenText Vendor Invoice Management for
SAP Solutions - Configuration Guide for Invoice Solution (VIM-CGD).
5.2 Reassigning work items belonging to another

user
OpenText recommends all workflow users setting up a substitute; see “Setting up
substitutes for workflow processes” on page 87. If a work item owner is on vacation
or leaves the company, the substitute can “adopt” the work items owned by the
substituted user. However, situations might occur when a user has not set up a
substitute and the work items needs immediate attention. As a VIM workflow
administrator, you can reassign such work items to one or more other user(s).
5.2.1 Retrieving open SAP work items of a specific user

You can retrieve open work items belonging to a specific user through the SAP
standard Workload Analysis report. Each work item has a Work Item ID which is a
unique number identifying the work item.
To retrieve open SAP work items of a specific user:
1. To access the Workload Analysis report, run the SWI5 transaction.

Chapter 5 Regular administration tasks for Business Workflow
2. Enter the following information in the selection screen:
Type
US
ID
SAP user ID of the specific user
Click To be processed by.
3. To run the report, click .

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

With the work item IDs, you can assign the work items to a different user; see
“Reassigning open SAP work items to a different user” on page 90.
5.2.2 Reassigning open SAP work items to a different user

After you have identified the work item IDs, you can reassign them through the SAP
standard transaction Execute work items without agent check.
Note: If the reassignment is permanent due to an organizational change,

ensure the role maintenance setups are completed before reassigning the work
item. For more information, see Section 4.1.3 “Maintaining role determination
settings” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIM-CGD).
To reassign a work item to a different user:
1. To access the Execute work items without agent check screen, run the SWIA
transaction.

2. Enter the work item ID retrieved in “Retrieving open SAP work items of a
specific user” on page 87 and click to execute.
Before you can reassign, you must be an owner of the work item.
3. To own the work item, select it and click the Without check button in the
application tool bar.
This action leads you into either the VIM Dashboard or the DP Dashboard.
4. Click to return to the Execute work items without agent check screen.
5. Click in the application tool bar to display the work item.

6. Click in the application tool bar to forward the work item.
7. Enter the SAP user ID of the receiver of the work item and click to execute.
At the bottom of the screen, a confirmation message is displayed: Forwarding
carried out.
5.2.3 Reassigning Invoice Approval items to a different user

For invoices awaiting approval, you perform the following steps to reassign the
invoice to another approver, using the OpenText Usermap Maintenance Utility.
To reassign an Invoice Approval item to a different user:
1. Run the /ORS/UMREASSIGNED transaction.

Alternatively, click OpenText VIM - Invoice Solution > SAP menu > WF
Administration > Reassignment Utility.

2. Enter search criteria to limit the results.

If you search for a specific User Id, select the Unreserve Invoices check box to
move also invoices that are in process or reserved.
If the Invoice Data is known, enter the Company Code, the Document
Number, and the Fiscal Year for the invoice you want to reassign and click
to execute.
The system retrieves the current approver for this invoice and the rest of the
invoices waiting for his or her approval.
3. In the Invoice Approval - Usermap Maintenance Utility screen, click Usermap
Id > <user name> > Invoice List, to display the list of invoices for the current
approver.

Note: To terminate the approval workflow with status Approval

Recalled, click the Recall Invoice button in the application toolbar. The
AP_PROCESSOR receives a work item with exception Approval
Required and status Approval Recalled in VIM Analytics.
4. To show the details of the invoice, click the document number in the navigation
panel on the left-hand side.
5. Click the Reassign button in the application tool bar.
6. Enter the new owner of the invoice.
Tip: Use the search help to locate the new owner.
7. Click the Reassign button to complete the reassignment.

The invoice is now assigned to the new owner.

5.3. Administering workflows
5.3 Administering workflows

This chapter covers regular workflow administration tasks.
5.3.1 Backup
The configuration of VIM is stored inside SAP S/4HANA, in the OpenText product
tables. A backup of the underlying SAP S/4HANA system ensures the backup of the
appropriate configuration, runtime and persistent data. In addition, system
transports store any configuration changes that are made.
5.3.2 Data archiving

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

For analyzing the system performance, use the standard ABAP tool set as the ABAP
based components of VIM reside inside the SAP S/4HANA system.
To analyze the system performance:
1. Run the ST05 transaction.

Alternatively, select the menu option System > Utilities > Performance trace

2. Select the required trace modes and click on the appropriate button under Trace
Requests to start the performance analysis.
5.3.4 Using Solution Manager Diagnostics

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

The availability of VIM is based on the availability of the underlying SAP S/4HANA
system. It is possible to selectively roll out VIM, based on a set of criteria including
document types, company codes etc. so that VIM is active only in those business
scenarios. For further details, see the rollout criteria sections in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution (VIM-
CGD).

5.3.6 Adaptive computing

VIM as an ABAP based component is running on SAP S/4HANA system. Therefore,
any adaptive computing technologies are supported. Users log on to VIM using the
SAP GUI logon screen which supports virtual IP addresses and hostnames. There is
no separate starting mechanism because the process is controlled by the underlying
SAP settings in SAP ArchiveLink® and workflow as well as in the VIM
configuration.
5.3.7 Restarting hanging workflows

In general, all workflows in error status can be restarted after performing an
appropriate configuration or runtime data changes. There are no other
asynchronous interfaces for VIM.
SWPC is the SAP Basis transaction in the SAP Workflow area to restart workflows
that stopped running unexpectedly, for example because of system restart or
overload, or short dumps happening in workflow steps. As VIM is built as a SAP
Workflow solution, SWPC can basically be applied to VIM.
However, OpenText strongly advises that you do not select the Select async
workflow steps check box. The reason for this are the asynchronous work items in
Invoice Approval.
Generally, OpenText cannot guarantee that there are no consequential problems, for
the following reasons:
• SWPC is delivered by SAP, not by OpenText.

• OpenText does not know the VIM configuration and enhancements on the
customer system.
• OpenText has no information if there are other workflows beyond VIM.
OpenText assumes that there is a trained Workflow Administrator on customer side,

who understands what SWPC does and what are the effects of the transaction. Ideally,
test the restart using SWPC with single operations.
5.3.8 Analyzing work items

To access the work item analysis reports, select the SAP menu option Tools >
Business Workflow > Development > Reporting > Work Item Analysis.
You can also access the reports directly by their transaction codes:
SWI2_FREQ: Work Items Per Task

Analyze work items grouped by date, agent and task.
SWI2_DURA: Work Items By Processing Duration
Analyze work items by duration of their execution.

SWI2_DEAD: Work Items With Monitored Deadlines

Analyze work items by preset deadline.
Note: This is not applicable for VIM process work items.
SWI5: Workload Analysis

Retrieve open work items belonging to a specific user. See “Retrieving open SAP
work items of a specific user” on page 87.
The following list shows all dialog standard tasks that can be used for SAP standard
reports:
TS00275278
DP Document Dashboard
TS00275267
PO Blocked Invoice Dashboard (Header WF)
TS00275265
PO Blocked Invoice Dashboard (Line Level)
TS00275262
PO Parked Invoice Dashboard
TS00275260
Non PO Parked Invoice Dashboard
TS00275253
Invoice awaiting web approval
Note: The web approval work items are always assigned to WF-BATCH
because the actual action is performed by the user on the web approval
page.
According to OSS 1227739, it is no longer possible to forward dialog work
items to a background user. You can apply the correction according to the
OSS note or the corresponding SAP Support Package. In function SWW_WI_
FORWARD, an additional check is applied to retrieve the user type (dialog or
background).
Solution: Work items that have to be executed by a non SAP user must be
assigned to a dialog user and not to WF-BATCH.
Correction instructions: Create a dummy user of type dialog user in the
SAP S/4HANA system. You do not have to assign specific authorizations
to the user. Then overwrite the existing default entry WF-BATCH for
parameter SAP_PROXY_ID (Product Code IAP) in table /PTGWFI/Z_CONST
with the dummy user, using the SM30 transaction.
For a list of workflow templates for the VIM process, see “Monitoring VIM
workflows” on page 236.

5.3.9 Frequently used SAP workflow tables

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

Chapter 6
Troubleshooting and Monitoring
For invoice specific troubleshooting and monitoring, see “Troubleshooting and

Monitoring“ on page 233.
6.1 Generating system report

A system report helps in analysis of an issue by collecting and providing the
following data:
• All software components such as, OpenText components, SAP_BASIS,

SAP_ABA, and S4CORE.
• Port information: http, https, or smtp.
• ICM parameters
• Details of the scheduled reports for inbound processing.
• Global IES connection settings.
• IES connections
• Details of the RFC destinations used in IES connections for outgoing
communication.
• Details of the web services used in IES connections for incoming communication.
• SSL application settings used in IES connections. For example, certificate subject
and issuer with list of trusted certificate authorities.
• Assignment of SAP client certificate to a user.
• Last result of a connection test for all IES connections.
• IES profile details
• Assignment of IES profile to ArchiveLink document type.
• Validation settings for ArchiveLink document types assigned to IES profiles.
• Feedback settings for ArchiveLink document types assigned to IES profiles.
• IES extraction details such as, number of extracted documents grouped by
profile, extraction status, and feedback status.
Note: The system report should be included in a customer support ticket.
To generate the system report
1. Call TC /OTX/PF01_IDF_INFO.
The output screen of the system report shows the collected system information.

Chapter 6 Troubleshooting and Monitoring
2. To keep the system information, use the standard print function and generate a
PDF using a PDF printer.
Note: If you do not have a PDF printer, you can use a PDF generator provided
by SAP.
To create PDF with SAP PDF generator (optional)
1. Open Spool Attributes using Properties button.
2. In General Properties, set the time of printing to Send to SAP Spooler Only for
Now.
3. Confirm the settings and click Continue on the Print window.

The status bar shows confirmation of spool request creation.
4. Copy the spool request number from the message.
5. Call TC SA38 and start report RSTXPDFT4.
6. Paste the spool request number, specify a filename and path for the PDF export,
and run the report.
6.2 Monitoring activity

VIM uses the SAP Workflow Engine to realize the process setup of the business
processes. You can effectively use the workflow runtime and administration tools to
monitor the activity and resources as the business processes are proceeding. For
activity monitoring purposes, see “Frequently used SAP workflow administration
transactions” on page 108.
6.3 Using logs and traces

VIM uses the SAP Workflow Engine to realize the process setup of the business
processes. Hence, you can activate and use traces to check specific sets of activities
as a part of problem analysis.
SAP workflow logs are written for every activity of the process and therefore are
always available.
In addition to the standard system logs, you can use the SM21 transaction to check
system activities. See “Frequently used SAP workflow administration transactions”
on page 108 for transactions you can use for activity logging and traces.
The solution also writes logsto the standard system log infrastructure:
• For VIM Invoice Solution, see “Working with the application log” on page 249
for details.

• For VIM Foundation, see Section 3.5 “Configuring logging” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation (VIM-
CGF) for details.

This chapter covers general activities for checking the system status.
6.4.1 Monitoring alerts

System availability and performance depend on the availability of the underlying
SAP S/4HANA system. It is possible to deactivate some of the VIM features using
various criteria, as described in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Invoice Solution (VIM-CGD).
• You can conduct system performance checks using the SAP standard tools. The
SE30 transaction, for example, provides a runtime analysis of projects and
components.
• Resource consumption information can be monitored using the SM50 transaction
and other SAP administration utilities that are part of the SAP Computing Center
Management System (CCMS).
• You can use all the SAP standard logs and other infrastructure like the SM13 and
SM21 transactions for monitoring.
The following sections describe how to use the SAP Standard CCMS functionality
for alert monitoring. For more information, see the SAP Help.
6.4.1.1 Setting up central alert monitoring

VIM is completely embedded inside the SAP S/4HANA system. Hence, you can use
the entire general alert monitoring infrastructure for checking the health of the
system and VIM.
VIM does not need a separate Central Monitoring System (CEN) system. To monitor
VIM, use the existing CEN system that is connected to the SAP S/4HANA system on
which VIM is installed. For configuring the CEN, see the SAP Help.
6.4.1.2 Registering a CCMS agent

VIM is an ABAP Add-On and all the functionality is embedded in the SAP S/
4HANA ABAP system. The standard CCMS agent SAPCCM4X can be used. If the
underlying SAP S/4HANA system is already registered in a CEN, you do not need
to register anything. See the SAP Help for registering a CCMS agent.

6.4.1.3 Monitoring using CCMS templates

Various monitors based on CCMS templates are available for system checking
purposes. You can use the following SAP CCMS Monitor Templates monitor sets:
Notes
• The VIM SAP Shared Service Framework integration (OTVIMSSF) is based on

ABAP core technology and standard CCMS. Therefore, you can use CCMS
monitoring templates to monitor the VIM SAP Shared Service Framework
integration.
• Depending on your SAP S/4HANA system, some of the templates might not
be available.
Monitor Usage
Availability: Availability monitoring of selected systems and their application servers
Selected
Systems
Background Background processing of the SAP S/4HANA systems and their
Processing application servers
Buffers The various SAP buffers, their hit rates, and swap rates
Change & Transports for a system
Transport
System
Communicatio Data transfers (SAPconnect, SAP Gateway, Application Link Enabling,
ns LDAP, RFC)
Data Archiving Monitored data archiving sessions
Database Database (such as table status, performance, backups, data consistency)
Dialog Overview of the dialog system, broken down by performance attributes
Overview
Enqueue Enqueue service. This service allows ABAP applications to lock data so
that only they can use it. The locking of the data avoids parallel changes to
the data, which would lead to data inconsistency.
Entire System Entire system (including detailed information about SAP services)
Operating Operating system data for any application servers and host systems
System
Security Security Audit Log and security-relevant messages in the system log
Spool System Spool system of the SAP S/4HANA system and the individual output
servers
Syslog System log broken down by application servers and individual topic areas
System Number of logged-on users and configuration settings of application
Configuration servers
You can copy these monitors and change them. See the SAP Help for more details.

To start a CCMS templates based monitor:
1. Run the RZ20 transaction and select the menu option Extras > Activate
maintenance function.
In the CCMS Monitor Sets screen, expand the SAP CCMS Monitor Templates
menu.
2. Double-click a monitoring tree element (MTE), for example Background

Processing.

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

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

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

b. Enter the threshold values and save.

6.5 Frequently used SAP workflow administration

transactions
There are a couple of SAP workflow administration transactions that you can use to
administer VIM workflows:
SWIA: Execute work items without agent check

To reassign open SAP work items to a different user, run the SWIA transaction.
See the description in “Reassigning open SAP work items to a different user”
on page 90.
SWI1: Selection Report for Work Items
To display all work items (workflow template, dialog task, wait step,
background task) based on a custom selection, run the SWI1 transaction.
See the description in “Monitoring VIM workflows” on page 236.
SWE2: Event Type Linkages
To display or change event type linkages for VIM workflows, run the SWE2
transaction.
See the description in Section 14.2.2.7 “Linking events for VIM workflows” in
OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-
IGD).
SWEL: Display Event Trace
To display lists of events published during a specific duration:
1. Run the SWEL transaction.

6.5. Frequently used SAP workflow administration transactions
2. Select the Creation date and Creation time range.
To execute, click .

3. Select a line item and click to display details.
Amongst others, the Receiver function module and the status of the action
is displayed.
6.6 SAP client creation

When you create a new client in your SAP system after installing VIM Foundation,
you must copy the content of table /OTX/PF62_T_PLDA to the new client. This action
allows you to use the Fiori Task Apps with this new client as backend.

6.7. SAP system/client copy
6.7 SAP system/client copy

Intelligent Capture for SAP (IC4S)
• All profiles and settings are copied and the data resides in SAP database.
• ML data is also copied and the data resides in SAP database.
• Separate ML data pools of source and target client
Core Capture for SAP (CC4S)
• All profiles and settings are copied and the data resides in SAP database.
• ML data is not copied and the data resides in OT2 repository.
• Source and target client point to same subscription, and therefore, share
same ML data pool which can cause severe issues.
OpenText recommends you to divide ML data pools for CC4S after a client copy. In
the target client ensure the following activities:
• Do not change or reset any profile used in the source client.

• Copy customizing of all profiles that are connected to CC4S.
• Create snapshots of ML data for all profiles connected to CC4S.
• Activate the newly created profiles with restore of the ML data (snapshot).
• Switch the document type assignment to the newly created profiles.
• Do not use the copied profiles in the target client.
6.8 RFC callback error message

If the runtime error CALLBACK_REJECTED_BY_WHITELIST occurs, for example
when executing the VIM Workplace, refer to the following SAP note: https://
launchpad.support.sap.com/#/notes/1686632.
6.9 Fiori Task App: detailed error messages

The Fiori Task App might stop working due to an unrecoverable error. In this case,
the Fiori Task App shows a general error message. Click Show details to get
detailed information (Support Info) about the following:
• the place where the processing failed

• the view that caused the issue
• the invoked OData entity with parameters

When contacting OpenText Customer Support, provide the Support Info. Click
Download Support Info. The Support Info is mandatory for solving the issue that
occurred in your environment.
6.9.1 Error messages and how to solve them

The OData Service could be invoked
The Fiori App can be started and the list or item perspective shows data, but as
soon as you click on a link or button an error is raised with the message: “The
OData Service could not be invoked.”
You are not using the default system alias OTBCWUI_BACKEND but a customer
specific system alias.
In this case you also need to change the system alias in the semantic object
navigation parameters:
1. Go to transaction /OTX/PF00_IMG activity
2. Click Web Services>Work Object Type>Work Object Type.
3. Choose the work object type and action.
4. In the subfolder Actions>Semantic Object Navigations>Parameters change
the PF62_SYSTEM parameter to the customer specific system alias.
Error: HTTP request failed - Resource not found for the segment 'Formats’
Starting any app fails with error message “Error: HTTP request failed - Resource
not found for the segment 'Formats’”.
This error occurs when the Odata service class cannot be called. This can be
caused by missing or wrong configured system aliases and RFC connections or
old metadata information that is still cached.
Check the correct assignment of system alias OTBCWUI_BACKEND and the RFC
connection used for this system alias.
Note: If the SAP Fiori FES is set up as an embedded system, it might be

necessary to use the local system alias instead of system alias OTBCWUI_
BACKEND.

6.10. Fiori Task App: error messages and log entries
Use the transactions /IWFND/CACHE_CLEANUP and /IWBEP/CACHE_CLEANUP to

clear the caches.
Layout <ID> is not available.
The error message occurs after clicking on a link or button. Layouts contain the
structural information for perspectives. Perspectives and layouts for the solution
and framework Apps are always delivered via transports. If this message occurs
one of these transports is missing in your system and the perspective cannot be
loaded.
TypeError: Cannot read property 'body' of undefined
When loading an item perspective or executing an action a technical exception
occurs and the error message appears in the console log or the support info file.
This error message is a hint for an error that occurs with certain versions of SAP_
GWFND component . The implementation of sap note 2864440 ( “Batch-processing
for mdc might return not the complete data”) fixes this issue.
6.10 Fiori Task App: error messages and log entries

In case of an error message in the Fiori Task App, you get a log entry in the /IWFND/
ERROR_LOG transaction on the SAP NetWeaver® Gateway.
The ERROR_INFO field shows error messages raised by the backend system. The
REQUEST_URI field shows the call which caused this error.
Errors in the console log:
When an error occurs in the application then you will not only get a pop-up for
the error messages and detailed information but also an error log. In this case it
is useful to provide information about the last errors in the console log to the
OpenText Customer Support.

To display details of the error:
1. If parts of the URI are hidden due to the secure log level, change the error log
level in the /IWFND/TRACES transaction.
2. Reproduce the error and check the /IWFND/ERROR_LOG transaction again.

The new error log displays all details of the request URI.
The Fiori Task App often uses $batch calls for retrieving data from the service.
3. To display details for these calls, click Request Data.
4. To test single calls, run the /IWFND/MAINT_SERVICE transaction.

Depending on the error type, additional log entries might be written in the SAP
application log of the backend server.
6.11 Issues with the Fiori Launchpad and the Fiori

Task App
This section gives some general hints for problem analysis. It is helpful to use the
Chrome Browser and its rich developer toolset. You can enable it by pressing F12.
Alternatively, on the menu, click More tools > Developer tools.
• The developer tools are organized in different tabs. To display Log-Output, click
the Console tab.
• On the Network tab, you can record all requests that were sent.
Note: All $batch requests are OData services calls that the Fiori Task App
performs to get the necessary data from the backend.
Additional Information written to the console log by the Fiori Task App:
• Currently used item perspective. The log entry is: Applying perspective
<Perspective ID>.
• Version of UI and OData Service and compatibility. The log entry is: Minor
Service Implementation version: <Minor Version number> PF05_DATA Service is
compatible: UI <Version number> - Service <Version number>
The <Minor Version number> is increased with each release.
The <Major Version number> is unchanged since 16.3.0.
• System alias for OData service requests. The log entry is: Using one OData
backend system: OTBCWUI_BACKEND.
Additional information that can be retrieved using the console log:
If the BC Fiori Task App is running you can retrieve additional information from the
console log by entering following commands and press ENTER:

6.12. Document viewing issues
sap.ui.version
returns the currently used UI5 version
sap.ui.Device.system
returns the currently used device type
Information regarding device types:
• Many settings of the BC Fiori Task App are device type specific. In most cases
exists a device type independent setting. If you face the issue that some
information and actions are only available for some users and you already
checked for authorization issues, then it is likely that this occurs due to different
device type settings. Due to the similarity between COMBI and DESKTOP
devices it can be the case that the users are not aware that they are actually using
different device types.
6.12 Document viewing issues

The following issues can occur in connection with document viewing.
Problem: Sign-in screen is shown when returning to Fiori Task App from
Document View on iPhone or iPad.
Explanation
This happens if the Fiori Task App is launched from the home screen and
inplace document viewing is not configured.
Solutions
• Configure inplace document viewing. For more information, see OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide for
• Launch the Fiori Task App as a “normal” browser bookmark.

Problem: Cannot return to Fiori Task App after viewing a document on iPhone
or iPad using Fiori Client App.
Explanation
This happens if no inplace document viewing is configured, and the native iOS
Viewer is opened in a new tab. This viewing mode is not supported inside the
Fiori Client App.
Solution
• Configure inplace document viewing. For more information, see OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide for
Problem: Instead of the document, an empty page is displayed.
Explanation
This happens if Fiori Task App (Launchpad) is served with a different protocol
then the configured archive or viewing system. A mixture of HTTP and HTTPS
is not allowed.
Solution
• Configure the same protocol for all involved systems.
6.13 Communicating with Information Extraction

Service
6.13.1 Intelligent Capture for SAP (on-premises)
You find a detailed description about the communication of SAP and IES in Section
5.2.2.1 “On-Premises: Configuring the connection” in OpenText Vendor Invoice
Following a summary of possible connection variants:
1. http communication in both directions

easiest and most simple
• SAP
– TC SM59
○ use http port of IES

– BC connection settings
○ provide http port of SAP system

6.13. Communicating with Information Extraction Service
○ provide host name of SAP system

○ do not enable SSL flag
– TC SICF
○ create Z-services and define technical user

• IES
– SSL options
○ deactivate SSL
2. https communication without client certificate authentication in both directions
• SAP
– TC SM59
○ use https port of IES

○ provide https port of SAP system

○ provide host name of SAP system
○ enable SSL flag
– TC SICF
○ create Z-services and define technical user

• IES
– SSL options
○ activate SSL
○ Ignore client certificate
3. https communication with client certificate authentication in both directions
• special requirements for SAP client SSL certificate (include full qualified
hostname)
• SAP
– TC SM59
○ use https port of IES

○ provide https port of SAP system

○ enable SSL flag

– TC SICF
○ use shipped services /otbcinb/…

– Certificate – User Mapping SM30 VUSEXTDIR
○ map client certificate of IES to SAP user

• IES
– SSL options
○ activate SSL
○ Request client certificate
Frequent problems:
• IES:
– ASP.NET component is not installed on server

– Certificate is not intended for use as client AND server certificate
– SAP:
○ Path for Repository and Result are not maintained correctly in Connection
Settings (default host is not part of path)
○ Wrong port is configured in RFC destination in SAP (SAP -> IES)
• must be port of IES for web service

○ Wrong port is configured in global connection settings (IES -> SAP)
• must be http port / https port of SAP

6.13. Communicating with Information Extraction Service
6.13.2 Core Capture for SAP (Cloud)

The endpoint URLs for communication with Information Extraction Service (IES)
Cloud Edition are retrieved on demand.
This means that they are requested once from the IES Cloud Edition home document
and they are then buffered in SAP. For all requests to the IES Cloud Edition these
buffered URLs are used.
If a service is not reachable with the buffered URL, the endpoint URLs are
automatically reloaded, and the request is repeated.
Under some circumstances there is a need to the reload of the endpoint URLs
manually. This can be achieved by utilizing report /OTX/PF13_P_CS_RELOAD_URLS.
After selecting the connection Id of the IES Cloud Edition execute the report. The
result screen shows a success message and the reloaded endpoint URLs.
To reload the endpoint URLs manually
1. Enter the se38 transaction .
2. In Program enter the /OTX/PF13_P_CS_RELOAD_URLS report and click the

Execute button.
3. Select the the Connection ID of the IES Cloud Edition and click the Execute
button.
The result screen shows a success message and the reloaded endpoint URLs.
In exceptional cases, the home document which contains the endpoint URLs cannot
be retrieved. To solve that issue, the endpoint URLs can be set manually. This can be
achieved by utilizing report /OTX/PF13_P_CS_RELOAD_URLS.
To reload the endpoint URLs manually:
1. Enter transaction code SE38.
2. In the program, enter the /OTX/PF13_P_CS_RELOAD_URLS report and click

the Execute button.
3. Select the Connection ID of the IES Cloud Edition.
4. Select option Set buffered URLs, verify if values for the endpoint URLs are
pre-defined, and then click the Execute button.
The result screen shows a success message and the endpoint URLs.
Frequent problems:
1. Connection test of RFC destination shows: “Certificate is untrusted”.

Make sure that the certificate issue of the Core Capture service certificate was
added to the certificate list of SSL Client (Anonymous). For details refer to
chapter 4 of SAP note 510007 (Setting up SSL on Application Server ABAP).
2. Connection test of RFC destination shows: “TLS handshake failure”.
Make sure that TLS protocol version is configured as described in chapter 7 of

SAP note 510007 (Setting up SSL on Application Server ABAP).
3. Profile is stuck in ACTIVATING or RESETTING status. Make sure the IES request
handler report is scheduled as described “IES request handler” on page 30.

6.14. Trace extraction with Information Extraction Service
4. Message: “Error requesting token for <name of RFC destination> (http code 401).”
Make sure that the client id and client secret specified in the RFC destination for
the Core Capture token service is correct.
6.14 Trace extraction with Information Extraction

Service
The extraction with Information Extraction Service (IES) is influenced:
• By extraction parameters which are provided with each extraction request.

• By the machine learning (ML) data in the repository.
To analyze results and behavior of extraction:
• the relevant requests to IES and responses from IES can be traced.
• and periodic snapshots of the ML repository can be created.
These features are referred to as tracing in this guide. A trace session is activated per
profile.
When a trace session is deleted, all its related entries in the tracing tables and
snapshot tables are also deleted.
Note: Tracing record data consumes additional space in the database.

Therefore, ensure that tracing is turned on only when required, and it is turned
off and deleted once the trace data is no longer required.
6.14.1 Standard request trace

This is the common use case. All requests to and responses from IES for extraction
and feedback are recorded in dedicated SAP tables when tracing is active for a
profile (/OTX/PF13_T_TRQ, /OTX/PF13_T_TRQP, /OTX/PF13_T_TRS, /OTX/PF13_T_
TRSP).
The traces contain:
• images in binary format

• extraction results
• full text of images
• validated extraction results from feedback
Traced requests (extraction parameter, extraction result and feedback) can be

displayed within the Inbound Administration work center with Extraction Trace
plugin on level of single document. Furthermore, the extraction trace can be
downloaded to the local file system for single documents. For details see chapter
“Inbound Administration work center” on page 57.

To analyze Business Entity Determination (available for scenarios with version 2) the
results of the entity candidate determination in SAP are included in the tracing as
well. For displaying the results, the plugin Entity Candidates within Inbound
Administration work center can be used. For details, see “Inbound Administration
work center” on page 57.
6.14.2 Extended request trace with creation of automated

snapshots
This is a special use case to collect request data and record the related change of the
machine learning data for a specified duration.
Note: Start this option only if OpenText support team asks for it.
The data pool containing trace of all documents recorded in the trace session can
then be exported from the customer system. This data pool will be imported into the
OpenText development lab to recreate and fix customer issues.
Additional to the request trace, periodic snapshots of the machine learning

repository are created automatically:
• when tracing is started.

• when tracing is stopped.
• after a defined number of processed documents (defined by the document
threshold parameter).
Snapshots contain profile definitions and machine learning models. This data is
persisted in dedicated snapshot tables in SAP (/OTX/PF12_T_SPRF, /OTX/PF12_T_
SMOD, /OTX/PF12_T_SLT, /OTX/PF12_T_SLTT).
Note: Automatically created snapshots are not displayed in the Snapshots

node of IES Administration work center.
6.14.3 Preparing the download directory

You can download the trace data for all documents recorded during the trace
session. Therefore, a download directory needs to be configured.
Execute transaction code FILE and configure the logical file name /OTX/PF11_IES_
TRACE_DIR.
To configure the download directory:

1. Create logical file path definition in your namespace. For example, Z_<Name>.

2. Create operating system-dependent physical path in the logical file path.
Note: The operating system-dependent physical file path must end with
variable <FILENAME>
3. Assign logical file path to logical file name /OTX/PF11_IES_TRACE_DIR.
Notes
• The specified download directory must exist.

• The SAP application server should have sufficient permissions to read and
write files in the specified download directory.
• The application server is not able to create sub-folders.
6.14.4 Trace management

Stand-alone transaction /OTX/PF11_TRACE is no longer required for trace
management. Trace management is integrated into the profile node of IES
Administration work center.
To administer the tracing:
3. Double-click the Profiles node.

The column Trace shows the status of the trace for a profile
On clicking the status symbol, you can trigger additional actions depending on
the following statuses:
• Status Trace is inactive: Tracing can be started.

• Status Trace is active:

– Trace details are shown in a pop-up dialog.

– Tracing can be stopped.
• Status Trace is finished
– Trace details are shown in a pop-up dialog.

– Tracing can be downloaded.
– Tracing can be deleted.
6.14.4.1 Starting trace

To start a trace:
1. Click the status symbol of an inactive trace.
2. Confirm to start tracing:
• To start standard request trace, select Yes.

• To start extended request trace with creation of automated snapshots of the
machine learning repository, select No.
3. (Only for extended request trace) Specify the value of the parameter Document
threshold.
The parameter defines the number of fully processed documents, after which a
snapshot of the machine learning repository is created automatically. A
document is fully processed once the extraction session including feedback is
finished.
After that, all requests related to the profile are recorded
6.14.4.2 Stopping trace

To stop a trace:
1. Click the status symbol of an active trace.
2. Click button in the pop-up dialog to stop trace.

After that, no more requests are recorded

6.14.4.3 Downloading trace

To download data for all documents of a trace session:
1. Click the status symbol of a finished trace.
2. Click button in the pop-up dialog to download trace.
3. In the confirmation dialog, verify that the download directory is correct to

continue with the download.
A success message in the status bar provides the detail about the download
initiated in background using an automatically created and started batch job.
4. Check the job log if the download was successful.

The trace data is available in the trace directory after the background job is
finished.
For each trace table, an individual file is created in the download directory. The
name of the trace files have prefix <Source_System>-<Source_Client>-
<Trace_Session_id>.
6.14.4.4 Deleting trace

To delete a trace:
1. Click the status symbol of a finished trace.
2. Click button in the pop-up dialog to delete trace.
3. Confirm deleting of the trace session.

After that, all recorded data of the trace session is deleted and a new trace
session can be started for this profile.

Part 2
Invoice Solution
Chapter 7
One-time administration tasks
This part covers administration tasks that must be carried out only once.
7.1 VIM batch jobs

To ensure that VIM works properly, schedule the batch jobs in this section
appropriately, based on your system requirements.
7.1.1 Scheduling batch jobs for workflows
Program: RM08RELEASE
Description: Releases blocks on MM documents and payment blocks on FI
documents (equivalent to MRBR transaction).
Suggested minimum frequency: Once a day
Parameters: Select Automatic Release check box.
Program: /PTGWFI/R_LIX_CLEANUP_WFS_NEW
Description: Handles actions taken outside of workflow, which can clear a
blocked invoice. This job removes associated redundant work items and
completes workflows.
Run after RM08RELEASE.
Parameters:
Run-time dates (from/to)

workflow start time
Invoice document
invoice document that you want to clear
Fiscal Year
fiscal year of the document that you want to clear
Program: /PTGWFI/R_PIR_CLEANUP_WFS
Description: Handles actions taken outside of workflow, which can clear a
parked invoice. This job removes associated redundant work items and
completes workflows.
Run after /PTGWFI/R_LIX_CLEANUP_WFS_NEW has completed.

Parameters:
Run-time dates (from/to)

workflow start time
Invoice document
invoice document that you want to clear
Fiscal Year
fiscal year of the document that you want to clear
Program: /ORS/000007_LOCK_CLEANUP
Description: Releases invoice locks as set by Web approval workflow.
Suggested minimum frequency: Every 30 min.
Parameters: None
Program: /OPT/VIM_R1A_REMINDER
Description: Sends out VIM reminder emails for overdue items.
Parameters: Select Background Mode
Table /OPT/T852 defines the number of grace days.
For a comprehensive description, see Section 39 “Using VIM Notifications” in
Invoice Solution (VIM-CGD).
Program: RSWWERRE
Description: Restarts work items that are in error status.
Suggested minimum frequency: As defined by the workflow configuration
Parameters: None
Program: /OPT/VIM_TRIGGER_HEADER_WF
Description: Triggers the LIV Header Level Workflow.
Suggested minimum frequency: Twice a day or more often, depending on the
requirements
Parameters: None
Program: /OPT/CR_RERUN_RULES_JOB
Description: If the maximum wait time is configured for some DP Process Types
(exceptions), this program will complete the waiting work items for documents
with those DP Process Types. This job will publish the events PSS_Completed
and ProcessCompletedExternally. These events will enable the workflow to
rerun business rules.
Example: In the DP Goods Receipt Missing scenario of the SAP Supplier
Relationship Management (SRM) scenario, if the goods receipt is posted,
rerunning the business rules will resolve the GR Missing exception and continue
with the next process.
If the maximum number of tries is exceeded, the work item will be sent to the
dialog user to be resolved manually.

7.1. VIM batch jobs
For Quantity and Price block scenarios, use the standard MRBR job and the
OpenText workflow clean up job to resolve work items which are in waiting
status.
Suggested minimum frequency: Every 4 hours
Parameters: Use variants for specific groups.
Program: /OPT/DR_BR_WAIT
Description: Reruns the process types that have been set into a wait step. When
the waiting interval has exceeded or the process type has been executed
successfully, the waiting step will be skipped.
Note: You must plan this job only if process types with wait / rerun option
exist.

Parameters: Select Rerun waiting in background and Write log background
processing.
For a comprehensive description, see Section 41 “Rerunning waiting process
types” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Invoice Solution (VIM-CGD).
7.1.2 Scheduling batch jobs for Invoice Life Cycle

The Invoice Life Cycle (ILC) collection report /OPT/VR_ILC_COLLECTION fills
the /OPT/VT_ILC_SRC table. This table contains all log data and running dialog tasks
of all processing steps of VIM documents. The table delivers data for the VIM
Invoice Life Cycle report.
The /OPT/VR_ILC_COLLECTION report must be run in Full Mode once. Afterwards

you must schedule it to run in Delta Mode periodically. The period time depends on
your business needs.
Full Mode In Full Mode, the report collects all log entries of all existing documents and puts
them in a table, which will be used for the ILC report. Running the collection report
in Full Mode is time consuming, therefore OpenText recommends that you run it
only for documents that are relevant for the business process. You can use the
selection field Doc ID to exclude the irrelevant data for the Full Mode. The Full
Mode must be scheduled as a background job. It can take days to be completed
depending on the data volume.
When Full Mode is completed, a timestamp is inserted in the log table /OPT/VT_JOB
as last-run timestamp. This timestamp is reset every time when Full Mode is run.
Delta Mode The update timestamp is also updated for every run of the report in Delta Mode. In
Delta Mode, all documents that are still in process and which have been changed
since the last run are collected. No specific selection is available here.
Note: Delta Mode is allowed only when Full Mode is already run.

Selection Mode In Selection Mode, the report allows to collect a defined subset of documents. The
last-run timestamp is not updated.
Test Mode When you select this check box, the data is collected according to the selection. All
collected data is displayed in the output screen for checking. In this mode, no data is
saved in the database. The option is not available in Full Mode due to the big
amount of data. Even in Delta Mode, it can take much time to collect all data.
• OpenText recommends that you run the report with Delta Mode once a day, or
more frequently if required.
• The /OPT/VR_ILC_CLEANUP report is delivered for cleaning up all tables that are
filled by the /OPT/VR_ILC_COLLECTION report.
You can run the ILC collection report /OPT/VR_ILC_COLLECTION in Full Mode, Delta
Mode, or Selection Mode:
Full Mode
Run Full Mode only once. OpenText recommends that you run Full Mode in
background.
Run Mode Select the Full Mode check box.

Process Data To select only relevant documents, use the Doc ID selection
field.
Options No options available
Delta Mode
Schedule Delta Mode in background periodically. OpenText recommends that
you schedule the report hourly or daily.
Run Mode Select the Delta Mode check box.

Process Data All data that has changed since the last run is collected.
Options To run the ILC collection report in Test run, select this check
box. This setting displays the collected data in an ALV grid but
it does not save the result to the database.
Selection Mode
Run Selection Mode in dialog for a small subset of documents. The documents
are included in the next delta run if scheduled.
Run Mode Select the Selection Mode check box.

Process Data A range of Company Codes and a range of Doc IDs.
Options To run the ILC collection report in Test run, select this check
box. This setting displays the collected data in an ALV grid but
it does not save the result to the database.

7.1. VIM batch jobs
7.1.3 Scheduling batch jobs for Central Reporting

The underlying document and workflow data of Central Reporting is being updated
as documents get processed. Therefore it is necessary to regularly run the data
extraction reports for Central Reporting. This applies to the following reports:
• Collection Report
• User Master Report
• Text Master Report
• Aggregation Report
Keep in mind that the sequence of the jobs is important. Schedule Collection Report,
User Master Report, and Text Master Report before Aggregation Report.
After you have created variants of the Aggregation Report for the TRANSACT,
MASTER, and USER groups (see Section 31.4 “Creating variants of the Aggregation
Report for each group” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIM-CGD)), you can schedule one batch job
with several steps or a dedicated batch job for each variant.
Regarding the order of the other groups for the batch job, the job for the TRANSACT
group should be scheduled after MASTER and USER jobs. In a multiple backend
system, also schedule jobs for the Group IDs that start with OTH*. You have to
consider how often it is necessary to update the respective data and schedule the job
accordingly.
7.1.4 Scheduling batch jobs for VIM Invoice Workplace

Program: /OPT/CR_PMC_PRC_DEL_COMPL_SYNC
Description: Synchronizes logically deleted and/or completed processes with
the VIM Invoice Workplace.
Example: If any DP workflows have been started before VIM 7.0, no automatic
synchronization is possible for logically deleted and/or completed workflows.
The reason is that the required technical components are not available within the
corresponding workflow runtime instances.
Parameters: In general no parameter values are required. However, if there are
issues caused by extremely long report runtimes, the selection parameters of the
report can be utilized to split the overall processing load into several smaller
buckets.
Program: /OPT/CR_PMC_NO_DP_COMPL_SYNC
Description: Synchronizes the completion of VIM processes started by directly
parked or posted SAP documents with the VIM Invoice Workplace.
Example: Any SAP documents (relevant for VIM depending on the rollout
criteria) may have been parked or posted directly from SAP transactions. In this

case, no automatic synchronization is possible as soon as the corresponding VIM

processes have been finished because no DP workflow instance is available at
all.
Parameters: In general no parameter values are required. However, if there are
issues caused by extremely long report runtimes, the selection parameters of the
report can be utilized to split the overall processing load into several smaller
buckets.
Program: /OPT/CR_PMC_BS_CHECK
Description: Runs the smart selection criteria check using the selected
parameters. You can run the job for special selection criteria only, as well as for
all selection criteria assigned to certain selection criteria types.
If required, you can optimize the overall runtime by separating processes into
several smaller buckets. You can also completely exclude processes that are too
old or not even relevant anymore. Therefore, use the available DOCID selection
range.
Additionally, you can use run parameters to display the check result and to
execute the job in simulation mode.
Suggested minimum frequency:
Initial run: One time activity for all available selection criteria at go live
Regular run: Once a day
Besides the regular suggested frequency, the job needs to be run once (as a one
time activity at go live) for all available selection criteria types. This is necessary
to initially register all relevant processes, which may have been started before
the feature has been technically available.
Parameters: Selection Criteria Type = T (time based check)
You only must schedule the job for the time based selection criteria type. All
static checks will be executed automatically within each single process instance
during runtime.
Program: /OPT/CR_PMC_BS_CLEANUP
Description: Deletes currently registered smart selection check results or
corresponding customizing settings.
Example: If smart selection criteria or the corresponding check logic have been
changed, you can use this job to cleanup old registrations before re-registering
the new check results again.
Suggested minimum frequency: Only use this job if really required.
Parameters: You can use parameters as required.

7.1. VIM batch jobs
7.1.5 Scheduling a batch job for updating the training status

field in the DP indexing screen
Program
/OTX/BC_SYNC_1HEAD_UPDATE
Description
The OCR training status field is not updated in the DP document. This problem
can happen if the OCR is updating the status at the same time as the DP
document is processed in the system. To solve the problem, a new report is
provided to run in the central system when Inbound Configuration is used.
You need to plan the job only if you use BCC / ICC. For IES the report is not
relevant.
Suggested minimum frequency
Every 2 hours
Parameters
The selection screen provides the following parameters:
Registration ID
Optional: Enter a registration ID.
Backend Related Processing
Select this check box to update the training flag for all satellite system clients
that are in use.
Clear this check box to indicate a single system landscape. This will update
the training flag for the current logical system in which the job is running.
7.1.6 Scheduling batch jobs for the KPI Dashboard

To make data available in the KPI target tables, you must set up periodic jobs for
collection and aggregation. This applies to the following jobs:
• Collection job
• Aggregation job
Note: Before running periodic jobs, you must complete all customizing steps
for the KPI Dashboard.
For comprehensive information, see Section 29.2 “Periodic jobs - collection and
aggregation” in OpenText Vendor Invoice Management for SAP Solutions - Configuration

7.1.7 Scheduling batch jobs for Supplier Self Service

With the Supplier Self Service component, the new report /OPT/WR_3S_COLLECTION
is introduced. The report is necessary to fill the relevant data in the tables that will
be used in the RFC function modules. Therefore it is mandatory to schedule the
report as a job.
Suggested minimum frequency – OpenText recommends to execute the job once a

day, which results in a daily status of the invoices.
The report provides a Delta Mode that must be used in background processing to
fetch the correct data. For dialog processing, you can set a range of document IDs, a
range for company codes, a range for vendors, or also a time range. The Test Mode
displays all data that can be updated to the different tables.
If you do not provide a specific range for vendors or company codes, the report
fetches all relevant vendors and company codes that are relevant for Supplier Self
Service and configured. For more information, see Section 23.5.2 “Mapping
company codes” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIM-CGD) and Section 23.6.2 “Mapping
suppliers” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
To clean up the collection tables of Supplier Self Service, the /OPT/WR_3S_CLEANUP

report is available. The report deletes all entries of tables /OPT/WT_3S, /OPT/WT_3S_
PYMNT, and /OPT/WT_3S_VALUE.
You can also use the report in a multiple backend system. In the VIM Invoice
Configuration (/OPT/SPRO transaction), there is a customizing for the Collection and
Aggregation reports; see Section 31 “Central Reporting infrastructure” in OpenText
(VIM-CGD). For the Supplier Service Application, an aggregation reporting group
ID (3S) already exists.
For a detailed description of the Supplier Self Service customizing, see Section 23
“Supplier Self Service” in OpenText Vendor Invoice Management for SAP Solutions -
7.1.8 Scheduling batch jobs for the Ariba network

7.1. VIM batch jobs
7.1.8.1 Business Suite Add-on scenario
Note: This section provides information on background jobs relevant for Ariba
Network integration, the scenario with Business Suite add-on. For other
integration scenarios, no special programs are required apart from those
provided by SAP. For more information, see the respective SAP
documentation.
To process the inbound cXML messages, the program ARBFND_FETCH_CXML_MSG

must be scheduled to run periodically. This is a standard SAP program for Ariba
integration.
To process the outbound cXML messages, the program ARBERP_BUS2081_EXTRACT_

STS_UPD must be scheduled to run periodically. This is a standard SAP program for
Ariba integration. With a selection by object type /OPT/V1001, you can also select
specific VIM document IDs.
In addition to the SAP program ARBERP_BUS2081_EXTRACT_STS_UPD, schedule

OpenText program /OPT/VIM_ARB_STATUS_UPDATE.
You can verify the results of the inbound and outbound processing in the
application log, transaction SLG1, to be started with object ARIBA_INTEGRATION.
Note: Make sure that the corresponding background jobs are scheduled as
described in “Batch jobs for Inbound Configuration” on page 22.
When a vendor has decided to cancel an invoice, a cXML cancellation message is

sent from Ariba Network. The processing is done with the program ARBFND_FETCH_
CXML_MSG. In case of cancellations, no mapping is involved and the original inbound
document is marked for cancellation.
The cancellation itself is implemented in the program /OPT/VIM_ARB_

CANCELLATIONS, which must be scheduled to run periodically.
Suggested The job run frequency depends on your business processes. OpenText recommends
minimum running fetching and cancellation jobs more often if cancellations are expected. This
frequency
prevents unnecessary processing of invoices that are cancelled by the vendor.
7.1.8.2 Cloud Integration Gateway scenario (component OTVIMARC)

To send invoice status updates back to the Ariba Network, schedule the standard
program ARBCIG_INVOICESTATUS_EXPORT to run periodically.
To process invoice cancellations sent by suppliers, if you are using the SOAP
messages scenario, schedule the program /OPT/VIM_ARBCIG_CANCELLATIONS to run
periodically. When setting up a variant for the program, you can enable cleanup of
old entries in the cancellations staging table (/OPT/VIM_CIGCANC). Decide on the
number of months for processed entries to be kept, for example 12 months, select the
Cleanup check box, and enter the month count accordingly.

7.1.9 Scheduling batch jobs for SAP NetWeaver BW

Note: Unlike the other batch jobs described in this chapter, this is a batch job
that does not run on the system where VIM is installed, but on a BW system
with component OTVIMBW. For detailed information about SAP NetWeaver BW,
see Section 27 “SAP NetWeaver Business Warehouse content” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Invoice
Solution (VIM-CGD).
In the SAP NetWeaver BW context, you can use process chains for the automatic
processing of loading data and updating data targets in reporting. The VIM BW
content provides the meta process chains for BW KPI content and BW ILC content.
7.1.9.1 BW content for KPI Dashboard

The BW content for KPI Dashboard provides the following meta process chains:
Meta Process Chain for Delta Load of VIM Data w/o Corp. Mem. (technical
name: /OPT/VIM_ALL_01)
This meta process chain is used to upload master data and transaction data from
the leading OLTP system without storing data records in the Corporate Memory
Layer and to further upload the data to the Reporting Layer; this means to the
InfoCubes.
Meta Process Chain for Delta Load of VIM Data with Corp. Mem. (technical
name: /OPT/VIM_ALL_02)
the leading OLTP system while additionally storing the data records in the
Corporate Memory and to further upload the data to the Reporting Layer; this
means to the InfoCubes.
You can use report /OPT/VIM_TRIGGER_PC_START to trigger the scheduled process

chain. You can set up a periodic job for this report to extract VIM data to the BW on
a regular basis.
Alternatively, you can manually trigger the events /OPT/VIM_TRIGGER_PC_01 or /

OPT/VIM_TRIGGER_PC_02, using the SM64 transaction. Event /OPT/VIM_TRIGGER_
PC_01 triggers process chain /OPT/VIM_ALL_01. Event /OPT/VIM_TRIGGER_PC_02
triggers process chain /OPT/VIM_ALL_02.
Note: Before scheduling and triggering the Meta Process Chain, the delta load
of DP Document Headers and Exceptions must be initialized using the
InfoPackages /OPT/VIM_DPDOC_H_TRAN_INIT and /OPTVIM_EXC_TRAN_INIT.
Suggested minimum frequency – Depends on how often SAP NetWeaver BW data

needs updating, for example once a day. Ensure that the KPI Collection Report is
run and finished on the OLTP system before the BW extraction process is started by
report /OPT/VIM_TRIGGER_PC_START.

7.1. VIM batch jobs
Process options
Delta Load with Corp. Mem.

Triggers process chain /OPT/VIM_ALL_02, which uploads master data (full
update) and transaction data (delta update) while additionally storing data
records in the Corporate Memory Layer.
Delta Load w/o Corp. Mem.

Triggers process chain /OPT/VIM_ALL_01, which uploads master data (full
update) and transaction data (delta update) without storing data records in the
Corporate Memory Layer.
7.1.9.2 BW content for ILC Dashboard

The BW content for the ILC Dashboard provides the following meta process chains:
Meta Process Chain for Delta Load of ILC Data w/o Corp. Mem. (technical
name: /OPT/VIM_ILC_ALL)
the leading OLTP system without storing data records in the Corporate Memory
Layer and to further upload the data to the Reporting Layer; this means to the
InfoCubes.
Meta Process Chain for Delta Load of ILC Data with Corp. Mem. (technical
name: /OPT/VIM_ILC_ALL_02)
the leading OLTP system while additionally storing the data records in the
Corporate Memory and to further upload the data to the Reporting Layer; this
means to the InfoCubes.
You can use report /OPT/VIM_TRIGGER_PC_START_ILC to trigger the scheduled

process chain. You can set up a periodic job for this report to extract VIM data to the
BW on a regular basis.
Alternatively, you can manually trigger the events /OPT/VIM_TRIGGER_ILC_01 or /

OPT/VIM_TRIGGER_ILC_02, using the SM64 transaction. Event /OPT/VIM_TRIGGER_
ILC_01 triggers process chain /OPT/VIM_ILC_ALL. Event /OPT/VIM_TRIGGER_ILC_
02 triggers process chain /OPT/VIM_ILC_ALL_02.
Note: Before scheduling and triggering the Meta Process Chain, the delta load
of ILC entries must be initialized using the InfoPackage /OPT/VIM_ILC_TRAN_
INIT.
Suggested minimum frequency – Depends on how often SAP NetWeaver BW data

needs updating, for example once a day. Ensure that the ILC Collection Report is
run and finished on the OLTP system before the BW extraction process is started by
report /OPT/VIM_TRIGGER_PC_START_ILC.

Process options
Delta Load with Corp. Mem.

Triggers process chain /OPT/VIM_ILC_ALL_02, which uploads master data (full
update) and transaction data (delta update) while additionally storing data
records in the Corporate Memory Layer.
Delta Load w/o Corp. Mem.
Triggers process chain /OPT/VIM_ILC_ALL, which uploads master data (full
update) and transaction data (delta update) without storing data records in the
Corporate Memory Layer.
7.1.10 Scheduling batch jobs for VIM Fiori apps cleanup

VIM Fiori apps are using several database tables to store temporary data.
Sometimes, particularly in cases when the process is overtaken by other users in the
same Fiori apps or in SAP GUI, the cleanup of those tables cannot be performed
automatically. To get rid of that data, you must schedule a program to run in the
background periodically. You can also run the same program in dialog mode on
demand.
Program name
/OTX/PS03_FCLEANUP
Selection screen parameter

Test mode checkbox
For background run, make sure the test mode is off in the corresponding
variant.
Suggested minimum frequency
Once a day
7.2 Scheduling batch jobs for data download from

SAP S/4HANA for ICC integration
The download programs are only relevant if OpenText™ Invoice Capture Center for
SAP® Solutions (ICC) is integrated with your VIM installation. For detailed
information on ICC, see OpenText Business Center Capture for SAP Solutions -
Administration Guide (CPBC-AGD).
Note: If you use Inbound Configuration to handle incoming document

processing, the download programs are also relevant.
The download programs are used to provide data for look up tables used by ICC for
better recognition results. ICC uses the vendor look up table to determine the
vendor number and in turn supplies it back to SAP S/4HANA. The PO delivery look
up table helps ICC to achieve better recognition and extraction.
The following download programs are available:

7.2. Scheduling batch jobs for data download from SAP S/4HANA for ICC integration
• Downloading the vendor database from SAP S/4HANA

• Downloading PO data from SAP S/4HANA
There are some tools for staging tables included in the product. You can use the
programs /OPT/VIM_ICC_SIMUL_PO_DL and /OPT/VIM_ICC_SIMUL_VENDOR_DL to
simulate an RFC download by ICC. The simulation can be useful to find out the
reasons for download issues. You can find out how much time is spent in the RFC
function modules and if there are memory or performance issues on the SAP S/
4HANA side.
Note: Schedule the download programs as batch jobs. The job logs provide
information about the status.
7.2.1 Downloading the vendor database from SAP S/4HANA

To integrate ICC into VIM, you must download the vendor database from SAP S/
4HANA to the staging table /OPT/VIM_STG_LIF.
To download the vendor database:
1. Run the /OPT/IR_DL_VENDOR_TO_STG_TABLE program.

The Download Vendor Data to Staging table selection screen is displayed.
2. Enter the parameters for the download:

Vendors panel
Vendor number
Enter the vendor number (range).

Also Vendor w/o bank account (default setting)

Select this check box to include vendors without bank account in the
download.
Also Vendor with deletion flag
Select this check box to include vendors with deletion flag in the download.
Also Vendor with posting block
Select this check box to include vendors with posting block in the
download.
Bank accounts per Vendor panel
One selected bank account (default setting)

Click this option to read the first bank account in the vendor master data.
The choice can be altered by a user exit.
All bank accounts
Click this option to generate a line for each bank account in the vendor
master data.
IBAN only
Select this check box to clear bank number and bank account whenever an
IBAN is found for an entry. This setting improves the recognition of the
IBAN by ICC.
Importance of bank accounts

Bank account data is one of many criteria to identify a vendor. It is easier
to identify the vendor with two or more bank accounts.
Company code panel
Ignore company code

Select this check box to improve the performance of the search. If you select
this check box, you must select the Ignore company code and SAP system
at vendor detection check box in ICC.
The search works only on the LFA1 table. The deletion and posting block
flags are not evaluated in relationship to the company code (that means,
from the LFA1 table). The entries in the staging table do not contain
company codes.
If you clear the Ignore company code check box, the processing and the
entries in the staging table depend on the selections you make in the
Company Code selection.
Company Code
Enter the company code (range).
Note: The program will run with higher performance if you enter
several single values instead of a range.

If you specify one or more company codes, only the vendors having an
association to the given company codes in table LFB1 are written to the
staging table. The deletion and posting block flags are evaluated in
relationship to the company code (that means, from the LFB1 table). The
entries in the staging table contain company codes. If a vendor is associated
to several company codes, several entries for this vendor are written to the
staging table.
If you do not specify a company code, the vendors that have an association
to any company code in table LFB1 are written to the staging table.
Additionally, also the vendors that do not have an association to a company
code will be drawn from table LFA1 and written to the staging table. The
entries in the staging table contain a company code, if they were taken from
table LFB1. The entries do not contain a company code, if they were taken
from table LFA1.
Output to screen
This program runs in background and collects the vendor information. If the
program is running in the central system, it collects the vendor information from all
satellite systems using function module /OPT/DOWNLOAD_LY_DATA. The program
stores the vendor information in the central system’s staging table (along with the
satellite system’s logical system).
Table /OPT/VIM_STG_LIF contains the following information:
• Vendor number
• Company code
• Bank details
• Vendor address
• VAT and tax information
• Vendor email, IBAN, SWIFT code
• Timestamp (of record creation)

The vendor database contains one or more lines for each vendor number within a
logical system. Several lines for the same vendor are generated in the following
cases:
• There are multiple bank data for the vendor, and the multiple bank data switch is
set.
• There are foreign VAT IDs in table LFAS.
Enhancements VIM 7.5 SP3 (and VIM 7.0 SP7) introduce the following enhancements for the /OPT/
IR_DL_VENDOR_TO_STG_TABLE program.
Add Selection ENHANCEMENT-POINT /OPT/ES_VIM_ICC_IR_DL_VTST_01
Add Data ENHANCEMENT-POINT /OPT/ES_VIM_ICC_IR_DL_VTST_02

Definition
Before Insert to ENHANCEMENT-POINT /OPT/ES_VIM_ICC_IR_DL_VTST_03
Staging Table
Before Append ENHANCEMENT-POINT /OPT/ES_VIM_ICC_IR_DL_VTST_04
in PERFORM
store_to_stg_
tables 7.2.2 Downloading PO data from SAP S/4HANA
To integrate ICC into VIM, you must download the purchase order data (PO data)
and the delivery note numbers from SAP S/4HANA and store them to staging
tables /OPT/VIM_STG_POH and /OPT/VIM_STG_POI.
The downloading program has two basic modes, the delta mode and the full mode.
Delta mode The delta mode selects and adds entries that match with the given selection criteria.
The delta mode is not able to delete any entries.
Full mode The full mode deletes the entries for the selected company codes. Then, it recreates
the entries that match with the given selection criteria. You must use the full mode
from time to time to clear entries that should not be downloaded to ICC anymore.
The report for the PO download should be scheduled twice, one time for the full
download to run once a week or once a month, and one time for the delta download
to run once a day. For a ICC application (since ICC 7.0), two hotspots for PO
download are generated, one for the full download running once a week, and one
for the delta download running once a day. To have the PO database at the ICC as
up-to-date as possible, you must schedule the reports on VIM side to run at an
earlier time than the hotspots on ICC side.
Since VIM 7.5 SP4 (VIM 7.0 SP8), you can use several program runs to fill the staging
tables, separated by the selection criteria for company code. You can configure the
jobs along with the ICC application filters.
Example: If you have two ICC applications, one for company code A and another one for
company code B, you can use one pair of full mode and delta mode runs for each application.
If you want to use several program runs to fill the staging tables, you must modify
your variants and the scheduling of the jobs. Observe the following principles:

• Find out which filters on company codes are used by your ICC applications. You
can schedule a pair of full download and delta download for each different filter.
• Use identical selections on company code in each pair of full download and delta
download.
• Schedule the programs in a way that the run times do not overlap. Parallel
processing is not possible because there still is only one staging table.
To download purchase order data:
1. Run the /OPT/IR_DL_PO_TO_STG_TABLES program.

The Download Purchase Order Data to Staging tables selection screen is
displayed.
2. Enter the parameters for the download:

Vendors panel
Vendor
Enter the vendor number (range).

Company code
Enter the company code (range).
Download - Delta/Normal panel
Delta Download
Select this check box to determine that the program reads the table /opt/
it_dl_ts and gets the time stamp of the last program run. The following
date fields will be replaced with the date part of the time stamp:
• Purchase Orders from

• Sched. agreements from
• Goods receipt from
Document selection panel
Purchasing Doc. Type

Enter the purchasing document type. The default value is NB (Standard PO).
But you may want to include FO (Framework order) and LP (Scheduling
agreement) also.
Purchase Orders from

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

Enter a date. Scheduling agreements older than this date are not included in
the download.
Goods receipt from

Enter a date. Goods receipts older than this date are not included in the
download.
Note: You can increase the performance of the program, if you use a
date in the future in this field. Use a future date only, if you are not
interested in the delivery notes, and if your quantities and amounts in
the goods receipt match the data from the purchase order.
Processing Options panel
Open only check

Select this check box to ignore all items for which an invoice has already
been received.
Vendor substitution by invoicing party

Select this check box to substitute the vendor that is taken from the
purchase order by the invoicing party that is to be expected on the invoice.

Vendor substitution by alternate payee

Select this check box to substitute the vendor that is taken from the
purchase order by the alternate payee from the vendor data base, which is
to be expected on the invoice.
Create header table only
Select this check box if you do not need the data of the PO item at the ICC
for line item matching. The runtime of the program improves considerably
if you do not need the PO item data.
No delivery data in header table
Select this check box if you do not need the delivery note number and
delivery date in the header table. In a standard ICC application, ICC does
not make use of these data. The runtime of the program improves if you do
not need the delivery data in the header table.
Open only - options for service POs panel

The “Open only” option treats a PO material (stock) line as closed if it is fully
invoiced; that means if invoices exist for full PO line quantity. Partially invoiced
stock lines are considered open.
A PO is considered closed if all of its lines are closed. If it has at least one open
line, the PO will be downloaded into ICC.
For service lines of POs, the following alternatives are provided:
Use Final invoice indicator

Select this check box to check the “Finally invoiced” indicator on the PO
line. A PO line is closed if this indicator is set (by enabling it during invoice
posting).
Check if PO items have invoices
Select this check box to treat partially invoiced lines as closed.
If the program is running in the central system, it collects the purchase order
information from the satellite systems by calling the Remote function module /
OPT/DOWNLOAD_PO_DATA.
3. To perform the download, click in the application toolbar.

Output to screen
The sections Open only check and Vendor substitution * appear only, when the
respective processing options have been selected in the selection screen.
Note: The number in section Order number table gives the remaining number
of PO entries that are written to the staging table. In the example, 4040 order
numbers have been found, 1970 have been removed due to the “open only”
check, and 2070 have been written to the staging table for download.
The log entry 3 vendors substituted means that the vendor substitution has
been performed in 3 POs. It does not mean that three different vendors were
involved.

7.3. Scheduling batch jobs for data extraction in an IES multiple backend scenario
7.2.3 Batch Program /OPT/VIM_ICC_DL_CLEANUP

You can clean the application log from entries that were created by the download
interface (subobject ICC_DL). For this purpose, you can schedule the /OPT/VIM_ICC_
DL_CLEANUP program in background.
OpenText recommends that you schedule the program once a week.
You can use the /OPT/VIM_ICC_DL_CLEANUP program in a dialog mode as well.
In the Global settings area, you can select the following check boxes:
• Test run (count only)

• Skip dialogs that skips the dialogs before the deletion
If the program is run in background, Skip dialogs is selected automatically.
The Minimum Age In Months parameter indicates the minimum age of the entries
to be deleted. Specify the age in months, maximal value is 24.
If the program is not run in test mode, and if dialogs are not skipped, a confirmation
dialog box opens before the deletion occurs. The dialog box does not open if nothing
has been found to be deleted.
The program writes an output log.
7.3 Scheduling batch jobs for data extraction in an

IES multiple backend scenario
The data extraction programs are only relevant if Information Extraction Service is
integrated with your VIM installation and you are running VIM in a multiple
backend landscape.
Note: “Information Extraction Service” (“IES”) is used in this documentation

as a common technical term for both of the following OpenText products:
• OpenText™ Intelligent Capture for SAP® Solutions, formerly known as

OpenText™ Information Extraction Service for SAP® Solutions (IES on
premise)
• OpenText™ Core Capture for SAP® Solutions
For detailed information on IES, see OpenText Intelligent Capture for SAP Solutions -
Installation and Administration Guide (CPIE-AGD).
The programs extract master and transaction data from the central and satellite
systems, and store the data in staging database tables. The following programs are
provided:

/OTX/PS00_P_IDF_COMP_CODE
This program extracts company codes. For more details, see “Batch jobs for
Inbound Configuration” on page 22.
/OTX/PS00_P_IDF_VENDOR
This program extracts vendor information. For more details, see “Batch jobs for
Inbound Configuration” on page 22.
/OTX/PS00_P_IDF_NUM_RANGES
This program extracts number ranges. In particular, it is used for purchase order
number ranges.
/OPT/IR_DL_PO_TO_STG_TABLES
This program extracts purchasing documents data. For more details, see
“Downloading PO data from SAP S/4HANA” on page 144.
/OTX/PS00_P_IDF_PLANT
This program extracts plant information. In particular, it is used for Business
Entity Determination.
Note: Schedule the download programs as batch jobs. The job logs provide
information about the status. You must schedule the jobs on all satellite
systems and on the central system. Make sure that the central system jobs run
only after all satellite systems jobs are finished.
7.3.1 Extracting PO number range data

All existing number ranges for purchasing documents are provided to IES when an
OCR extraction request is sent. The data is stored in the staging table /OTX/PS00_T_
STG4. To extract the number ranges into the table, run the program /OTX/PS00_P_
IDF_NUM_RANGES in satellite and central systems.
Selection screen parameters
Object name
Name of the number range object. Currently, only the object EINKBELEG, set by
default, needs to be extracted.

7.4. Roles
Collect satellite systems

Select this check box on the central system to collect the extracted data from
satellite systems.
Update without deletion
Select this check box to add the new data to the data already existing in the
staging table. Normally you do not need to use this. You must perform a full
extract all the time.
7.4 Roles
The VIM role concept is comprehensively described in Section 4 “Roles” in OpenText
(VIM-CGD), which covers the following topics:
• Defining roles
• Defining role templates
• Assigning templates to roles
• Maintaining role determination settings
7.4.1 Maintaining the Fail Safe user key

If role resolution brings no result, the system first checks the Default Key. When the
Default Key is not maintained, the system uses the Fail Safe user key.
Default Key
If the system cannot find any related key, it uses the Default Key user. It is
essential that you maintain the default key user for all roles to avoid that the
workflow results in error when it cannot perform the role resolution correctly.
Fail Safe
Fail Safe applies if the Default Key is not maintained. Other than the Default
Key, it offers the possibility to make the maintained values applicable only in
background.
To maintain the Fail Safe or default user key:
1. Run the /OPT/CP_9CX10 transaction.

Alternatively, click OpenText VIM - Invoice Solution > SAP menu > Roles >
Fail_Safe Role Maintenance.

2. Maintain the Fail Safe user key types Fail Safe and Default Key for all roles,
using the following parameters:
Notes
• You only need to maintain one type, based on your requirements.

• For self directed roles, do not set the Default Key agent. When changing
the Fail Safe agent, make sure that the default agent is empty. Also, if
you do not select the Use only in background check box (explained
below), the role effectively ceases to be self directed as the maintained
Fail Safe agent will appear in the proposed agent list in dialog mode.
Agent Type
Select the agent type.
Agent Id
Select the agent Id.
Use only in background

Maintain the Fail Safe agent for the self directed role in question and select
the Use only in background check box.
With this check box selected, the role behaves as self directed in dialog. The
users must specify the agents, but if the role must be resolved in
background during the business rules rerun, the new work item is created
for the Fail Safe agent specified in the configuration. Thus, selecting this
check box prevents the workflow from going into error because of missing
agents during background role resolution.

7.5. Maintaining Chart of Authority
7.5 Maintaining Chart of Authority

The maintenance of the Chart of Authority is comprehensively described in Section
4.1.4 “Maintaining Chart of Authority” in OpenText Vendor Invoice Management for
SAP Solutions - Configuration Guide for Invoice Solution (VIM-CGD).

This chapter covers one-time workflow administration tasks.
7.6.1 Configuring VIM

The configuration of VIM is performed through the product specific IMG. It is
documented in OpenText Vendor Invoice Management for SAP Solutions - Configuration
7.6.2 Linking events for VIM workflows

For a detailed description, see Section 14.2.2.7 “Linking events for VIM workflows”
in OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-
IGD).
7.6.3 Approve Confirmation background task

When the user clicks Approve on the Approve Confirmation screen after entering
some comments, a background task is started.
Purposes
• Updating of approval tables, for example /OPT/AT_APPR_HIS, and log tables /

OPT/AT_LBA_LOG .
• Supporting when processing large line items and a larger number of levels.
Features
• When the background task is in progress, the user can check the status of the
background task using the SM50 transaction until the background task finishes.
• If the background task fails to update the approval tables, the user who has
approved the invoice gets the following error in their inbox:
Update was cancelled <Date> <User name>
When they open the message in their inbox, they get the following detailed error
message:

To perform a complete analysis, run the SM13 transaction.

In SM13 you can also reprocess the invoice by repeating the update process.
• When the user clicks Approve, the work item moves into the next approver’s
inbox but the next approver cannot open the invoice if the background task is in
progress. They receive the following error:
Error The DP/Invoice <number> is in background process, please wait.
After the background task is completed, they would be able to open the invoice.
7.7 Using the SAP early watch service

The SAP early watch service checks and analyzes in order to optimize the
performance of SAP solutions. Since VIM resides inside the SAP S/4HANA system,
VIM follows standard early watch practices. Client dependent configuration data of
VIM is not visible in the early watch client and the early watch client is normally
locked against any configuration changes.
However, you can create a role to view the VIM configuration with “display only”
authorization.

7.7. Using the SAP early watch service
7.7.1 Creating a role for VIM configuration display

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

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

4. In the Copy menus panel, click the From area menu button.

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

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

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

If prompted, save the role.

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

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

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

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

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

This chapter describes the administration of the OpenText Approval Portal
(Approval Portal). The Approval Portal provides a concise and user-friendly web
interface for approving invoices. The interface is designed to deliver the right
amount of information to the approvers to make a quick decision.
The Approval Portal is designed to work within SAP NetWeaver Application Server
Java (NWAS) or SAP NetWeaver Portal (NWP). The Approval Portal can be
deployed as a standalone application residing on NWAS only or as an application
inside NWP using the AppIntegrator iView.
Notes
• The Approval Portal component is an optional component.
• If you are not using the Approval Portal component, you can skip this
chapter.
• See Section 16.1.3 “System architecture” in OpenText Vendor Invoice

Management for SAP Solutions - Installation Guide (VIM-IGD) for architecture
diagrams.
• For a detailed description of “Portal Usage and Administration”, refer to the

SAP NetWeaver documentation.
As the administrator, you need to access the Administration page to perform various
administration activities for the Approval Portal.
For NWAS authentication, navigate to http://$NWAS$:$NWASPORT$/vimportal/

admin.
For Portal authentication, navigate to the Administrator iView created before.
All configurations are saved into the configuration.xml file located in <Approval_
Portal_installdir>/invoiceCfg.
HTTPS support
• Approval Portal supports HTTPS configuration.

• OpenText recommends that a NetWeaver Administrator performs the HTTPS
configuration because it includes certificate generation. Accordingly, the HTTPS
port of your landscape must be used.
• For more details, check with your NetWeaver Administrator.

7.8.1 Configuring the Approval Portal

The Administration page comprises the following tabs:
• “SAP Connection for JCo2” on page 165

• “SAP Connection for JCo3” on page 167
• “Mobile Configuration” on page 173
• “Configuration” on page 174
• “Administration” on page 181
To access the Approval Admin page, log in to the Approval Portal as an

Administrator. You can access the Approval Admin page only using the Internet
Explorer.
For Approval Portal 7.5, the heading of the Approval Admin page shows the
Approval Portal version as VIM 7.5.3.<Build Number> Build on <Date>, for example
VIM 7.5.3.1005 Build on 2014/12/10.
With Approval Portal 7.5 SP3, you can decide if you want to use SAP Java Connector
2 (JCo2) or JCo3. The configuration of these versions differs. It is described in the
following sections.
Choose one of the following Approval Portal packages on My Support:
• for the JCo2 version: im_approval_portal7_5sp<XX>.zip

• for the JCo3 version: im_approval_portal7_5sp<XX>_JCo3.zip .
where <XX> refers to the Support Package number.
Figure 7-1: im_approval_portal7_5sp<XX>_JCo3.zip

To add the JCo RFC destination, follow the description in “SAP Connection for
JCo3” on page 167.
JCo2
• To enable JCo2 for the configuration, click Enable JCo2.

• As a prerequisite for the JCo2 configuration, deploy the CI vim_75_sp3_
ci-01 (VIMI-15867) on the VIM 7.5 SP3 Approval Portal.
• To add SAP connections, follow the description in “SAP Connection for

JCo2” on page 165.
Figure 7-2: im_approval_portal7_5sp<XX>.zip
To add SAP connections, follow the description in “SAP Connection for JCo2”
on page 165.
7.8.1.1 SAP Connection for JCo2

The SAP Connection tab allows you to configure which SAP S/4HANA system the
Approval Portal connects to. VIM allows you to connect to multiple SAP S/4HANA
backend systems.
Note: If the Approval Portal is connected to multiple SAP S/4HANA backend

systems, the OpenText User Id for a particular user must be the same in all
SAP S/4HANA systems. For more information, see Section 4.1.4.1 “User Details
View” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
In the SAP Connection tab for JCo2, you can perform the following actions:
Add Connection
Add a new SAP connection. Opens the Connection Details panel. See
“Connection Details” on page 166.

Edit Connection
Edit an existing SAP connection. Opens the Connection Details panel. See
“Connection Details” on page 166.
Delete Connection
Delete a SAP connection.
Refresh All Connections
Refresh the connections after you made changes. Without the refresh, the
Approval Portal will continue to use existing connections.
Up Arrow
Move the connection priority up.
Down Arrow
Move the connection priority down.
Note: The first connection in the list is used as the default connection. The
default connection determines the Invoice List’s action and its Personalization
preferences. For more details, see Section 9.14 “Personalizing your views of the
Approval Portal” in OpenText Vendor Invoice Management for SAP Solutions -
User Guide for Invoice Solution (VIM-UGD).
Connection In the Connection Details panel, the following configuration parameters are
Details available. Enter the relevant information:
SAP SID
Unique identifier for this SAP S/4HANA Logical System. The SAP SID will
appear on the end user screen next to the Logical System to help the user
identify which system the invoice is coming from.
Note: If you want to connect to the same SAP S/4HANA Logical System
but with a different client, you must provide a different SAP SID. The
Approval Portal treats the SAP SID as a unique identifier.
UserName
The CPIC user’s user name that will be used to connect to SAP S/4HANA
Password
The CPIC user password that will be used to connect to SAP S/4HANA
Client
The client number of the SAP S/4HANA system that is connected to
If you are using Application host instead of Message host, provide the following
information:
System number
The system number of the SAP S/4HANA system that is connected to
Application host
The application host IP or DNS of the SAP S/4HANA system that is connected to

If you are using Message host instead of Application host, provide the following
information:
MsHost
The Message host IP or DNS of the SAP S/4HANA system that is connected to
R/3 name
The R/3 name of the SAP S/4HANA system that is connected to
Logon Group
The logon group of the SAP S/4HANA system that is connected to
System number
The system number of the SAP S/4HANA system that is connected to
You can perform the following actions:
Save
Save the SAP connections. If the connection is invalid, you will not be able to
save.
Test
Test the SAP connections. If the connection fails, it will return a failure message
to you.
7.8.1.2 SAP Connection for JCo3
Note: Approval Portal with JCo3 is supported with SAP NetWeaver server
version 7.3 or higher.
On the SAP Connection tab, click Enable JCo3 to start the configuration.
To configure JCo RFC destinations:
1. In the JCo RFC Destination box, enter the <system ID>, for example TW6.

Note: You must enter the system ID also in the destination configuration.
For more information, see “Configuring the RFC destination name on SAP
NetWeaver Administrator” on page 168.
2. Click Add.
The system ID is added to Available JCo Details.
3. To remove an entry from the Available JCo Details, enter the entry, for
example TW6, in the JCo RFC Destination box, and click Delete.
OpenText recommends that you clear the JCo destinations metadata whenever you
do any modifications to the ABAP RFC structure/table entries. This ensures that the
updated metadata is copied to the server’s cache.
To clear the metadata cache:
1. Launch SAP NetWeaver Administrator using the following URL:

http://<hostname>:<port number>/nwa
2. On the Availability and Performance tab, click Resource Monitoring > JCo
Monitoring.
3. On the Metadata Cache tab, mark the required Application Server ID.
4. On the Functions tab, click Select All, and then click Clear.
5. On the Structures tab, click Select All, and then click Clear.
6. On the Classes tab, click Select All, and then click Clear.
7. After clearing the metadata cache, log in to the Approval Portal as admin and
reinitialize the application.
7.8.1.2.1 Configuring the RFC destination name on SAP NetWeaver Administrator
To configure the RFC destination name:
1. Launch SAP NetWeaver Administrator using the following URL:

2. Click the Configuration tab, and then click Destinations.
3. To navigate to the Destination Wizard, click Create in the Destination List.

4. Configure the RFC destination name, using the following parameters.
Hosting System
Enter the available Local NetWeaver Instance
Destination Name
Enter the destination names: VIMPOOL_<XX> and VIMPOOL_<XX>_<YY>
where <XX> refers to the SAP system ID provided in Destination
Configuration, and
<YY> refers to the language code supported by SAP. The language code
should be the same language as provided in the Logon Data section.
Destination Type
Enter RFC.
5. For every SAP system ID, create the following mandatory destinations:
Default Destination
Destination Name = VIMPOOL_<XX>
Configuration.
Language Destination
Destination Name = VIMPOOL_<XX>_<YY>
Configuration, and

Note: For the destination name, observe the naming convention as

specified in this step. The destination name is technically accessed in the
Approval Portal for JCo3 communication. For multiple-language support,
create language destinations as mentioned in this step.
Example 7-1: Destination names for an SAP system ID

For an SAP system ID TW6, the customer supports languages English,
German, and French. The destination names for TW6 should be the
following.
• VIMPOOL_TW6
• VIMPOOL_TW6_EN
• VIMPOOL_TW6_DE
• VIMPOOL_TW6_FR
6. For multi-client support of an SAP system ID, create the following mandatory
destinations:
Default Destination
Destination Name = VIMPOOL_<XX>
Configuration along with the client.
Language Destination
Destination Name = VIMPOOL_<XX>_<YY>
Configuration along with the client, and
Note: For the destination name, observe the naming convention as

specified in this step. The destination name is technically accessed in the
Approval Portal for JCo3 communication. For multiple-language support,
create language destinations as mentioned in this step.
Example 7-2: Destination names for an SAP system ID

For an SAP system ID TW6 with 800 and 400 clients, the customer supports
languages English, German, and French. The destination names for 800
and 400 clients of TW6 should be the following:
• VIMPOOL_TW6800
• VIMPOOL_TW6800_EN
• VIMPOOL_TW6800_DE

• VIMPOOL_TW6800_FR
• VIMPOOL_TW6400
• VIMPOOL_TW6400_EN
• VIMPOOL_TW6400_DE
• VIMPOOL_TW6400_FR
7.8.1.2.2 Creating an RFC destination on SAP NetWeaver Administrator
To create an RFC destination:
1. Configure the destination name

Launch SAP NetWeaver Administrator using the following URL:
2. Click the Configuration tab, and then click Destinations.
3. To navigate to the Destination Wizard, click Create in the Destination List.
4. Configure the RFC destination name, using the following parameters.
Hosting System
Enter the available Local NetWeaver Instance
Destination Name
Enter the destination names: VIMPOOL_<XX> and VIMPOOL_<XX>_<YY>
Configuration, and
Destination Type
Enter RFC.
5. Click Next.

6. Configure connection and transport security settings
In the Connection and Transport screen, provide the following information.

The necessary settings depend on which host you use.
For target (application) host
Target host
Enter the application host IP or DNS of the SAP S/4HANA system that is
connected to.
System number
Enter the system number of the SAP S/4HANA system that is connected to.
System ID
Enter the SAP SID of the SAP S/4HANA system that is connected to.
For message server
Message Server
Enter the message host IP or DNS of the SAP S/4HANA system that is
connected to.
Logon Group
Enter the logon group of the SAP S/4HANA system that is connected to.

Click Next.
7. Configure logon data
On the Logon Data screen, configure logon data, using the following
parameters:
Authentication
Enter Technical User.
Language
For the default destination VIMPOOL_<SID>, you can enter any default
language. For a language destination like VIMPOOL_<SID>_<LANGUAGE>,
enter the respective language, for example DE in case of VIMPOOL_TW6_DE.
Client
Enter the client number of the SAP S/4HANA system that is connected to.
User Name
Enter the CPIC user name that is used to connect to SAP S/4HANA.
Password
Enter the CPIC user password that is used to connect to SAP S/4HANA.
Click Next.
8. Configure specific settings

In the Specific Settings screen, configure the Pool Settings, based on your
requirements. This refers to the following parameters:
• Pooled Connection Mode

• Max. Connections
• Pool Size
• Max. Wait Time in ms
Click Finish.
7.8.1.3 Mobile Configuration

Click the Mobile Configuration tab.

In the Mobile Configuration tab, you configure the Mobile Approval Portal. See
“Configuring the Mobile Approval Portal” on page 213.
7.8.1.4 Configuration
With VIM 7.0 and higher, you configure fields and buttons of the Approval Portal
inside SAP S/4HANA. See Section 11.4.12 “Configuring fields for Invoice Approval”
in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Click the Configuration tab.
With VIM 7.5 SP3 and higher, the Configuration tab of the Approval Portal is split
into four sections.
• General Configuration
• Security Configuration
• Image Configuration
• UX Configuration

Configure the following parameters for the Approval Portal:
General Configuration
Profit Segment
Select YES if you want to enable a Profit Segment button in the Processing
Invoice page. See Section 9.9 “Entering accounting information” in OpenText
Vendor Invoice Management for SAP Solutions - User Guide for Invoice Solution
(VIM-UGD). For configuration aspects of the profitability segment, see Section
11.10 “Configuring the profitability segment feature” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIM-
CGD).
Limitations for the Profit Segment dialog box
• Either the Item Amount or Percentage field must have a value.

• The INVOICE_DOC_ITEM field must be enabled for the Line Item /
Additional Accounting Entry sections.
• INVOICE_DOC_ITEM cannot be blank. It must provide a unique
number that associates the item with the Profit Segment to be saved.
• A new line item must be saved by saving the invoice, before the
corresponding Profit Segment can be saved.
Special Handling
Select Yes if you want to use Special Handling. The Approval Portal will display
the Handling Instruction link on the Basic Data tab.
For more information, see Section 9.6 “Viewing and adding handling
instructions” in OpenText Vendor Invoice Management for SAP Solutions - User
Guide for Invoice Solution (VIM-UGD).

Domain (Standalone WAS WebApproval Portal & Mobile Portal)

Enter the authentication domain for users. This is needed if you want to install
the Approval Portal or the Mobile Approval Portal on Unix or Linux. See Section
16.8 “Supporting installation of the standalone NWAS Portal and Mobile
Approval Portal on Unix or Linux” in OpenText Vendor Invoice Management for
SAP Solutions - Installation Guide (VIM-IGD).
Search Help Maximum No. of Hits

Specify the maximum number of hits that are returned from SAP S/4HANA for
the Search Help in the line level, for example G/L Account. The default value is
100.
History Count for SAP System

The Approval Portal provides this setting to improve the performance of the
Approval Portal during History operations.
Enter the number of invoices that are loaded when the user clicks the More
Invoices link in the History. This feature is applicable only for the History, not
for the Inbox and History search criteria.
The default value is 10. If you enter zero or space, the Approval Portal will load
all records of the respective user. That means, you turn off the History Count
feature.
The More Invoices link is not available if one of the following conditions apply:
• The History Count value is higher than the History invoices count
• There are no more invoices in the History.
Request Timeout (in milliseconds)

Configure the timeout of the Approval Portal web requests.
Note: The default value is 300000 milliseconds. OpenText recommends a

minimum timeout of 300000 milliseconds.
Display Warning Message for Unsaved Cost Assignment Data

Select this check box to display a warning message if the user performs changes
and then switches from the Cost Assignment tab to a different tab or work item
without saving.
Limitations
• This feature is only implemented for Non PO invoices.
• The user might revert unsaved data back to the original field values. In this
case, the original data is not tracked. The warning message for saving the
data appears nevertheless.
• The warning message is only displayed when the user tries to switch
between tabs or to a new work item in the inbox from the Cost Assignment
tab.

RFC Logging Level

Using this setting, you can log the input parameters passed to the RFC. You can
also log the output data that is returned by the RFC. In the RFC Logging Level
list, click the appropriate log level.
• To turn off this feature, click NONE.

• To log all RFC communications, click ALL.
• To select multiple log levels, use the CTRL or SHIFT key when clicking. This
is not available for NONE and ALL.
Choose Fields for Bulk Mode

Starting with VIM 7.5 SP6 (VIM 7.0 SP10), you can customize the fields that are
available to the user for bulk mode. Only administrators can configure bulk
mode fields.
Bulk fields are supported only from the /ORS/INVOICE_HDR structure of the /
OPT/OAP_GET_INVOICE_DETAIL RFC. By default, all important fields from the /
ORS/INVOICE_HDR structure of the /OPT/OAP_GET_INVOICE_DETAIL RFC are
added.
To search for fields, type in the Choose Fields for Bulk Mode field and click
Add to add the search result to the Displayed Bulk Mode Fields list. You can
add up to 10 bulk mode fields.
If you want to add new bulk mode fields, which are not available in the Choose
Fields for Bulk Mode list, you must modify all property files with the following
format:
<Technical Name>=<field description>
Example: VENDOR_NAME=Vendor Name
Notes
• For the new bulk field, use the field from the /ORS/INVOICE_HDR
structure of the /OPT/OAP_GET_INVOICE_DETAIL RFC.
• In the Lang_EN.properties file, make sure that the new entries are
present between bulkFieldsStartKey=0 and bulkFieldsEndKey=1.
• Modifying the properties files is also necessary if you want to change the
description of the available bulk fields.
Displayed Bulk Mode Fields
By default, 6 fields are displayed in the Displayed Bulk Mode Fields list.
To change the sort order, use the up and down arrow buttons next to the list.
To remove the selected bulk mode field from the Displayed Bulk Mode Fields
list, click Remove.
To reset the bulk mode fields to the default fields, click Reset.
To have the configured bulk mode fields displayed in all users’ bulk mode
inboxes, save the configuration and reinitialize the application.

Initial Sorting Preference Display

With VIM 16.3.1, this field has been introduced. You can use it to configure the
Initial Sorting preference on the Personalize page in the Approval Portal.
The default value of the field is NO. If you set the value to YES, the Initial Sorting
preference is displayed on the Personalize page in the Approval Portal.
Security Configuration
Enable CSRF and X-FRAME-OPTIONS

Select this check box to enable the security features implemented to prevent
security vulnerabilities like Cross Site Request Forgery (CSRF) and “Click
Jacking”.
Portal Host(s) List
This is a security feature, only valid for the SAP NetWeaver Portal scenario. This
list represents the white list of the SAP NetWeaver Portal (NWP) server with an
AppIntegrator iView linked to the Approval Portal J2EE application.
If the NWP is not in this list and a user tries to access it, the user will get a
message: “Login Error- Authentication Failed”.
WhiteList Configuration
Select this check box to enable the white list feature.
Add
Enter the DNS or IP of the NWP to be in the white list and click Add.
Reinitialize the application to get the new value.
Remove
Select an entry in the Portal Host(s) List and click Remove to remove the
entry from the list. Reinitialize the application to get the new value.
Image Configuration
Image Display Type

Specify how the Archive Server is configured: Select URL or JPEG(TIF). Most of
the systems are configured to use URL.
Attachments File Size (in kb)
You can add attachments to the invoice from the Approval Portal. Enter the
maximum size of files that can be attached. Example: 10240, which means 10
MB.
Note: Maximum allowed value is 10240, which means 10 MB.
Document Types Supported For Attachments
To configure document types for attachments:
1. Enter the file extensions of the document types you want to support for
attachments, separated by comma.

For attachments, the Approval Portal only supports the Microsoft Office
document types doc, docx, xls, xlsx, ppt, pptx as standard document
types.
Note: You must customize the specified document types and file
extensions in the SAP/VIM backend customizing accordingly. For
more information, see Section 3.3 “Required customizing for
additional attachment upload in the Invoice Approval process” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration
2. If you want to configure any additional Microsoft Office document types,

perform the following steps:
a. Navigate to <Approval_Portal_installdir>/invoiceCfg and open

the mime.types.properties file.
b. Add an entry for the respective Microsoft Office document type in the
format <file extension> = application/<file extension> at the
end of the file.
Example: If you want to add the msg (Microsoft Outlook message) file
extension, add the entry msg = application/msg.
c. Reinitialize the application, see “Administration” on page 181.
Note: After reinitializing the application, you might still be

unable to upload files of the configured document type. In this
case, restart the Approval Portal application. See “To restart the
Approval Portal application (NetWeaver 6.0 or 7.0):“ on page 205
or “To restart the Approval Portal application (NetWeaver 7.3 and
7.4):“ on page 206.
UX Configuration
Select First Work Item at the Start of Application

Select this check box to automatically load the details of the first invoice when
the Approval Portal starts. This is the default behavior of the Approval Portal.
Clear the check box to configure that the details of the first invoice are not
loaded automatically when the Approval Portal starts.
Note: However, for all other inbox-refreshing scenarios (for example, if

you click the inbox icon), the details of the first invoice are loaded
automatically.
Enable Coding Templates
Starting with VIM 7.5 SP3, the Approval Portal allows coders to download
(export) the line item data of an invoice in Microsoft® Excel® format. Coders can
edit the downloaded coding template and upload it to the invoice again, using
this feature.

Note: The coding templates feature has been tested on Windows.
Select the Enable Coding Templates check box to enable the coding templates
feature. By default, the check box is selected.
With coding templates enabled, the Cost Assignment tab provides the following
additional buttons:
• Export Coding
• Upload Coding
Limitations
• Using coding templates, a user can upload a maximum of 50 line items. More
than 50 line items are not supported.
User notes
• For an invoice, a user should only upload the coding template that was
downloaded from that invoice.
• The 1st row of the downloaded coding template is hidden. It contains
the column metadata. The 2nd row displays the column titles. To
properly upload the coding template, users should not edit or delete
these two rows. Users should only do the coding from the 3rd row on.
• The coding templates feature is applicable only for coders.
• In the downloaded Excel file, for the newly added line items, the user
should leave the INVOICE_DOC_ITEM field blank. After uploading the
Excel file, this field is automatically populated with the last line item
number. When saving the changes, the INVOICE_DOC_ITEM field is
automatically generated.
• In the downloaded Excel file, for the newly added line items, the user
might fill the INVOICE_DOC_ITEM field with the existing line item
number. During upload of the Excel file, the additional accounting data
of the respective line item is copied to this line item.
Save
Click this button to save the configuration.

7.8.1.5 Administration
The Administration tab allows you to perform Administration tasks on the
application. It also tells you the Version and the Build Date of the application.
Click the Administration tab.
Reinitialize Application
Click this button to reinitialize the application. This is necessary after you
changed the configuration or if you change the language resource files. See
“Changing language resources” on page 201 for more details.
7.8.2 Configuring Approval Portal for launching on Fiori

Launchpad
You can use the VIM Approve Invoices Fiori app for approval and the VIM Enter
Cost Assignment Simple Fiori app for coding. There are some features available in
Approval Portal that are not available in these Fiori apps. Approval Portal is
developed using HTML5 and JavaScript technologies. Therefore it is possible to
integrate Approval Portal as a tile in Fiori Launchpad.
Along with Web Approval Portal, you can integrate Mobile Approval Portal as a tile
in Fiori Launchpad.
Fiori Launchpad is an interface to launch SAP Fiori apps and other applications as
tiles on mobile and desktop devices. Each tile represents an application that the user
can open.
You configure Approval Portal as a tile in Fiori Launchpad using the following tools:
• SAP NetWeaver Portal Administrator

• SAP Gateway
• Fiori Launchpad
• Approval Portal Admin Console
• VIM Chart of Authority (COA)
Note: To enable this feature, no code changes are necessary. Configuration is

sufficient.

Existing Approval Portal (new UI) customers running on SAP standalone WAS or
SAP NetWeaver Portal can enable this feature with additional installation of SAP
Gateway Front-End Server. The minimum requirement version is SAP Gateway
Foundation 7.40 (AddOn SAP_GWFND).
For standalone WAS Approval Portal, use single sign on users for Fiori Launchpad
access and create them on the SAP Gateway Front-End Server or the other way
round.
For SAP NetWeaver Portal, portal or ABAP UME users for Approval Portal must
exist on SAP Gateway Front-End Server or the other way round. Additionally, the
same users must be available in the VIM Chart of Authority (COA) (/n/opt/ar_coa
table) in the Windows_ID column instead of the SAP Portal column.
If you perform a new installation of Approval Portal, see Section 16 “OpenText

Approval Portal installation” in OpenText Vendor Invoice Management for SAP
Solutions - Installation Guide (VIM-IGD) and follow the description in this section.
Example 7-3: Sample use case
Approver1 is an SAP user created on SAP Gateway Front-End server for Fiori
Launchpad access.
Approver1 must exist on Portal UME from data source of ABAP UME or
LDAP.
Approver1 must be available in the VIM COA table (/n/opt/ar_coa) as a

mapped user in the Windows_ID column.
Figure 7-3: Approval Portal on Fiori Launchpad landscape
You can integrate Web and Mobile Approval Portal (new UI) on Fiori Launchpad in
one of the following ways:

• Semantic object navigation

• Without semantic object navigation (direct link)
7.8.2.1 Integrating Approval Portal with semantic object navigation

Semantic object navigation allows you to create VIM Approval Portal Fiori apps
(Web Approval Portal app and Mobile Approval Portal app) on Fiori Launchpad
with tile configuration and target mapping. Semantic object navigation helps you to
access the Web and Mobile Approval Portal app like other VIM Fiori apps built
using SAP UI5 technology. The Web and Mobile Approval Portal app is rendered as
an intent view on Fiori Launchpad. It navigates to Fiori Launchpad home using the
back-navigation.
Note: Signing out from Fiori Launchpad does not sign out the Web and Mobile
Approval Portal session user. For access by a different user, open a new
browser session and launch Fiori Launchpad.
You configure the semantic object navigation in the following areas:
• “SAP Gateway Front-End server” on page 183

• “SAP Fiori Launchpad Designer and Portal” on page 189
• “SAP NetWeaver Portal Administrator” on page 193
• “Approval Portal Admin Console and VIM Chart of Authority” on page 195
7.8.2.1.1 SAP Gateway Front-End server
When creating tiles in Fiori Launchpad, the application must use target mapping of
other SAP Fiori apps. Perform the following procedures:
To create Launchpad role, Launchpad instance and application alias:
1. Sign in to SAP Gateway server with administrator rights and run the LPD_CUST
transaction to create Launchpad role and Launchpad instance. Click New
Launchpad in the application toolbar.
2. In the Enter Values for a new Launchpad dialog box, configure the new
launchpad using the following parameters:
Role
Web Approval Portal app

Enter ZAPPROVAL.
Mobile Approval Portal app

Enter ZMAPPROVAL.
Instance
Enter TRANSACTIONAL.

Description
Enter a meaningful description, for example:
Enter Approval Portal Launchpad Instance.
Enter Mobile Approval Portal Launchpad Instance.
Namespace
Enter any custom namespace.
Type of Launchpad
Enter Standalone Launchpad.
3. To navigate to Application creation screen, double-click the new role.

navigates . Click New Application.
On the right side of the screen, the Link Text box, Application Type area, and
Application Parameter areas are displayed.

Figure 7-4: Web Approval Portal app

Figure 7-5: Mobile Approval Portal app
4. Configure the new application, using the following parameters:
Link Text
Enter description text of the application.
Application Type
Select URL.
URL
Enter http:<Host>:<Port>/vimportal/wapp.html
Example: http://wtlr3w01.opentext.net:50000/vimportal/wapp.
html

Enter http:<Host>:<Port>/vimportal/mapp.html
Example: http://wtlr3w01.opentext.net:50000/vimportal/mapp.
html

Note: The application URL that you define here is the same for both
Approval Portal Standalone WAS and NetWeaver Portal scenario.
5. To enter additional parameters, click Show Advanced (Optional) Parameters.
Figure 7-6: Web Approval Portal app

Figure 7-7: Mobile Approval Portal app
6. Enter the Application Alias. Leave the rest of the Portal Parameters as default.
If you want to customize parameters, see the SAP Fiori Launchpad
Configuration Guide.
7. Save the configuration.
To create semantic objects:
1. Run the /UI2/SEMOBJ transaction and change to edit mode.

2. Click New Entries to enter the following parameters.
Semantic Object
Enter ZVIMJAVA.
Enter ZVIMMJAVA.
Semantic Object Name

Enter ZVIMJAVASEMOBJ.
Enter ZVIMMJAVASEMOBJ.

Semantic Object Description

Enter a meaningful description, for example Standalone WAS Semantic
Object.
3. Save the entries.
7.8.2.1.2 SAP Fiori Launchpad Designer and Portal
This section describes how to create catalogs and tiles in Fiori Launchpad Designer.
The created catalogs are assigned to users with role personalization. Finally,
Launchpad users see the Fiori apps based on their role.
SAP Fiori Launchpad Designer
To create catalog and tiles in Fiori Launchpad Designer:
1. Sign in to Fiori Launchpad Designer with administrator rights using the

following URL:
http://<host>:<port>/sap/bc/ui5_ui5/sap/arsrvc_upb_admn/main.
html?scope=CUST
2. Create catalog
Make sure that you are in the Catalogs section. Click the plus icon in the footer
of the screen.
In the Create Catalog dialog box, click Standard. Define the new catalog using
the following parameters:
Title

Enter Approval Portal Standalone WAS

Enter Mobile Approval Portal Standalone WAS.
ID

Enter ApprovalPortal.

Enter MobileApprovalPortal.
4. Create tile
Click the plus icon on the empty tile and select the App Launcher - static tile.

In the Navigation area, enter the following details:
Title

Enter OpenText Approval Java Portal.

Enter OpenText Mobile Approval Java Portal.
Subtitle
Standalone WAS Portal
Use semantic object navigation

Select this check box.
Semantic Object

Enter ZVIMJAVA.

Enter ZVIMMJAVA.
Action
DISPLAY
6. Using backward navigation, access the home screen.
7. Create target mapping

Click the Target Mapping icon.
In the Approval Portal Standalone WAS screen, in the footer, click Create
Target Mapping.

8. In the Target area, configure the target mapping using the following
parameters:
Semantic Object
Enter ZVIMJAVA.
Enter ZVIMMJAVA.
Action
Enter DISPLAY.
Application Type
Select SAP Fiori App using LPD_CUST
Launchpad Role
Enter ZAPPROVAL.
Enter ZMAPPROVAL.
Launchpad Instance
Enter TRANSACTIONAL.
Application Alias
Enter VIMJAVA.
Enter VIMMJAVA.
Device Types
Select the Desktop, Tablet, and Phone check boxes.

To create a role and to assign catalog and tiles to the Fiori Launchpad users:
1. Sign in to the SAP Gateway Front-End server. Run the PFCG transaction and
create a Single Role.
2. On the Menu tab, click SAP Fiori Tile Catalog.
3. In the Assign Tile Catalog dialog box, select the Catalog ID that you have
created on Fiori Launchpad Designer.
4. On the User tab, assign the user to the role.

Note: This is the same user as for signing in to Fiori Launchpad.
SAP Fiori Launchpad Portal

In this step, you sign in to SAP Fiori Launchpad Portal with the user that you
assigned the role to on SAP Gateway Front-End server.
To personalize Fiori apps and to launch the Fiori app:
1. Sign in to SAP Fiori Launchpad Portal with the following URL:

http://<host>:<port>/sap/bc/ui5_ui5/ui2/ushell/shells/abap/
Fiorilaunchpad.html
2. Personalize your Fiori apps to Fiori groups by editing.
a. Click Personalize Home Page at the bottom of the screen.

b. Filter the catalogs using the dropdown list on the home screen.
c. Select the Fiori app created for Web Approval Portal or Mobile Approval
Portal.
3. Launch the Fiori app.

Go back to the home screen and double-click the Fiori app created for Approval
Portal.
An authentication dialog box opens. To avoid this, follow the description in
“SAP NetWeaver Portal Administrator” on page 193.
Approval Portal is rendered on the same screen.
7.8.2.1.3 SAP NetWeaver Portal Administrator
This section builds a trust relationship between SAP Gateway Front-End Server and
the SAP NetWeaver Portal J2EE engine by import and export of certificates. This
section also describes how to avoid authentication dialog boxes that are opened
when the Web Approval Portal Fiori app or the Mobile Approval Portal Fiori app is
clicked.
To import and export certificates:
1. Sign in to SAP Gateway Front-End Server and run the STRUSTSSO2 transaction.
Click the System PSE folder and then click on the Subject certificate link to
display the complete certificate. To export the certificate, click Export
Certificate.

2. Sign in to SAP NetWeaver Portal Administrator with administrator privileges

using the following URL:
http://<host>:<port>/nwa
On the Configuration tab, click Trusted Systems.
3. Click Add Trusted System and then click By uploading the certificate
manually.
4. Enter the SystemID of the trusted system and upload the certificate that you
have exported from SAP Gateway Front-End Server. Click Next to complete the
configuration.
5. To avoid unwanted authentication dialog boxes for single-sign-on access,

remove the Authentication Template for the application deployed on the Web
Approval Portal and the Mobile Approval Portal. For more information, see “To
remove the Authentication Template for the application deployed on the
Approval Portal:“ on page 195.

To remove the Authentication Template for the application deployed on the

Approval Portal:
1. Sign in to SAP NetWeaver Portal Administrator. On the Configuration tab,

click Authentication and Single Sign-On.
2. Search for Type Web and Policy Configuration Name *opentext*.
3. On the Authentication Stack tab, in the Used Template list, click the empty
selection.
4. In the Login Modules area, remove the listed Login Module Names.
5. Save your changes.
7.8.2.1.4 Approval Portal Admin Console and VIM Chart of Authority
To check the Domain setting in the Approval Portal Admin Console and the
Chart of Authority:
1. Open the Approval Portal Admin Console. For more information, see
“Configuration” on page 174.
2. On the Configuration tab, make sure the value of Domain (Standalone WAS
WebApproval Portal & Mobile Portal) is set to OPTURA.
3. Sign in to the SAP S/4HANA system where VIM is installed and run the /OPT/
AR_COA transaction.
4. On the User Details tab, make sure the value in the Windows Domain column
is set to OPTURA.
5. To verify that the configuration was successful, sign in to the Fiori Launchpad
and click the Web Approval Portal Fiori app or the Mobile Approval Portal
Fiori app that you have created.

7.8.2.2 Integrating Approval Portal without semantic object navigation

(Direct Link)
Direct Link allows you to create an Approval Portal Fiori app (Web Approval Portal
app or Mobile Approval Portal app) on Fiori Launchpad with tile configuration and
target mapping. The Approval Portal app with Direct Link renders the Approval
Portal in a new tab.
Note: Signing out from Fiori Launchpad does not sign out the Approval Portal
session user. For access by a different user, open a new browser session and
launch Fiori Launchpad.
You configure Direct Link in the following areas:
• “SAP Fiori Launchpad Designer and Portal” on page 196

• “SAP NetWeaver Portal Administrator” on page 200
• “Approval Portal Admin Console and VIM Chart of Authority” on page 200
7.8.2.2.1 SAP Fiori Launchpad Designer and Portal
This section describes how to create catalogs and tiles in Fiori Launchpad Designer.
The created catalogs are assigned to users with role personalization. Finally,
Launchpad users see the Fiori apps based on their role.
SAP Fiori Launchpad Designer
To create catalog and tiles in Fiori Launchpad Designer:
1. Sign in to Fiori Launchpad Designer with administrator rights using the

following URL:
http://<host>:<port>/sap/bc/ui5_ui5/sap/arsrvc_upb_admn/main.
html?scope=CUST
2. Create catalog
Make sure that you are in the Catalogs section. Click the plus icon in the footer
of the screen.
In the Create Catalog dialog box, click Standard. Define the new catalog using
the following parameters:
Title

Enter Approval Portal Standalone WAS

Enter Mobile Approval Portal Standalone WAS

ID

Enter ApprovalPortal.

Enter MobileApprovalPortal.
4. Create tile
Click the plus icon on the empty tile and select the App Launcher - static tile.
In the Navigation area, enter the following details:
Title

Enter Approval Portal URL.

Enter Mobile Approval Portal URL.
Subtitle

Enter Approval Portal.

Enter Mobile Approval Portal.
Keywords
DISPLAY
Use semantic object navigation

Clear this check box.
Target URL

http://<host>:<port>/vimportal/wapp.html


http://<host>:<port>/vimportal/mapp.html
To create a role and to assign catalog and tiles to the Fiori Launchpad users:
1. Sign in to the SAP Gateway Front-End server. Run the PFCG transaction and
create a Single Role.
2. On the Menu tab, click SAP Fiori Tile Catalog.
3. In the Assign Tile Catalog dialog box, select the Catalog ID that you have
created on Fiori Launchpad Designer.
4. On the User tab, assign the user to the role.

Note: This is the same user as for signing in to Fiori Launchpad.
SAP Fiori Launchpad Portal

In this step, you sign in to SAP Fiori Launchpad Portal with the user that you
assigned the role to on SAP Gateway Front-End server.
To personalize Fiori apps and to launch the Fiori app:
1. Sign in to SAP Fiori Launchpad Portal with the following URL:

http://<host>:<port>/sap/bc/ui5_ui5/ui2/ushell/shells/abap/
Fiorilaunchpad.html
2. Personalize your Fiori apps to Fiori groups by editing.
a. Click Personalize Home Page at the bottom of the screen.

b. Filter the catalogs using the dropdown list on the home screen.
c. Select the Fiori app created for Web Approval Portal or Mobile Approval
Portal.
3. Launch the Fiori app.
Go back to the home screen and double-click the Fiori app created for Approval
Portal.
An authentication dialog box opens. To avoid this, follow the description in
“SAP NetWeaver Portal Administrator” on page 193.
Web Approval Portal or Mobile Approval Portal is rendered on the same
screen.

7.8.2.2.2 SAP NetWeaver Portal Administrator
Follow the description in “SAP NetWeaver Portal Administrator” on page 193.
7.8.2.2.3 Approval Portal Admin Console and VIM Chart of Authority
Follow the description in “Approval Portal Admin Console and VIM Chart of
Authority” on page 195.
Note: The Mobile Approval Portal app, configured as Launchpad tile, supports
the browsers as specified in the VIM Mobile Approval compatibility
specifications. For more information, see the Release Notes.
7.8.3 Configuring search helps with pre-filled values

You can enhance the configurable search helps in the Approval Portal to have pre-
filled values in the Search Help Fields. When the user clicks Search Help in the
Approval Portal, data is prepopulated in the Search Help Fields.
To configure the prepopulation, you must implement a custom function module in

the following Z constant:
Product Code
IAP
Constant
EXIT_SEARCH_HELP_FLT
Constant Value
/ORS/SEARCH_HELP_FIELDS_PREFIL
The interface of the custom function must be the same as the interface of the baseline
function /ORS/SEARCH_HELP_FIELDS_PREFIL:
FUNCTION /ORS/SEARCH_HELP_FIELDS_PREFIL.
*"-----------------------------------------------------------------
*"*"Local Interface:
*" IMPORTING
*" VALUE(SHLPNAME) TYPE SHLPNAME
*" VALUE(INVOICE_HEADER) TYPE /ORS/INVOICE_HDR OPTIONAL
*" VALUE(CURRENT_APPROVER) TYPE /ORS/UMOID OPTIONAL
*" TABLES
*" RETURN STRUCTURE BAPIRET2 OPTIONAL
*" FIELDLIST STRUCTURE /ORS/SEARCHHELP_FIELD_LIST
*" ACCT_DATA STRUCTURE /ORS/INVOICE_ACCT_DATA OPTIONAL
*" EXCEPTIONS
*" NOT_FOUND
*"-----------------------------------------------------------------
ENDFUNCTION.
The custom function is called from the standard RFC function /ORS/GET_SEARCH_
HELP_FIELDS.

In the TABLES parameter of the sample function module, the FIELDLIST field refers
to the structure /ORS/SEARCHHELP_FIELD_LIST. The fields Value and Display only
are added to this structure.
Value
This field is used to set the default value for the search field.
Display only
This field is an indicator that the search field value cannot be changed by the
user in the Approval Portal.
The custom function should fill these fields with appropriate values according to
your requirements.
Important
Any changes made by the logic in the custom function module to the fields
other than Value and Display only will result in unexpected results or errors.
7.8.4 Configuring multilingual support

Changing language resources and adding additional languages in the Approval
Portal requires some configuration, which is described in this section.
7.8.4.1 Changing language resources

All the texts on the end user screens are changeable for all languages. If there is a
need to change the text to suit your needs, perform the following steps:
To change language resources:
1. Navigate to the <Approval_Portal_installdir>/invoiceCfg and open up

the properties file that you want to edit, for example: Lang_DE.properties
2. Find the text that you want to change.
3. Change the text and save it.
When changing the text in an Editor without localization tool, use a Java
command to convert non-ASCII characters to Unicode representative format
(\u<XXXX>).
The Java command for converting is native2ascii.
Syntax: native2ascii [ inputfile ] [ outputfile ] -encoding encoding_name
For encoding-name, see http://docs.oracle.com/javase/8/docs/technotes/guides/
intl/encoding.doc.html.
Example: Converted German (Lang_DE.properties):
nonpo.invoice.hdr.due.date=F\u00e4lligkeitsdatum for the German word
“Fälligkeitsdatum”.
Java compiler and other Java tools can only process files which contain Latin-1
and/or Unicode-encoded characters (\u<XXXX> notation).

Example command: Java native2ascii -encoding UTF-8 "ori_utf-8-Lang_

DE.properties" Lang_DE.properties
Tip: You can also use any editor that can save as “Unicode Enabled”, for
example https://marketplace.eclipse.org/content/properties-editor.
4. Reinitialize the application, see “Administration” on page 181.
If you need additional help, contact OpenText Customer Support.
7.8.4.2 Configuring additional languages

The Approval Portal supports the following predefined languages:
• Czech (CZ)
• German (DE)
• English (EN)
• Spanish (ES)
• French (FR)
• Hungarian (HU)
• Italian (IT)
• Japanese (JA)
• Dutch (NL)
• Polish (PL)
• Portuguese (PT)
• Romanian (RO)
• Russian (RU)
• Slowakian (SK)
Note: The Slowakian translation does not include KPI Dashboard and
Central Reporting.
• Turkish (TR)
• Chinese (ZH)
This section describes the configuration to add another language than the
predefined. Therefore, you have to perform the following actions:
• Modify the Lang_Support.properties file

• Add a new Lang_<XX>.properties file
• Modify CSS styles
• Modify JavaScript for the Calendar popup

• Add the new language to the constant LANGUAGE

• Restart the Approval Portal application
To modify the Lang_Support.properties file:
1. Navigate to the installation directory, for example \usr\sap\<instance name>

\SYS\global\opentext\invoiceCfg.
2. Open the Lang_Support.properties file.
3. Add a key-value entry of the new language.
Example: If you want to add Swedish language, add the entry V=SV.
Note: This entry is a SAP language key pair. Check the SAP help for a list
of language key pairs.
4. Save and close the Lang_Support.properties file.
To add a new Lang_<XX>.properties file
1. Navigate to the installation directory.
2. Copy the existing Lang_EN.properties file and rename it to

Lang_<XX>.properties, where <XX> is the two-letter language code.
Example: For Swedish, the new file is named Lang_SV.properties.
3. Store the new file in the installation directory.
4. Open the new Lang_<XX>.properties file and translate the English strings into
the other language.
Convert non-ASCII characters to Unicode representative format, see Step 3
on page 201 in “Changing language resources” on page 201.
5. Save and close the Lang_<XX>.properties file.
For Approval Portal 7.5 and higher, there is no need to have a separate CSS
stylesheet for every language, like it was the case in prior versions.

To modify CSS styles:
1. Navigate to the application deployment folder, for example \usr\sap

\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.vim.
portal\VimPortalWeb\servlet_jsp\vimportal\root\styles; where <JC> is
the system number.
For NetWeaver 7.3 and 7.4 Portal, the folder is the following: \usr\sap
\<instance name>\J<System number>\j2ee\cluster\apps\opentext.com\
IM_APPROVAL_PORTAL7_0\servlet_jsp\vimportal\root\styles.
2. To modify any styles, perform the changes in the global CSS file.
• If the Approval Portal is deployed in SAP NetWeaver Application Server

Java, modify StyleOT.css .
• If the Approval Portal is deployed in SAP NetWeaver Portal, modify
StyleOTNWP.css.
Note: These changes will reflect in all languages.
You must include calendar popup strings in the new language to the
localization.js JavaScript file.
To modify JavaScript for the Calendar popup:
1. Download the ExtJS 4.2 package from Sencha (http://www.sencha.com/

products/extjs) and extract the archive to a local folder.
2. Navigate to the folder locale and open the specific file ext-lang-<xx>.js,
where <xx> is the two-letter language code.
3. Copy the coding parts for the override objects Ext.Date, Ext.picker.Date and
Ext.picker.Month (if existing).
4. Navigate to the application deployment folder, for example \usr\sap

\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.vim.
portal\VimPortalWeb\servlet_jsp\vimportal\root\script; where <JC> is
the system number.
For NetWeaver 7.3 and 7.4 Portal, the folder is the following: \usr\sap
\<instance name>\J<System number>\j2ee\cluster\apps\opentext.com\
IM_APPROVAL_PORTAL7_0\servlet_jsp\vimportal\root\script
5. Open the localization.js file.

6. Insert an else if clause for the new language and paste the specific coding
from the ExtJS locale file.
Note: If the locale file is not existing for the new language, copy the
default coding parts for English language and translate the text into the
new language.

7. For Swedish, as an example, copy the coding for Ext.Date and Ext.picker.
Date from file ext-lang-sv_SE.js into the new else if clause checking the
parameter langId==’SV’.
See Example 7-4, “Adapting the localization.js file for Swedish” for details.
Example 7-4: Adapting the localization.js file for Swedish

else if(langId == 'SV') {
if (Ext.Date) {
Ext.Date.monthNames = ["januari", "februari", "mars", "april",
"maj",
"juni", "juli", "augusti", "september", "oktober", "november",
"december"];
Ext.Date.dayNames = ["söndag", "måndag", "tisdag", "onsdag",
"torsdag", "fredag", "lördag"];
}
Ext.define("Ext.locale.sv_SE.picker.Date", {
override: "Ext.picker.Date",
todayText: "Idag",
minText: "Detta datum inträffar före det tidigast tillåtna",
maxText: "Detta datum inträffar efter det senast tillåtna",
disabledDaysText: "",
disabledDatesText: "",
nextText: 'Nästa månad (Ctrl + högerpil)',
prevText: 'Föregående månad (Ctrl + vänsterpil)',
monthYearText: 'Välj en månad (Ctrl + uppåtpil/neråtpil för att
ändra årtal)',
todayTip: "{0} (mellanslag)",
format: "Y-m-d",
startDay: 1
});
}
…
8. Save and close the localization.js file.
To add the new language to the constant LANGUAGE:
1. Run the SM30 transaction for table /PTGWFI/Z_CONST.

2. In Product Code IAP, in the Constant LANGUAGE, add the new language to the
Constant Value as a comma-separated single character.
Note: If you do not add the new language here, it will not appear at the
user's preferences.
To restart the Approval Portal application (NetWeaver 6.0 or 7.0):
For a description for NetWeaver 7.3 and 7.4, see “To restart the Approval Portal
application (NetWeaver 7.3 and 7.4):“ on page 206.
To include the new language into the application, you must stop and start the
application from Visual Admin.

1. In Visual Admin, navigate to Instance > Server > Services > Deploy.
2. Expand servlet_jsp.
3. Select the Approval Portal application.
4. Click Stop Application at the right of the window.
5. When the application is stopped, select it again and click Start Application.
6. Click OK to confirm.
Important
To make the language change effective, the end user must clear the
browser cache.
To restart the Approval Portal application (NetWeaver 7.3 and 7.4):
1. Log in to SAP NetWeaver Administration.
2. Navigate to Operations > Systems, and then click Start & Stop.

3. Click the Java Applications tab and mark the Approval Portal application.
4. Click Restart to restart the application.
Important
To make the language change effective, the end user must clear the
browser cache.
7.8.5 Configuring attachment support

You can add attachments to the invoice from the Approval Portal; see
“Configuration” on page 174. The original configuration in Visual Admin only
allows you to attach small files. So, you need to perform some configurations to
support bigger attachments. The following example is laid out for a maximum
attachment size of 10 MB.
To configure Visual Admin properties for attachment support (NetWeaver 6.0

or 7.0):
For a description for NetWeaver 7.3 and 7.4, see “To configure attachment support
(NetWeaver 7.3 and 7.4):“ on page 209.
1. Log in to Visual Admin.
2. Navigate to Instance > Server > Services > HTTP Provider.
3. Click the Properties tab.

4. Set the FileBufferSize value to 10485760.
5. Set the ServletInputStreamTimeout value to 180000.
6. Set the ServletLongDataTransferTimeout value to 120000.
7. Click Update.
8. Navigate to Instance > Dispatcher > Services > HTTP Provider.
9. Click the Properties tab.

10. Set the ReadBufferSize value to 10485760.
11. Click Update.
Note: You do not need to restart your cluster.
To configure attachment support (NetWeaver 7.3 and 7.4):
Note: By default, no adjustment should be necessary to support large file

attachments. If a file cannot be uploaded for any reason, apply the following
steps.
1. Log in to SAP NetWeaver Administration.
2. Navigate to Configuration > Infrastructure, and then click Java System

Properties.

3. Make sure Advanced Properties are displayed.
4. Click the Services tab, and mark HTTP Provider.
5. Change the value of FileBufferSize to 10485760.
Note: You do not need to restart your cluster.
7.8.6 Branding
You might need to change the logo of the Approval Portal. This section describes
how to do this.
Notes
• You must perform the same action when you are applying a new patch.
• OpenText recommends backing up the image or the files if you need to
apply a new patch.
The customer specific brand image must have the following size (in pixels) 328x24,
and the name headerbar_vendor_invoice_management.png.
To change the logo:
1. To rename the OpenText brand image headerbar_vendor_invoice_

management.png, navigate to the following directory:

Before rename:
• SAP NetWeaver Portal 7.0 branding image path:

<Drive>:\usr\sap\<instance>\JC00\j2ee\cluster\server0\apps
\opentext.com\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\VimPortal
\root\images\headerbar_vendor_invoice_management.png
• SAP NetWeaver Portal 7.3/7.4/7.5 branding image path:
<Drive>:\usr\sap\<instance>\JC00\j2ee\cluster \apps\opentext.com
\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\vimportal\root\ images
\headerbar_vendor_invoice_management.png
After rename:

\root\images\headerbar_vendor_invoice_management_old.png
<Drive>:\usr\sap\<instance>\JC00\j2ee\cluster \apps\opentext.com
\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\vimportal\root\ images
\headerbar_vendor_invoice_management_old.png
2. Copy the customer specific brand image to the following directory:

\root\images
<Drive>:\usr\sap\<instance>\JC00\j2ee\cluster\apps\opentext.com
\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\vimportal\root\images
3. Stop and start the application instance. For more information, see “To restart the
Approval Portal application (NetWeaver 6.0 or 7.0):“ on page 205 and “To
restart the Approval Portal application (NetWeaver 7.3 and 7.4):“ on page 206.

7.8.7 Releasing invoice locks when logging out from

Approval Portal
The configuration in this section supports SAP NetWeaver Portal 7.3, 7.4, and 7.5. It
is applicable for SAP NetWeaver Portal using standard SAP Logoff button for
logout. The configuration describes SAP NetWeaver Portal UME parameters with
the OpenText Approval Portal Redirect URL to release locks from the SAP table /
ORS/INV_LOCK during logout from SAP NetWeaver Portal. When closing the
browser, this configuration does not work, and locks are not released.
Important
OpenText strongly recommends that you validate and test this configuration in
the test system before moving to productive environments.
Notes
• For standalone WAS, no separate configuration is required.

• For SAP NetWeaver Portal, you must perform the following configuration.
To release invoice locks when logging out from Approval Portal:
1. Log on to SAP NetWeaver Portal with a user having the Administrator role.
2. In the application toolbar, click System Administration. Then, in the navigation
panel, click UME Configuration. Click the Open Expert Mode button at the
very right of the window.
The Expert View dialog box opens, showing UME parameters.
3. Search for ume.logoff.redirect as search string. The following parameters
are retrieved. Click the Modify button to enter the parameters:
ume.logoff.redirect.silent = false
ume.logoff.redirect.url = http(s)://<host>:<port>/vimportal/
LogOutServlet?nwpParam=X
<host> is the SAP NetWeaver Portal instance host where Approval Portal is
running
<port> is the SAP NetWeaver Portal instance port where Approval Portal is
running

7.9. Configuring the Mobile Approval Portal
4. Click Save to save the configuration. When the configuration parameters are
saved successfully, click Close Expert Mode.
5. Close all browser sessions and clear the browser cache, before testing the
configuration.
6. Launch Approval Portal in SAP NetWeaver Portal.
When invoices are loaded, click the logoff button.
The Redirect URL is called and clears the locks from SAP table /ORS/INV_LOCK
of the specific user. When locks are released, the URL redirects to the SAP
NetWeaver Portal standard logon page.
Troubleshoot- The following steps are applicable if this configuration does not work.
ing steps
1. If the browser tries to login again without a redirect to the SAP NetWeaver
Portal standard log on page, the browser cache is not cleared properly. Restart
the computer where the user is working and try again.
2. When the user logs off from the portal and tries to log on with the same user
and browser session, in some sporadic cases a blank screen is displayed. Log off
and log on again.
3. Repeat the procedure up to Step 3 but enter the following changed parameters:
ume.logoff.redirect.silent = true
ume.logoff.redirect.url = http(s)://<host>:<port>/vimportal/
LogOutServlet?nwpParam=Z
<host> is the SAP NetWeaver Portal instance host where Approval Portal is
running
<port> is the SAP NetWeaver Portal instance port where Approval Portal is
running
Save your settings and restart AS Java as mentioned in the SAP standard
documentation.
7.9 Configuring the Mobile Approval Portal

This chapter describes the configuration of the Mobile Approval Portal, an
enhancement to Invoice Approval. Users can approve their invoices, using a mobile
device, for example an iPhone, an iPad, or an Android smartphone. The Mobile
Approval Portal bases on HTML5.
Important
If you have not installed Web Viewer or Brava! View, OpenText recommends,
as a general advice, that you create PDF files from scanning and use the PDF
viewer that is installed on your computer for displaying invoice images.
You configure the OpenText™ Imaging Web Viewer (Web Viewer) settings of the
Mobile Approval Portal in the Approval Admin page, Mobile Configuration tab.
See “Configuring the Web Viewer integration” on page 214.

7.9.1 Introducing the Mobile Approval Portal interface

The Mobile Approval Portal login URL is http://<host name>:<port number>/
vimportal/mapp.html.
Example: http://server.opentext.local:50000/vimportal/mapp.html
The URL is very similar to the Approval Portal login URL. The Mobile Approval
Pages are loaded based on a browser user-agent.
The Mobile Approval Portal inbox is applicable only for approvers. Coding must be
completed. Delegated and Referred invoices are visible in the inbox.
For details on the end user perspective of the Mobile Approval Portal, see Section 10
“Approving invoices using the Mobile Approval Portal” in OpenText Vendor Invoice
Management for SAP Solutions - User Guide for Invoice Solution (VIM-UGD).
7.9.2 Configuring the Web Viewer integration

Mobile Approval Portal users can display invoices using OpenText Imaging Web
Viewer.
Important
If you have not installed Web Viewer or Brava! View, OpenText recommends,
as a general advice, that you create PDF files from scanning and use the PDF
viewer that is installed on your computer for displaying invoice images.
Web Viewer is a web application for displaying and printing documents in Web-
based scenarios and for appending comments to these documents. The documents
may be stored in OpenText Archive Center or other repositories.
On the Mobile Browser without Web Viewer, it is not possible to render TIFF
documents. JPG, PNG and GIF documents are supported to be shown in browser by
default. To support PDF documents, a specific browser-plugin or a separate viewer
app is needed.
However, Web Viewer is able to display TIFF documents on the Mobile Browser on
Mobile Approval Portal.
Web Viewer is installed on a web server. It generates HTML pages containing the
document to be displayed and sends them to the browser. The Web Viewer can be
used by any leading application server configured appropriately.
Web Viewer supports documents from the following products:
• OpenText™ Archiving and Document Access for SAP Solutions

• OpenText™ DocuLink for SAP Solutions
Limitation Web Viewer does not support MS Office documents.

Notes
• OpenText strongly recommends that you implement Web Viewer to display

images on the Mobile Approval Portal.
• For further information about Web Viewer, see OpenText Imaging Web Viewer
- Installation and Configuration Guide (CLWEBV-IGD), available on My
Support: http://knowledge.opentext.com/knowledge/cs.dll/Open/19644858
You configure the Web Viewer integration in the Approval Admin page, Mobile
Configuration tab. In particular, you must enter the Web Viewer server Host/IP and
Port of the Web Viewer, and enable the display of invoice images on your mobile
device.
To configure Web Viewer for the Mobile Approval Portal:
1. Open the Approval Admin page using the following URL: http://
<host>:<port>/vimportal/admin
2. Enter Administrator credentials:
For standalone NWAS 7.0/7.3/7.4

User with VIMIAdministrator role
For NetWeaver Portal 7.0/7.3/7.4

User with ApprovalPortal Admin role
3. On the Approval Admin page, click the Mobile Configuration tab.
4. Enter the following parameters of the Web Viewer:
• WebViewer Host/IP
• TomcatServer Port
If the Web Viewer server is hosted on a NetWeaver 7.3 or 7.4 instance, enter
the NetWeaver port.

Note: If the Mobile Approval Portal is accessed outside the firewall

and hosted with Virtual host, the TomcatServer Port parameter is not
required. For the WebViewer Host parameter, enter Virtualhost.
• Document Types require license for WebViewer
Enter document types, for example PDF.
The entered document types will be opened in the native browser plug-in
instead of the Web Viewer. You can enter multiple document types,
separated by commas.
Note: This feature is only applicable for the Mobile Approval Portal.
5. In the View Image Display list, select Yes.

7.9.3 Configuring mobile page fields

You configure fields and buttons of the Mobile Approval Portal inside SAP S/
4HANA. See Section 11.4.12 “Configuring fields for Invoice Approval” in OpenText
(VIM-CGD) and Section 11.4.12.4 “Configuring buttons” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIM-CGD).
Note: OpenText recommends configuring the following number of fields on

the mobile device:
• 5 to 10 fields on the Mobile Inbox (Invoice List Field)

• 5 to 10 fields on the Mobile Detail Page header (PO Header Fields and Non
PO Header Fields)
• 5 fields only for Cost Assignment (Accounting Assignment Fields) and Line
Item Fields
If you configure more fields, you might run into performance issues on mobile
devices.
7.9.4 Configuring regional settings

You configure regional settings, like language, decimal notation, and date format, on
the Personalization page of the Approval Portal. The other configurations on the
Personalization page are not relevant for the Mobile Approval Portal.
For detailed information on the Personalization page, see Section 9.14

“Personalizing your views of the Approval Portal” in OpenText Vendor Invoice
Management for SAP Solutions - User Guide for Invoice Solution (VIM-UGD).
To configure regional settings:
1. Log in to the Approval Portal using one of the following URLs:

For standalone NWAS 7.0/7.3/7.4/7.5

http://<host>:<port>/vimportal
For SAP NetWeaver Portal 7.0/7.3/7.4/7.5

http://<host>:<port>/irj/portal
2. Provide valid credentials for the respective portal.
3. In the Approval Portal, click Personalize. In the Personalization page, scroll to

Region and Language.
4. Select the Default Language, your preferred Decimal Notation, and your
preferred Date Format from the drop-down lists.

Chapter 8
Regular administration tasks for Invoice Solution
This part covers administration tasks that must be carried out regularly. These tasks
are not executed on a daily basis by an agent, but must be carried out by a
responsible to keep the business process running.
8.1 Changing the logical system on VIM tables

You might perform a system or client copy, for example, of production system data
into a test system. In this case, many VIM tables retain the original logical system
value. This can break some VIM functions. To replace the logical system name, VIM
provides a program:
Program name
/OPT/VIM_REPLACE_LOGSYS (no transaction code)
Selection screen
• Logical system From and To

• DP document ID
• Test mode check box
To replace the logical system, enter the name of the original logical system in the
From field, and enter the target value in the To field. You can perform the
replacement on specific DP documents by using the DP document selection. The test
mode, which is enabled by default, allows to review the potential replacement
results.
The results log is shown as output.
8.2 Running year end/month end procedure for

parked and DP documents
The processes mentioned in this chapter must be followed when the fiscal year ends.
This is not necessarily at December 31st but it is dependent on the fiscal year
variants that are used.
The processing of the documents differs based on the type of document:
• For DP documents, see “Changing the posting date for a bulk of DP invoices”
on page 221.
• For upgrade customers still using the deprecated NPO and PO parking
workflows, follow the guidelines in the VIM 7.5 documentation.

Chapter 8 Regular administration tasks for Invoice Solution
Notes
• During processing of the reports/transactions included in this procedure,

normal processing of the parked documents is not possible. So, these reports/
transactions have to run when no user is trying to create or process parked
documents in the system.
• Sufficient testing of the process has to be done in the development or testing
systems to make sure the parked invoices are carried over to the new fiscal
year correctly.
8.2.1 Customer advisory

The OpenText Vendor Invoice Management year end procedures for parked invoice
processing must be followed so that parked invoices can get carried over to the next
fiscal year.
Consider the following year end scenarios:
Standard DP processing without parked documents

Users can change the posting date in the VIM indexing screen for affected work
items.
Changing the fiscal year or fiscal month can result in the need to update the
posting date for many DP documents to move them into the new posting period.
For more information, see “Changing the posting date for a bulk of DP invoices”
on page 221.
Standard DP processing with parked documents
Users can change the posting date in the VIM indexing screen by using the
respective process option to access MIR4 for affected work items.
Do not update the posting date in MIR4 directly, always use the process option
in the VIM indexing screen.
Changing the fiscal year or fiscal month can result in the need to update the
posting date for many DP documents to move them into the new posting period.
For more information, see “Changing the posting date for a bulk of DP invoices”
on page 221.
Processing parked documents in the deprecated NPO parked process or PO
parked processing workflows
Upgrade customers continuing using the deprecated NPO parked process or PO
parked processing workflows need to check the documentation of VIM 7.5 for
information about year end processes. Do not use the report described in
“Changing the posting date for a bulk of DP invoices” on page 221 for these
processes.
OpenText recommends that you run the year end procedures for parked invoice
processing in a test environment before attempting them in your production
environment. This will allow you to resolve any issues that arise with Customer
Support so they don’t impact your fiscal year end activities.

8.2. Running year end/month end procedure for parked and DP documents
Fiscal year end procedures for parked invoice processing should only be run in your
production environment after the last posting period in the previous fiscal year is
closed and when no user is trying to create or process parked invoices in the system.
With the introduction of DP-based invoice approvals, DP documents have longer

processing cycles.
8.2.2 Changing the posting date for a bulk of DP invoices

VIM provides the Bulk Change of Posting Date for DP documents program. This
program allows you to perform a bulk change of posting dates of DP invoices to
avoid any issues with closed periods. The program updates DP invoices, except the
following:
• invoices with status Deleted, Obsolete, or Cancelled
Important
OpenText recommends doing tests of the report on a test system. OpenText
also recommends running the report when no users work on the system,
because this can cause unexpected values in the posting date field. There are no
locks for any objects implemented.
To change the posting date for a bulk of DP invoices:
1. Run the /OPT/DP_POST_DT_UPD transaction.

Settings
New Posting Date

This field is mandatory.
Test mode (display invoices)
This check box is selected by default. The invoices resulted from the search
are only displayed.
There is no VIM functionality available in the test mode but you can add
and change the displayed fields, using the standard SAP layout button.
Exclude empty posting dates
Select this check box only in special cases where the posting date is not
filled and should not be updated.
Document options – All ranges in this area are standard search criteria for DP
invoices.
2. To execute the bulk change, clear the Test mode check box and click .
A dialog box opens, asking for confirmation. In the dialog box, you still can
cancel the whole processing.
3. Confirm the execution.

All selected invoices are updated with the entered posting date and displayed
in a new view.
The bulk change also updates VIM Analytics and writes an entry in the process
logs.
8.2.3 Testing the year end procedure

OpenText highly recommends that you consider the following as you conduct your
testing for the year end procedure:
• Simulate various scenarios.

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

8.3. Archiving VIM information
8.3 Archiving VIM information

You can archive the DP invoices and the reporting data from Central Reporting.
Data archiving removes bulk data from the database. Bulk data is no longer required
in the system but must be retained accessibly. The old data can be written to and
retrieved from some storage system.
Important
OpenText recommends archiving data of the VIM tables only, when the data is
not required in everyday tasks and it is not relevant from auditing perspective.
Make absolutely sure that you run license reporting before you archive data.
Otherwise, you might lose data that is needed for license reporting. For more
information, see “Using the OpenText License Audit Report” on page 47.
Note: You must first archive all DP invoices from all connected SAP S/4HANA
systems before you run the archiving of the reporting data.
To archive DP invoices:
1. Run the standard SAP transaction SARA.
2. Use the archiving object /OPT/DOC to archive the DP invoices.
3. Follow the SAP standard archiving processes for the archive object /OPT/DOC.
Note: Starting with VIM 7.5 SP4, the archiving object /OPT/DOC is
enhanced to delete VIM change documents. This refers to the change
document tables CDHDR and CDPOS, key /OPT/VIM_IDXDAT.
The data from the following tables is archived:
• /OPT/VIM_1HEAD
• /OPT/VIM_1ITEM
• /OPT/VIM_1PROC

• /OPT/VIM_1WI_AGT
• /OPT/VIM_2HEAD
• /OPT/VIM_CWHTAX
• /OPT/VIM_HD_DP
• /OPT/VIM_HD_PO
• /OPT/VIM_MSG_T
• /OPT/VIM_PO_WIH
• /OPT/VIM_PO_WID
• /OPT/VIM_HD_NPO
• /OPT/VIM_NPO_WIH
• /OPT/VIM_NPO_WID
• /OPT/VIM_TITEM
• /OPT/VIM_WHTAX
• /OPT/VIM_1ATM_H
• /OPT/VIM_1BDCLOG
• /OPT/VIM_1LOG
• /OPT/VIM_1OCRLOG
• /OPT/VIM_1PO_DN
• /OPT/VIM_8HEAD
• /OPT/VIM_8LOG
• /OPT/AT_APPR_HIS
• /OPT/AT_LBA_LOG
• /OPT/CT_LG_EXC
• /OPT/CT_LG_HIST
• /OPT/CT_PMC_RG03
• /ORS/STACK_HDR
• /ORS/STACK_BODY
• /ORS/INV_ADD
• /ORS/INV_DATA
• /ORS/APPR_LOG
• /ORS/PS_ITEM
• /PTGWFI/M_PRKMTR
• /PTGWFI/F_PIRMTR

• /PTGWFI/F_BIRMTR
• /PTGWFI/F_BIRMWI
• /PTGWFI/F_DELINV
• /PTGWFI/F_LIXMWI
• /PTGWFI/F_LIXMTR
Note: The /OPT/VIM_LIC_VD table is not deleted using the standard

archiving because it is relevant for licensing.
To archive reporting data:
Note: You must first archive all DP invoices using the archive object /OPT/DOC
from all connected SAP S/4HANA systems before you run the archiving of the
reporting data.
1. Run the standard SAP transaction SARA.

2. Use the archiving object /OPT/REP to archive the VIM Central Reporting
information.
3. Follow the SAP standard archiving processes for the archive object /OPT/REP.
The data from the following tables is archived:
• /OPT/VT_ATM_SRC
• /OPT/VT_DOC_HEAD
• /OPT/VT_KPI_SRC
• /OPT/VT_KPI_SRCE
• /OPT/VT_WORKITEM
• /OPT/VT_WI_AGENT
• /OPT/VT_WI_AGNT

• /OPT/VT_WI_ACTN
• /OPT/VT_WI_STEPS
• /OPT/VT_DOC_H
• /OPT/VT_WI
• /OPT/VT_WI_ACTV
• /OPT/VT_WORK
8.3.1 Vendor data cleanup program

The vendor data cleanup program has been created to clean up VIM vendors based
on vendor and company code selection criteria. In the selection screen, you select the
vendors for whom the data is to be cleaned. The vendor cleanup program provides
the following modes:
Test mode
In test mode, the clean up program provides a list of DP documents that were
selected based on the selection criteria.
Execution mode
In actual execution mode, the DP documents are selected and cleaned as well.
There are two categories of tables: customizing tables and transaction tables:
Customizing table
For all tables categorized as customizing table, all entries matching the selection
criteria are deleted from the database table.
Transaction table
For all tables categorized as transaction table, the entries matching the selection
criteria are modified. The list of fields for that specific table is checked and these
fields are cleaned. No entries are deleted from transaction tables.
By default all item data is deleted for a specific DP document if it meets the selection
criteria. The following item data tables are cleaned for the DP documents that meet
the selection criteria:
• /OPT/VIM_1ACCT
• /OPT/VIM_1BLOCKS
• /OPT/VIM_CWHTAX
• /OPT/VIM_WHTAX
• /ORS/PS_ITEM
• /OPT/VIM_1ITEM
• /OPT/VIM_1PO_DN

The program provides built-in checks to ensure that only VIM specific data is
modified or deleted. The program also provides a specific authorization check. The
authorization object is J_6NIM_CA6.
If the SPROGRAM_CHECK_ACTIV Z constant is active, the program also checks for

access to the S_PROGRAM authorization object. For more information, see the entry
SPROGRAM_CHECK_ACTIV in Section 36 “Z constants for product code 002 and 009” in
OpenText Vendor Invoice Management for SAP Solutions - Reference Guide for Invoice
Solution (VIM-RGD).
To configure the vendor data cleanup program:
1. In the /OPT/CLNP_TABLST table, maintained with the SM30 transaction, maintain

the table list for the VIM transaction tables.
This table contains the list of tables that are affected by the program. This table
also indicates whether the table is to be processed as a customizing table or a
transaction table, using the indicator field BUS_IND - FLAG.
2. In the /OPT/CLEANUP_CFG table, maintain the list of fields that have to be
cleaned for each transaction table.
To run the vendor data cleanup program:
1. Start the program /OPT/VENDOR_DATA_CLEANUP, using the SE38 transaction.
2. On the selection screen, provide input, either a Vendor or a combination of

Vendor and Company Code.
3. Optional To run the program in test mode, select the Execute in Test mode check
box.
4. To delete customizing data only, select the Delete Customizing Data check box.
To delete transactional data, select the Clear Transactional Data check box.

To delete both data at the same time, select both check boxes.
5. To delete the transaction data for documents that are open, select the Delete
VIM Data for Open Docs check box.
For open documents, all active workflows are killed.
6. To run the program, click .
After running the program in execution mode, the status is updated to 92 - cleaned
upon vendor block.
Expected output for all customizing tables that are maintained in /OPT/CLNP_
TABLST
All relevant entries based on the selection criteria are deleted.
Expected output for all transaction tables

All relevant entries based on the DOCID and LIFNR fields are modified so that the
vendor specific business data is cleaned (all fields listed in /OPT/CLEANUP_CFG
as business).
For the following tables (item specific data), all entries relevant to the DOCID and
LIFNR fields are deleted:
• /OPT/VIM_1ACCT
• /OPT/VIM_1BLOCKS
• /OPT/VIM_CWHTAX
• /OPT/VIM_WHTAX
• /ORS/PS_ITEM
• /OPT/VIM_1ITEM
• /OPT/VIM_1PO_DN
8.3.2 Adjusting variants of archiving write programs

If using the SAP Information Lifecycle Management (ILM) feature for managing
archiving data, adjust the variants of the programs (/OPT/ARC_DP_WRITE and /OPT/
ARC_REP_WRITE) by clicking Archiving under ILM Actions.
For ILM configuration and more details, see Section 40.4 “Configuring ILM objects
for VIM archiving objects” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIM-CGD) and Section 2 “General Data
Protection Regulation (GDPR)” in OpenText Vendor Invoice Management for SAP
Solutions - Scenario Guide for Invoice Solution (VIM-CCS).

The ILM action Data destruction is also enabled. You can use it with data
archiving reports for /OPT/DOC and /OPT/REP.
When you implement the SAP note 2787893, the new node for destroying
attachments appears in the customizing.
You can customize the entry /OPT/V1001 for ILM object /OPT/DOC.

8.4 Clean up reports

8.4.1 Clean up of rerun rules data
To clean up the data from the DT BR wait table (/OPT/DT_BR_WAIT), use the report /
OPT/VIM_DATA_CLEANUP. Run the /OPT/CLEANUP transaction.
This report cleans up the data from table /OPT/DT_BR_WAIT for the selection criteria.
The DP documents that have workflow completed or cancelled or with status
obsolete are considered. You can run these reports once in a while to clean up the
data.
Run the report in test mode with the Test Run check box selected. Clear the check
box to run the report in actual mode.
8.4.2 Clean up of inbound data of IES

To clean up inbound data for documents processed from IES, use the report /OPT/
VIM_IES_CLEANUP, transaction /OPT/IES_CLNUP.
For the selection criteria, the report will consider the DP documents with main
workflow task status completed or cancelled and also obsolete documents.
Run the report in test mode with the Test Run check box selected. Clear the check
box to run the report in actual mode.

8.4. Clean up reports
Data from the following tables is deleted when the program is run:
• /otx/pf02_t_plex
• /otx/pf02_t_imgd
• /otx/pf02_t_imgf
8.4.3 Clean up of Ariba Network integration tables

If you are using integration with Ariba Network based on SAP Business Suite
Adapter, you can use the program /OPT/VIM_ARB_CLEANUP to delete older entries
from the stating tables.
The program has the following parameters on the selection screen:
Delete entries older than

Enter the time period in months, counted from the current date. Entries older
than that are deleted. Minimum months count allowed is 2.
Test run
To run the report in test mode, select this check box.

Data from the following tables is deleted when the program is run:
• /opt/et_arb_reg
• /opt/et_arb_trg
• /opt/vim_ccpark
• /opt/vim_ccparkn

Chapter 9
Troubleshooting and Monitoring
This part covers administration tasks for troubleshooting and monitoring. VIM
provides some helpful tools to monitor and administer VIM workflows. This part
also describes how to handle frequent abnormal functioning of workflows due to
missing or erroneous configuration in the role resolution or due to an invoice lock
happening during the approval process.
9.1 Security topics

This section provides an overview of security-related topics in VIM. Where
applicable, this section adds links to more detailed descriptions.
9.1.1 Technical security and authentication

ICC
ICC documentation discusses security topics related to ICC user authentication
and the data transfer between SAP systems and ICC. For more information, see
Section 5 “Configuring security” in OpenText Business Center Capture for SAP
Solutions - Administration Guide (CPBC-AGD).
Approval Portal
Browser authentication is possible through a single sign on mechanism like
SPNego and SAML. For more information, see Section 16.1.3 “System
architecture” in OpenText Vendor Invoice Management for SAP Solutions -
Installation Guide (VIM-IGD).
On the Configuration tab of the Admin console, a dedicated area Security
Configuration is available.
To prevent Click Jacking and Cross Site Request Forgery (CSRF), there is a
corresponding check box available on the Configuration tab of the Admin
console. For Click Jacking, the X-FRAME options have been restricted to same
origin. For more information, see “Configuration” on page 174.
If you deploy the Approval Portal inside of the SAP NetWeaver Portal,
NetWeaver user authentication will take place. For more information, see the
SAP documentation. In this scenario, two views are normally created, one for
approvals and one for administrative tasks like setting up server connections.
Make sure the roles are assigned to proper users.
In all deployment scenarios, SSL-based HTTPs communication is supported if
additional security is required.
Approval Portal, in both J2EE and NetWeaver portal deployment scenarios, runs
VIM application logic of all portal users using the same CPIC SAP user. For
more information, see Section 16.1.1 “Installation prerequisites” in OpenText
Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-IGD). To

prevent misuse of dialog transactions, OpenText recommends that you create

this user as a system user and not a dialog user.
Fiori-based applications for approval, coding, and exception handling
Fiori-based applications use SAP user authentication. The communication with
SAP S/4HANA backends is done with trusted RFC connections, with the
authenticated SAP user.
For more information, see Section 24.2 “User authorization” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution
(VIM-CGD).
9.1.2 Data and functional security

General authorization checks
When implementing VIM, OpenText recommends that you restrict the access to
administrative (configuration) transactions and utilities reports through SAP
authority checks like S_TCODE and S_PROGRAM. Ideally, invoice processors
should be restricted, in addition to the authorizations for standard SAP
transactions, to performing workflow items either from the SAP inbox or VIM
Invoice Workplace.
During invoice processing, running SAP transactions from within VIM can be
required. For example, posting of an invoice in dialog mode results into the call
of FB60 or MIRO transactions. The called standard transactions implement their
own authority checks. This is normally part of the project authorization concept,
but you can adjust it in the context of the implementation.
Roles and COA
VIM provides means to direct invoices to specific persons or groups, depending
on the invoice data. VIM roles are used in DP and invoice exceptions workflows.
The responsibility based (COA) setup is used in Invoice Approval. This helps to
ensure that the data gets processed by the right agents, and misuse chances are
minimized. For more information, see Section 4 “Roles” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution
(VIM-CGD), especially Section 4.1.4 “Maintaining Chart of Authority” in
Roles typically used for invoice processing are delivered in BC sets and are
normally created during VIM installation. This configuration must be verified
and restricted if needed, depending on your process.
Tip: The standard Refer to... dialog might allow invoice processors to
modify the agent list. This depends on the process option override settings.
Similarly, Invoice Approval has options that can allow to override the next
approver automatically. You must verify the use of these override options
and switch them off if they are unwanted.
COA maintenance authorization checks
The COA maintenance transactions for Invoice Approval allow you to restrict
the data that is displayed and maintained by checking authorization for

9.1. Security topics
company code and user groups (from SAP user master records). In addition,
using the authorization checks by company code allows to maintain COA in
parallel, as long as different maintaining users are responsible for different
company codes. For more information, see Section 6.2.2 “COA maintenance” in
VIM Invoice Workplace authorization checks

VIM Invoice Workplace provides the concept of action authority groups. For
more information, see Section 17.5 “Defining action authority groups for the
VIM Invoice Workplace” in OpenText Vendor Invoice Management for SAP
VIM Invoice Workplace supports several authorization checks that allow you to
restrict different functions. For example, you can restrict the use of other users’
view. When VIM Invoice Workplace is started, an authorization check is
performed. For more information, see Section 17.6 “Configuring scanning in
VIM Invoice Workplace” in OpenText Vendor Invoice Management for SAP
Note: Running actions in other users’ view may require you to have
additional SAP authorizations. In particular, this refers to the authorization
for the SWIA transaction and potentially for other workflow administration
functions. These checks are imposed by SAP if you are managing work
items of other users.
Reports authorization checks

VIM reports, including VIM Analytics and central reporting, allow you to
restrict the displayed data by checking authorization for company code. For
more information, see Section 6.2.1 “Reporting” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIM-
CGD).
Supplier Self Service authorization checks

Users of the SAP NetWeaver Gateway are grouped in roles. You must enhance
the roles with the authorizations contained in the authorization template /
IWFND/RT_GW_USER. For more information, see Section 23.1.3 “Configuring
Gateway users” in OpenText Vendor Invoice Management for SAP Solutions -
KPI Dashboard authorization checks

Access is limited to users that have a SAP user on the central SAP S/4HANA
system. For more information, see Section 29.3 “Authorizations” in OpenText
Solution (VIM-CGD).
Using Z constant KPI / DO_NOT_CHECK_BUKRS, you can configure that, for each
KPI Dashboard user, the company code authorization is checked. For more
information, see Section 29.4.10.6 “Company code authority check” in OpenText
Solution (VIM-CGD).

Note: For lists and descriptions of authorization objects that are available for
specific VIM components, see the subsections of Section 6.2 “Available
authorization checks” in OpenText Vendor Invoice Management for SAP Solutions
- Configuration Guide for Invoice Solution (VIM-CGD).
9.2 Monitoring VIM workflows

OpenText recommends monitoring the VIM workflows on a regular basis (daily or
weekly). This helps to quickly detect invoices or processes which are in trouble so
they can be handled timely. Use the standard SAP transaction SWI1 (Selection
Report for Work Items) to monitor the VIM workflows.
For VIM processes, the following workflow templates exist:
WS00275269
Document process workflow (from receiving the scanned invoice info until the
invoice is parked or posted or the document is marked as obsolete or duplicate)
WS00275260
Parked PO invoice workflow (from the time a PO invoice is parked until the
invoice is posted or deleted)
WS00275254
Non PO parked invoice workflow (from the time a Non PO invoice is parked
until the invoice is posted or deleted)
WS00275252
Web approval of parked invoice workflow (from the time an invoice is sent for
web approval action until approval is completed or invoice is fully rejected)
WS00275264
Blocked PO invoice workflow (from the time a PO invoice is blocked for
payment until it is released or cancelled)
WS00275266
Blocked PO invoice header level action workflow (from the time that a blocked
invoice is authorized for header level action until the action is completed or AP
sends back)
To monitor VIM workflows:
1. To access the Selection Report for Work Items, run the SWI1 transaction.

9.2. Monitoring VIM workflows
Type
F (for Workflow, also subworkflow)
Task
Click the multiple selection button to enter all workflows:
• WS00275269
• WS00275260
• WS00275254
• WS00275252
• WS00275264
• WS00275266
Date created
Enter date range.
Time created
Enter time range.
Tip: You can save the selection criteria as a variant. From the menu, click
Goto > Variants > Save as variant.

All VIM workflows that have been started during the specified interval are
displayed on the Work item selection screen.

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

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

9.2. Monitoring VIM workflows
The St (Status) column indicates the status of each individual step of the
workflow:
Ready for processing
In process, but not completed
Completed
Error
Click the icon next to a workflow step to display the agents who own this
work item (or possible or excluded agents).
5. A workflow might be in Error status.

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

In some situations, a workflow results in an error because the agent resolution fails.
SAP S/4HANA cannot determine a valid user ID for a workflow role. This kind of
error is called a role error. This chapter describes the following tasks:
• “Determining a role error in a workflow” on page 240

• “Restarting workflow after fixing a role error” on page 244
9.3.1 Determining a role error in a workflow

The following steps describe how to retrieve workflow instances with a role error.
To determine a role error in a workflow:
1. To access the Selection Report for Work Items, run the SWI1 transaction.

9.3. Solving a role error in a workflow
Type
F (for Workflow, also subworkflow)
Status
ERROR
Task
Click the multiple selection button to enter all workflows:
• WS00275269
• WS00275260
• WS00275254
• WS00275252
• WS00275264
• WS00275266
Date created
Enter date range.
Time created
Enter time range.


All VIM workflows with status Error that have been started during the specified
period are displayed on the Work item selection page.
4. To display details of a workflow instance, double-click the respective line.
In the Workflow log screen, click the button in the application tool bar to
display a list with technical details.
5. In the Workflow Log (View with technical details), click the highlighted Error
field to display the error messages generated by the system.

9.3. Solving a role error in a workflow
A role error is indicated with a message reading Error or exception

resolving role <...>.
6. In the Workflow Log (View with technical details), click the icon next to the
error indicator to view the workflow container.
The element ACTOR or Next Role indicates which role is causing the error. In
the example above, the error role is INFO_PROVIDER.
7. Fix the error, using standard SAP workflow debugging methods.

9.3.2 Restarting workflow after fixing a role error

After the role error has been corrected, you must restart the respective workflow
instance.
To restart a workflow after fixing an error:
1. To access the Workflow Restart After Error screen, run the SWPR transaction.
Task ID
Click the multiple selection button ( ) to enter all workflows:
• WS00275269
• WS00275260
• WS00275254
• WS00275252
• WS00275264
• WS00275266
3. To display all workflows in error status, click .

9.4. Releasing invoice lock for Invoice Approval
4. Select the workflow you want to restart and click the Restart workflow button.
If the workflow is restarted successfully, the entry in the Status column changes
from ERROR to STARTED.
9.4 Releasing invoice lock for Invoice Approval

The Invoice Approval process has a web front-end which approvers can log in to
approve invoices. In some cases, if the user closes the web browser window
incorrectly without logging out of an invoice, the invoice can be locked. As a VIM
workflow administrator, you can release a locked invoice.
To release an invoice lock for Invoice Approval:
1. Run the /ORS/RELEASE_LOCK transaction.
2. In the Invoice Lock Clean up program screen, enter the following information:
Invoice Type
• for Non PO invoices: BKPF

• for PO invoices: RMRP
Invoice Key
Enter the invoice key which is composed as follows:
• for Non PO invoices: <company code> + <invoice number> + <fiscal year>
Example: An invoice with company code 1000, invoice number 1900000036

and fiscal year 2009 results in the invoice key 100019000000362009.
• for PO invoices: <invoice number> + <fiscal year>
Test Only
Select this check box and click to display invoices that are currently
locked.
Tip: If you leave the Invoice Type and Invoice Key fields empty, all
currently locked invoices are displayed.
3. To release the lock, click .

A confirmation message is displayed.
9.5 Logging with change documents for DP

documents
Whenever a DP document is changed, the change is tracked with change documents
that store the information about the change, including the changed values. The
change documents are a general SAP function. You can use them to analyze the
performed changes.
VIM uses the change document object /OPT/VIM_IDXDAT to track the changes. There
are several standard SAP reports that you can use to view the existing change
documents, for example RSSCD100.
Notes
• When you archive and delete VIM data, as described in “Archiving VIM
information” on page 223, the change documents are also archived and
deleted along with the respective DP documents.
• The Chart of Authority (COA) also supports change documents. For more
information, see Section 4.1.4.6 “Logging with change documents” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide
for Invoice Solution (VIM-CGD).

9.6. Creating a PDF history log file
9.6 Creating a PDF history log file

You can use report /OPT/CR_PDF_LOG to create a PDF log file with history
information of the VIM process. For more details to the PDF history log in general,
see Section 33.3 “PDF history log” in OpenText Vendor Invoice Management for SAP
If configured properly, the PDF history log file can be created automatically at the
end of the VIM process, this means at the end of the DP document workflow.
However, in the following cases, it may be required to create the PDF history log file
manually:
• in case of an error
• in case of old scenarios (direct posting or direct parking)
• for testing purposes
To create a PDF history log file manually:
1. Run the /n/OPT/VIM_PDF_LOG transaction.

Alternatively, run the SA38 transaction with program /OPT/CR_PDF_LOG.
2. Enter selection criteria and processing options.
Selection Fields
Use these fields to select the DP documents for which a PDF history log
shall be created.
Processing Options
This section comprises the following fields:
Language Key
Select a language key to specify in which language the PDF history log
shall be created.

If no language key is selected, the language key from the PDF

customizing profile is taken.
Test mode
Select this check box if you want to test the PDF history log in display
mode only. It is neither archived nor linked to the DP document.
Note: For handling reasons, the test mode is supported for a

maximum of 5 DP documents only. Clear this check box if you
want to create the PDF history log, archive it and link it to the DP
document.
3. To create the PDF history log, click on the application toolbar.
Report output
Test mode
When running the report in test mode, you get a dialog box to enter printer
parameters.
Enter the OutputDevice. You can use printer LP01 for test purposes. To view the
PDF history log, use the Print preview button.
In the print preview, you can enter the function code PDF! to create a PDF
document of the PDF history log.
Real mode
When running the report with the Test mode check box cleared, a PDF history
log file is created, archived, and linked to the DP document and its SAP invoice.

9.7. Working with the application log
A final protocol informs you about any issues.
9.7 Working with the application log

This section describes how to create and display VIM application log.
Note: Some of the functions described here are standard SAP functions; see
SAP Help for more details.
9.7.1 Creating the application log

The application log is used to store various information mainly on irregularities.
The application log is also used to store any issues during the creation of the PDF
history log. For more information about the PDF history log, see Section 33.3 “PDF
history log” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
To view the application log, run the SLG1 transaction.
Use function module /OPT/VIM_APPLICATION_LOG to store the application log:

FUNCTION /opt/vim_application_log.
*"------------------------------------------------------------
*"*"Local interface:
*" IMPORTING
*" VALUE(OBJECTID) TYPE BALNREXT OPTIONAL
*" VALUE(LOG_POINT) TYPE /OPT/IC_LOGPOINT_DE
*" TABLES
*" MESSAGE TYPE BAL_T_MSG
*" EXCEPTIONS
*" LOG_HEADER_INCONSISTENT
*" LOG_NOT_FOUND
*" MSG_INCONSISTENT
*" LOG_IS_FULL
*" SAVE_NOT_ALLOWED
*" NUMBERING_ERROR
*"------------------------------------------------------------
Input parameters
OBJECTID
The Object ID is the currently processing document number, for example the DP
Document number, IDOC number, Work Item, or Financial Document number.
LOG_POINT
The log point is a unique identifier of the calling application or application area.
Using this value, you can identify the area that is generating the message.
MESSAGE
Actual system message that will be used to store.

9.7.1.1 Log point

The log point is a unique identifier for application or application area which helps in
finding the area that is generating the message. The log point determines the
program and screen from where the error is generated. Since the system is
maintained using Object and Sub-object, the log point also determines them.
To maintain log points:
1. Run the /n/OPT/IT_LOG_PNTV transaction.

2. To open, the Details view for a log point, double-click its line.
In case the log level is not maintained at Log Point level, you can maintain it at
Object and Sub-object level.
3. Therefore, run the /n/OPT/VIM_LOG_CFG transaction.
4. To open the Details view, double-click the appropriate line.

9.7.1.2 Object and SubObject

Every log entry is associated with an object and possibly with one of its sub-objects,
for example the object /OPT/VIM and the sub-object ICC. To maintain object and sub-
object, run the SLG0 transaction.
Select the Object Vendor Invoice Management and double-click Sub-objects in the
navigation panel.

9.7.1.3 Log classification

Log messages are classified in the following log levels:
Very important logs

all error messages
Important logs
all error and warning messages
Less important logs
messages of all types
9.7.2 Displaying log messages

You can view the log messages in a report or use a function module to display the
log.
To view log messages in a report:
1. Run the SLG1 transaction.

2. Supply the following parameters:
• Object
• Sub-object
• External ID: Enter the DP document number or the IDoc number.

3. Time restriction – Specify a date and time range to display the messages
generated in a particular period.
4. Log class – Specify the log class of the messages you want to display.
5. Click to execute your query.
To get the application log using a function module:
1. Use the function module APPL_LOG_DISPLAY to display the application log.

*"----------------------------------------------------------------------
*"*"Lokale Schnittstelle:
*" IMPORTING
*" VALUE(OBJECT) LIKE BALHDR-OBJECT DEFAULT SPACE
*" VALUE(SUBOBJECT) LIKE BALHDR-SUBOBJECT DEFAULT SPACE
*" VALUE(EXTERNAL_NUMBER) LIKE BALHDR-EXTNUMBER DEFAULT SPACE
*" VALUE(OBJECT_ATTRIBUTE) DEFAULT 0
*" VALUE(SUBOBJECT_ATTRIBUTE) DEFAULT 0
*" VALUE(EXTERNAL_NUMBER_ATTRIBUTE) DEFAULT 0
*" VALUE(DATE_FROM) LIKE BALHDR-ALDATE DEFAULT SY-DATUM
*" VALUE(TIME_FROM) LIKE BALHDR-ALTIME DEFAULT '000000'
*" VALUE(DATE_TO) LIKE BALHDR-ALDATE DEFAULT SY-DATUM
*" VALUE(TIME_TO) LIKE BALHDR-ALTIME DEFAULT SY-UZEIT
*" VALUE(TITLE_SELECTION_SCREEN) DEFAULT SPACE
*" VALUE(TITLE_LIST_SCREEN) DEFAULT SPACE
*" VALUE(COLUMN_SELECTION) LIKE BALDISP STRUCTURE BALDISP DEFAULT
*" '11112221122 '
*" VALUE(SUPPRESS_SELECTION_DIALOG) DEFAULT SPACE
*" VALUE(COLUMN_SELECTION_MSG_JUMP) LIKE BALDISP2-MSG_JUMP DEFAULT
*" '1'
*" VALUE(EXTERNAL_NUMBER_DISPLAY_LENGTH) TYPE I DEFAULT 20
*" VALUE(I_S_DISPLAY_PROFILE) TYPE BAL_S_PROF OPTIONAL
*" VALUE(I_VARIANT_REPORT) TYPE SY-REPID DEFAULT SPACE
*" EXPORTING
*" VALUE(NUMBER_OF_PROTOCOLS) LIKE SY-DBCNT
*" EXCEPTIONS
*" NO_AUTHORITY
*"-----------------------------------------------------------------------
2. Enter (at least) the following parameters:
• OBJECT
• SUBOBJECT
• EXTERNAL_NUMBER
• DATE_FROM
• SUPPRESS_SELECTION_DIALOG: enter X.

9.7.3 Application logging for the CRM system

To view the application log in the CRM system, run the SLG1 transaction in the CRM
system. The object for the VIM CRM component is /OPT/VIM.
Select the Object /OPT/VIM and double-click Sub-objects in the navigation panel.
Note: In the CRM system, custom configuration for application logging is not
available as it is in the ERP system.
9.8 Troubleshooting business rules simulation

The simulate business rules option in the DP dashboard provides access to all
business rules that have been or will be processed for the corresponding document,
according to the configuration. If the system is configured accordingly, you can also
bypass further rules. For more information, see Section 5.5 “Simulating business
rules” in OpenText Vendor Invoice Management for SAP Solutions - User Guide for
Invoice Solution (VIM-UGD).
During simulation, the icon can be displayed, meaning: “Business rule run was
not logged.” The following list shows possible reasons for this behavior.
• VIM administration team changed the business rule (in the document type
configuration) or the business rule framework configuration.

9.9. Troubleshooting SAP NetWeaver BW
• VIM has been recently upgraded to a new version and the document existed
before.
• Business rule framework contains check types random, conditional, counter
based, rule inactive, periodic, or once.
• User changed the document type of the document.
• VIM logging table is empty because the VIM administration team did not
activate BC set /OTEXVIM/VIM60_SP3_KPI during upgrade from a previous
version to VIM 7.0. You can check that by looking into table /OPT/CT_LG_REG:
Make sure that most of the log events are active. Events not set active are parking
and posting events from outside VIM.
Note: The icon can disappear if the user performs an activity that triggers
the rules for another run.
9.9 Troubleshooting SAP NetWeaver BW

This chapter describes troubleshooting for the SAP NetWeaver BW component of
VIM. For a detailed description of the SAP NetWeaver BW component, see Section
27 “SAP NetWeaver Business Warehouse content” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIM-CGD).
9.9.1 Changing KPI customizing

You can change the KPI customizing, for example the amount class ranges or the
mapping of vendors to vendor groups. This can influence the evaluation of VIM
data in BW. VIM documents already loaded to BW keep their characteristic values
whereas the meaning of this value may have changed.
Example 9-1: Changes in amount class
Amount class 2 stands for invoices with medium amounts. The range for
amount class 2 is changed from 1,000 to 10,000 Euro to 10,000 to 100,000 Euro.
The VIM invoice 4711 has a gross amount of 5,000 Euro. Before the
customizing change, the VIM invoice was treated as a medium amount invoice
(amount class 2).
After the customizing change, the VIM invoice is treated as a small amount
invoice (amount class 3). The VIM invoice is already loaded to an InfoCube
with amount class 2 (medium amount). This may be what is wanted because
this VIM invoice was a medium amount invoice at the point of time when it
was loaded into the BW system. But it could also be confusing as amount class
2 (medium amounts) now stands for invoices from 10,000 to 100,000 Euro
whereas the invoice has a gross amount of 5,000 Euro.
Solution If you want to reclassify old invoices according to the most current KPI customizing
settings, you must recalculate the characteristics of these invoices.

One way to reclassify old invoices is to reload the affected invoices. In this case, start
the KPI collection report with an appropriate range for the process start date without
the Delta mode processing option. Then start reloading the VIM invoices into the
BW.
9.10 Troubleshooting Invoice Approval

This section lists some common issues that can occur in the context of Invoice
Approval. See symptoms, reasons, and solutions. For general information about
configuring Invoice Approval, see Section 11 “Invoice Approval” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution (VIM-
CGD).
Symptom: Approval workflow does not start (for DP and parked invoices)
Reason
The most common reason is missing or wrong configuration of the COA. When
starting the approvals, VIM must be able to find the first approver (coder or
requester). If this is not possible, the workflow does not start.
Solution
Check if the coder determination is set to another value than Use requester. In
this case, verify in the COA maintenance whether the coder list is maintained
accordingly, for example, if coders are provided for the company code used in
the invoice. If necessary, configure the COA.
In case of DP documents, the DP workflow creates a dialog work item. Using the
process option Start approval workflow, start the approval process with this
work item. The /ORS/000007_SUBMIT_INV program can help if there is no
dialog DP work item but the DP workflow is waiting for the approval workflow
to finish.
Note: For the /ORS/000007_SUBMIT_INV program, you must provide the

object type (BKPF, RMRP, DPNPO or DPPO) and the object key.
Symptom: The next approver cannot be found
Reason
The COA is not properly maintained. Under certain circumstances, the COA
structure becomes very complicated. This can happen if you use many records
per level, depending on different cost elements. You can use multiple cost
elements per COA line, which can be switched on in configuration. You can also
use asterisks in place of cost element values. In these cases, you might miss some
combinations of cost elements.
Solution
Verify the COA data, paying attention to the use of asterisks and different flags
set for the AFS ID that corresponds to the invoice data.

9.10. Troubleshooting Invoice Approval
Symptom: Approval workflow does not start for posted SAP documents
Solution
Configure the event linkage /ORS/INVAP POSTED to be active and the processing
set to Event queue.
In addition, verify the general posted approval settings in VIM customizing, and
whether the posted SAP document is actually blocked for payment.
Symptom: In case of approval referrals, the “Refer” task is not assigned to

anyone
Solution
Verify that the referral task is set to general in the PFTC transaction. If you have
upgraded from a very old VIM version, the task may be not set to general.
Symptom: When referring an invoice with the Wait for feedback check box set,
the invoice is not moved into the resubmission folder
Reason
This can happen if authorizations are missing.
Solution
Verify that all approvers working in SAP GUI are given the authorization S_WF_
WI, activity 12 (resubmit). For Approval Portal and Mobile Approval Portal, the
CPIC user must have this authorization.
Symptom: Invoice is not automatically posted after the final approval
Solution
Check if a special handling instruction (entered by a coder) exists for the invoice.
Invoices with special handling are excluded from automatic posting by VIM
design.
Symptom: You open an invoice from SAP inbox and get a message: “You are
not setup to approve this invoice. Do you want to send it back to the following
original approver?”
Reason
This may happen if the invoice is assigned to another approver, and you are not
that approver’s substitute. However, the invoice is forwarded into your inbox,
for example, using the SWIA transaction.
Solution
Confirm the message to send the invoice to the actual approver because you are
not authorized for that invoice.
Note: If sending back does not work, you can use the Replace or Forward
functions of the SAP inbox.

9.11 Monitoring and troubleshooting the Approval

Portal
This chapter describes monitoring and troubleshooting of the OpenText Approval
Portal (Approval Portal). For information about configuring and administering the
Approval Portal, see “Administering the Approval Portal” on page 163.
9.11.1 Working with log and trace files

For troubleshooting, the Approval Portal provides log files and trace files.
9.11.1.1 Log files

Approval Portal provides default log for troubleshooting. You can set the log level
to suit your needs or to help identify issues you are experiencing. Mainly Info and
Error log levels are used in the application; the default level is Info.
You can change the size and number of the Approval Portal log files. See “To change
the size and number of log files:“ on page 259.
To change the log level:

2. Navigate to Instance > Server > Services > Log Configurator.
3. On the right panel, select the Runtimes > Categories tab.
4. Select the VIMIAP application under the Applications tab.
You see a Severity drop down list on the right hand side.

9.11. Monitoring and troubleshooting the Approval Portal
5. Select the Severity level you need, click Save and select one of the following
options, according to your needs:
• Apply to current node only
• Apply to all “server nodes”
For more details, also consult the SAP NetWeaver Application Server Java
Administration Guide.
Log level Info is used to log the initial Servlet loading information and when an
RFC is called.
Log level Error is used to log in the exception blocks.
Logs are created under \applications\com\opentext\vim\portal in the log

directory in the SAP NetWeaver Application Server Java (NWAS), for example E:
\usr\sap\T38\JC01\j2ee\cluster\server0\log\applications\com\opentext\
vim\portal.
The name of the log will be VimlapLog<Logindex>.log. These logs will contain all
application's Info log level. Up to 10 files will be created and will be reused.
To change the size and number of log files:
2. Navigate to Instance > Server > Services > Log Configurator.
3. Click the To advanced mode button.

4. In the Log Controllers area, click VIMIAP.
5. Click the right destination, and click Edit.
6. Change the following parameters:
Note: See SAP Help for more details.
Limit
for log file size
Count
for number of log files

9.11.1.2 Trace files

If Debug or All is set for the severity, the additional RFC trace files will also be
created under \applications\com\opentext\vim\portal in the log directory in
the NWAS, for example: E:\usr\sap\T38\JC01\j2ee\cluster\server0\log\
applications\com\opentext\vim\portal. The name of the trace will be
VimIapTrace<Logindex>.trc. Up to 10 files will be created and will be reused.
These trace files include the import, export parameters of functions, and the RFC the
application is calling. These trace files are useful to troubleshoot any error when
connecting and retrieving data from SAP S/4HANA. Make sure that you turn the
level back to Info or Error in the production environment.
To determine that NWAS writes the trace files to the location specified above instead
of defaultTrace.trc, you must perform the following setting.
For NetWeaver 7.3 and 7.4, this is configured in the J2EE Config Tool. For details
about the J2EE Config Tool, see Section 16.3.2 “Preparing the installation” in
OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-IGD).
By default, ForceSingleTraceFile will be YES. Then, the trace is written only to

\logs\defaultTrace.trc.
Change this setting to NO. Then NWAS will produce multiple trc files.

9.11.1.3 Log configuration for vimIapTraceLogindex.trc

This configuration allows you to configure the log severity. If you do not perform
the following steps, the severity will always be set to All.
To configure vimIapTrace<Logindex>.trc for logging:
1. Log in to SAP Visual Administrator with Administrator credentials.
2. Go to Services > Log Configurator.

3. Click the To advanced mode tab in the right frame.
4. Expand the ROOT LOCATION node under the Locations tab.
5. Expand the com node until you see LogUtil.
6. Click the LogUtil node.

In the Destinations field, the destination trace path is displayed.
7. Select the destination trace path and click Edit.
Note: Do not select any other destinations.

The Destinations tab is displayed with the default Severity All.
8. Select the required severity level from the Severity drop-down list.
9. Click Save and then Apply to current node only.

9.11.2 Working with logging and tracing (NetWeaver 7.3 and

7.4)
NetWeaver 7.3 and 7.4 no longer supports the log-configuration.xml file that is
built-in to the application. NetWeaver 7.3 and 7.4 requires manual implementation
to support additional logging and tracing. By default, the severity level is set to
Info.
Logging (Categories)
Categories contain log information for the system administrator. You can use
them to check the system status.
Tracing (Locations)
Locations contain trace information that is intended for the developer. You can
use them to check the program flow and to detect program errors.
If you want the application to write different Logging and Tracing, you first must
disable ForceSingleTraceFile in the Log Manager. So, the application can
implement its own logic.
To disable ForceSingleTraceFile:
1. Login to the J2EE Config Tool.
2. Navigate to cluster > data > instance > managers > LogManager.
3. Click ForceSingleTraceFile.

4. Set the Custom Value to No and save.
Note: You might need to restart the cluster.
9.11.2.1 Logging (Categories)

To create an approval portal entry in the applications category:

2. Navigate to cluster > data > instance > log configuration > categories > Root
Category > Applications.
3. Click New. In the New Log Controller dialog box, enter /Appliccations/
VIMIAP and click OK.
A new application entry VIMIAP is created.
To change the severity level:

Category > Applications > VIMIAP.
3. Change the Severity and save.
Destination If you do not want the application to write to the default application.log file, you
have to manually create the destination.
To create destinations:
1. As a prerequisite, create a folder named VIMIAP in the following location:

<Instance directory>/usr/sap/<instance name>/J<instance number>/
j2ee/cluster/server/log
Example: D:\usr\sap\W73\J00\j2ee\cluster\server0\log
Note: All generated Log and Trace files will be generated in this folder.
3. Navigate to cluster > data > instance > log configuration > destinations.
4. Click the applications_log destination.
5. Click New.

6. Enter a name, for example VIMIAP.
7. Click OK and save.

The created destination is displayed.
8. Click the created destination and change the Pattern value to the following: ./
log/VIMIAP/VIMIAP_${NODE_INDEX}.log
The following step is optional. If you want to change the default severity level,
you must perform this step; otherwise, you can skip it.

Note: The default severity level is Info.
Category > Applications > VIMIAP.
10. Click Add and select the destination you just created.
Note: You might get prompted to restart the cluster.
9.11.2.2 Tracing (Locations)

To create a destination for Trace files:
2. Navigate to cluster > data > instance > log configuration > destinations
3. Click the applications_log destination.
4. Click New.

5. Enter a name, for example VIMIAPTrace and click OK.

The created destination is displayed.
6. Click the created destination and change the Pattern value to the following: ./
log/VIMIAP/VIMIAPTrace_${NODE_INDEX}.trc
The following procedure is optional. If you want to change the default severity level,
you must perform this step; otherwise, you can skip it.
Note: The default severity level is Info.
To change the severity level:
2. Navigate to cluster > data > instance > log configuration > locations > Root
Location > com > opentext > vim > portal > util > LogUtil.

3. Change the severity and save.
Destination If you do not want the application to write to the default application.log file, you
have to manually create the destination.
To change destinations:
2. Navigate to cluster > data > instance > log configuration > destinations.
3. Click any destination.
4. Click New.
5. Enter a name, for example VIMIAPTrace.


7. Navigate to cluster > data > instance > log configuration > locations > Root
Location > com > opentext > vim > portal > util > LogUtil.
8. Click Add and select the destination you just created.
Note: You might get prompted to restart the cluster.
9.11.3 Monitoring and measuring performance

Approval Portal provides default monitoring capability using the Generic Request
and Message Generator (GRMG). Standard Introscope Instrumentation is
implemented for performance measuring. Application start and shutdown, Invoice
List display, and all SAP JCo communicating classes and methods are monitored.
Regarding Introscope Instrumentation and PBD file, contact the SAP Supportability
Team or OpenText Customer Support for more details.
To configure Visual Administrator for GRMG:
See also the SAP Help for more details.
1. Log in to Visual Administrator with Administrator privileges and navigate to

Server > Services > Monitoring > GRMG Customizing.

2. Click on the sap.com/com.sap.engine.heartbeat component.

The default GRMG Customizing scenario with default values is displayed in the
right panel.
The default scenstarturl for the scenario should be http://

<NWAS>:<NWASPORT>/GRMGHeartBeat/EntryPoint.

For example http://OPWAST38.optura.local:50100/GRMGHeartBeat/

EntryPoint
3. Configure HTTP:
Property name
url
Property value
http://<NWAS>:<NWASHOST>/vimportal<Support Package>/
GRMGServlet
For example: http://opwast38:50100/vimportalSP3/GRMGServlet
4. Configure the Java Connector (JCo). You also must monitor the JCo connection
from Approval Portal to SAP S/4HANA.

While configuring a single JCo component, give the name as JCo1. If you need
to configure multiple SAP S/4HANA backend systems, increment the index
suffix to JCo, like JCo2, JCo3.
In the application, the list of components is read with the component name from
scenario. As the JCo component can be repeated multiple times, add an index
number to identify the specific component.

5. Navigate to the JCo component and click Add.
6. Enter values, see screenshot above.
Note: It is not necessary to enter a value for the Component type field.

7. Navigate to properties and click Add.

Enter the JCo component properties, like you did for the component in Step 6
on page 275. This is the same information already entered in the SAP
Connection tab of the Administration page; see “SAP Connection for JCo2”
on page 165.
Enter the following properties parameters for the Application Host.
propname: client
propvalue: the SAP S/4HANA Client

propname: username
propvalue: the CPIC user ID
propname: password
propvalue: the CPIC user password
propname: language
propvalue: the language
propname: apphost
propvalue: the application host
propname: sysnumber
propvalue: the system number
Example 9-2: Properties parameters for the Application Host
propname: client
propvalue: 800
propname: username
propvalue: otapportal
propname: password
propvalue: xxxxxx
propname: language
propvalue: EN
propname: apphost
propvalue: 10.2.192.49
propname: sysnumber
propvalue: 00
Enter the following properties parameters for the Message host:
propname: client
propvalue: the SAP S/4HANA Client
propname: username
propvalue: the CPIC user ID
propname: password
propvalue: the CPIC user password
propname: language
propvalue: the language
propname: mhost
propvalue: the message host

propname: r3name
propvalue: the R/3 name
propname: group
propvalue: the group
Example 9-3: Properties parameters for the Message host
propname: client
propvalue: 800
propname: username
propvalue: otapportal
propname: password
propvalue: xxxxxx
propname: language
propvalue: EN
propname: mhost
propvalue: 10.2.192.49
propname: r3name
propvalue: T38
propname: group
propvalue: 00
Monitoring with the GRMG scenario in SMD
See the SAP Help for more details.
For NetWeaver 7.3 and 7.4, follow the steps in the SAP NetWeaver Administration
Guide, section “Monitoring Portal Availability”. If you need more assistance, contact
OpenText Customer Support.
9.11.4 Managing backup and restore

There is no database, so only the files located in <Approval_Portal_installdir>,
such as invoiceCfg, need to be backed up. The configuration.xml file stores the
configuration data, and also some language resources files (.properties files). Even
without backup, these files can be redeployed from the delivery and reconfigured in
a short amount of time.
In addition to the configuration.xml and the language resources files, also

perform an online backup of the log and trace files; this is necessary if any
troubleshooting is needed. Follow your corporate standard on how often you should
back up logs and for how old.
Also backup a copy of the .sca or .sda file. If restoring is needed, do the following:

To perform a restore:
1. Replace the backup version configuration.xml and language resource files to

the <Approval_Portal_installdir> location.
2. Redeploy the backup or the original delivery of the .sca or the .sda file. See
OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-
IGD).
9.11.5 Restoring the application

If an unexpected crash occurs, perform the following actions:
• Check in the Visual Admin if the application has been restarted and is running.
• Login to the Administration page of the Approval Portal to see if all the
configurations are still correct.
• Ask the end user to try to access the application to see if everything is working.
If a restore is needed, see “Managing backup and restore” on page 278 for
information how to restore.
9.11.6 Performing periodic tasks

There are no periodic tasks needed except doing the backup of log and trace files.
See “Managing backup and restore” on page 278 for details.
9.11.7 Technical configuration data

There is no technical configuration data. All the configurations are done through the
Administration page and are stored in configuration.xml.
9.11.8 High availability and load balancing concept

Approval Portal supports standard SAP NetWeaver Application Server Java high
availability and load balancing.

9.11.9 Restart and monitoring of asynchronous interfaces

concept
Standard SAP NetWeaver Application Server Java monitoring and Introscope
instrumentation is implemented.
9.11.10 Starting and stopping Approval Portal

If there is a need to start or stop the Approval Portal, it can be started and stopped
from Visual Administrator. Standard starting and stopping application in Visual
Administrator applies.
9.11.11 Performance improvements

The following improvements regarding performance of the Approval Portal have
been implemented:
• With VIM 7.5 SP4 and later, the initial load time of the Approval Portal is
improved by reducing the Read Preference RFC calls.
• JS Minified version is available from the VIM 7.5 SP3 JCo3 version for good
performance.
Note: Use latest browsers like Microsoft® Internet Explorer® 11 or Google

Chrome™. These browsers have a good cache mechanism to improve the
performance.
9.11.12 Troubleshooting
The following issues can occur on the Approval Portal. See symptoms and solutions.
Issue #1: The user received an exception message
Symptom
The end user receives a message: “Exception: Please consult with your
administrator”
Solution
Review the logs and check for relevant information. Send the NWAS server
trace and the VIM trace to OpenText.
Issue #2: Not able to update the configuration
Symptom
You are not able to save the Configuration information to the configuration.
xml file
Solution
Make sure the <Approval_Portal_installdir>/invoiceCfg folder has write
permission.

Issue #3: The invoice image is not working
Symptom
The user is not able to view the image and the SAP S/4HANA side is configured
correctly.
Solution
Make sure the Image Display Type in the Configuration section of the
Administration page is configured correctly.
Issue #4: Some of the texts in other languages display in English only
Symptom
Some of the texts in other languages display in English only when user selects
other languages.
Solution
The language properties file for that language might not have the translation;
this might be due to the release date of the build. Change accordingly or contact
OpenText Customer Support to obtain the latest language properties files.
9.11.12.1 Where to find logs?

Where can you find all logs that are needed for analyzing the issue? What log is for
what situation? Approval Portal provides access to different types of application and
customized logs. SAP ABAP logs might also be relevant.
9.11.12.1.1 Application logs
Approval Portal logs the information about Protocols, Security and other actions
performed on the application that are described in the following.
Protocol logs (http logs)

Http response log information is available in the following path. Pick the latest
files.
<drive>:\usr\sap\<SAP instance>\JC00\j2ee\cluster\server0\log\
system\httpaccess
where <drive> is the SAP NetWeaver Portal instance having Approval Portal.
Capture the following files: responses.XX.trc (for NetWeaver Server 7.0),
responses_XX.X (for NetWeaver Server 7.3)
Security logs
Security related log information is available in the following path. Pick the latest
files.
<drive>:\usr\sap\<SAP instance>\JC00\j2ee\cluster\server0\log\
system

Capture the following files: security.XX.log (for NetWeaver Server 7.0),

security_XX.X (for NetWeaver Server 7.3)
Application logs
Application log information is available in the following path. Pick the latest
files.
<drive>:\usr\sap\<SAP instance>\J00\j2ee\cluster\server0\log
Capture the following files: In NetWeaver 7.0, capture applications.XX.log
and defaultTrace.XX.trc files. In NetWeaver 7.3, capture applications_XX.
X and defaultTrace_XX.X.
Note: This is the default log location for both standalone WAS and
NetWeaver landscapes.
9.11.12.1.2 Customized logs
See “Working with log and trace files” on page 258 for NetWeaver 7.0 and “Working
with logging and tracing (NetWeaver 7.3 and 7.4)” on page 264 about the
customization of logs. Here, the log location will be defined at the time of
configuration.
9.11.12.1.3 SAP ABAP logs
For information about SAP ABAP logs, see “Using logs and traces” on page 102.
9.11.12.2 Preparing a remote debugging session

For a remote debugging session, prepare the following information.
1. SAP NetWeaver Portal administrator access to Content Administration for

accessing iViews. For example: http://<host>:<port>/irj/portal
2. SAP NetWeaver Portal administrator access to View or Modify Configuration
settings. For example: http://<host>:<port>/nwa
3. SAP NetWeaver Portal administrator privileges to access the SAP NetWeaver
Portal instance where Approval Portal is deployed. This access is required to
view the troubleshooting logs available under server directories and OpenText
Configuration files.
4. Deployed Approval Portal Support Package information:
a. Deployed Approval Portal Support Package and its version.
b. Build date of the deployed Support Package.
c. Configurations about the Admin Console page
d. Compatibility with SAP backend system connected to Approval Portal
e. Approval Portal does not have any automated process of capturing customer
specific Correction Instruction (CI) applied on any Support Package. Keep
track of this information and forward it before a remote session.

The following screenshot helps in identifying the deployed Approval Portal version
and build information.
When the Approval Portal version is deployed on standalone landscapes, do not

forget to specify the Windows domain, which is configured in the COA table.
Example 9-4: Windows domain
In the COA table, if OPTURA is configured as the Windows domain, make sure
the OPTURA domain is also configured in the Configuration tab of the Admin
console. See the following screenshots of the COA table and the Admin
console.


Access to debugging editor

• The SAP User or the Communication User should have Dialog user access to
debug the function modules in the Function Builder screen (SE37 transaction).
• OpenText recommends that you set an External breakpoint at the beginning and
end of the function before debugging is started.
Note: Do not forget to delete the breakpoint(s) that you have set for
debugging.

9.11.12.3 Is debugging of the Java portal possible?

No, debugging of Java code is not possible in Productive Client Environments.
9.11.12.4 JavaScript errors

JavaScript error reporting is a bit different in Internet Explorer 9 and 10 compared to
previous Internet Explorer browsers. By default, the status bar is not visible.
Depending on your settings, this might be the only place that would indicate if there
is an error on the page.
• You can turn on the status bar through the menu: press ALT on the keyboard to
show the menu bar and then navigate to View > Toolbars > Status bar.
• Another approach to show the status bar is to right-click the title/tab area and
select Status bar from the context menu.
In your Advanced settings, you might have cleared the Display a notification about
every script error option. In this case, even if you have the status bar visible, you
will not know there was an error. The only hint of a JavaScript error would be if the
page did not respond properly (something did not load for example).
If you double-click anywhere on the status bar, if there was a JavaScript error on the
page, the error log will open.
9.11.12.4.1 Viewing JavaScript errors from the developer tools
The status bar is no longer reliable for viewing if there was a JavaScript error on the
page. However, there is another approach available for viewing JavaScript errors.
In the developer tools (press F12 as shortcut key), the Console tab shows all
JavaScript errors on the page since the Developer Tools window has been opened.
The trick with the Console tab of the developer tools is that the error log only starts
logging errors after the developer tools window is opened.
To see the error in the Console tab, you must repeat the action that triggered the
error in the first place.
The following is a screenshot of the Console tab with a JavaScript error logged.

The Console tab of the developer tools (F12) will also give you a list of all JavaScript
errors that happened on the page.
To provide information for troubleshooting JavaScript or Client Side issues:
1. Before accessing the Approval Portal in the browser, click F12 developer tools
on the Tools menu.
2. Click the Network tab, and then click Start capturing.
3. Save the Network traffic in XML and send it to OpenText Customer Support for
further investigation.
9.11.12.5 Invoice image troubleshooting

You might encounter the following error message while trying to view the invoice
image on Approval Portal. In this case, use the following troubleshooting techniques
to resolve the invoice image problem(s).

9.11.12.5.1 Authorization issues with CPIC
When SAP GUI perfectly displays the invoice image and when only Approval Portal
shows the error message when viewing the image, cross-check that the necessary
authorizations are granted for the logged-in user in viewing the images.
Check the SU53 transaction for the CPIC user ID when this error is shown.
9.11.12.5.2 Image RFC does not return URL
Run the RFC /ORS/000007_IMAGE_DISP_URL and verify whether the IMAGE_URL is

returned from RFC or not.
9.11.12.5.3 Web Viewer configuration for Web and Mobile
If you are using Web Viewer to access the invoice image, cross-check the settings
that are configured in the Mobile Configuration tab of the Admin console of
Approval Portal.
It is important to check if Web Viewer is up and running where the Web Viewer is
installed.
To ensure that Web Viewer is up and running, invoke the following URL. It should
display the Web Viewer is up home page: http://<Configured ip:port>/
WebViewer/.
For more information, see “Configuring the Web Viewer integration” on page 214.
9.11.12.5.4 Supported documents on browser
The configurations above might be in place and you still encounter issues in viewing
the images. In this case, check if the invoice image file type is supported by the
respective browser.
9.11.12.5.5 Pop-up blocker
Approval Portal is supported on different browsers. Therefore, perform the

following settings when accessing images on the respective browser type.
Google Chrome
To manually allow pop-ups from a site:
1. At the end of the address bar, click the pop-up blocker icon .
2. Click the link for the pop-up window that you want to see.
3. To always see pop-ups for the site, select Always show pop-ups from [site].
The site will be added to the exceptions list, which you can manage in the
Content Settings dialog.

Internet Explorer
1. Open the Tools menu, and point to Pop-up Blocker.
2. Click Turn Off Pop-up Blocker.
Mozilla Firefox
1. Click the menu button and click Options.
2. In the Options dialog box, open the Content panel.
3. Clear the Block pop-up windows check box.
Mac OS Safari
1. Select the settings gear, then click Preferences. Mac users click Safari >
Preferences.
2. Click Security at the top of the window.
3. Clear the check box Block pop-up windows.
9.11.12.6 Issue with repeated authentication

In SAP NetWeaver Portal 7.3 and higher versions, Approval Portal might again
prompt for authentication even after a successful login into SAP NetWeaver Portal.
To resolve the repeated authentication issue:
1. Log in to the SAP NetWeaver Portal as an administrator using the following

link:
http://<host>:<port>/nwa
2. Access the Configuration tab.
3. Click Authentication and Single Sign-On.
4. To filter the components, enter opentext in the Policy Configuration Name

column and Web in the Type column.
5. Select the Approval Portal application instance and click the Edit button.
6. On the Authentication Stack tab, change the Used Template value to ticket.
Then, click the Save button.

9.12 Troubleshooting the Mobile Approval Portal

This chapter gives some troubleshooting hints for the Mobile Approval Portal. For a
description of the configuration of the Mobile Approval Portal, see “Configuring the
Mobile Approval Portal” on page 213.
To avoid errors when using the Mobile Approval Portal, perform the following
configurations.
JavaScript In the browser settings of the mobile device, enable JavaScript before launching the
Mobile Approval Portal.
If JavaScript is not enabled, AJAX calls to the server are interrupted and there is no
response on the Mobile Inbox.
Login user To change the Login user, clear Browser cache, cookies and form data.
change
Logging You cannot view or extract logging information on mobile devices themselves.
information Instead, you must open the Mobile Approval Portal URL on the Chrome desktop
browser. Developer Tools are part of Chrome. They offer various information and
useful features. To open the Developer Tools, click Wrench Menu > Tools >
Developer Tools.
Inside the Developer Tools, you can view detailed logging information on the
Console tab. You can view network traffic on the Network tab. To extract
information, copy specific text parts out of the Console tab.
For more information, see the Google Developer Tools documentation: https://
developers.google.com/web/tools/chrome-devtools/

Glossary
AAK
See: SAP Add-On Assembly Kit (AAK)
After Image
Technical option to realize an delta upload from the source systems into the SAP
NetWeaver BW system. A data record loaded as After Image provides the status
of the record after it has been changed, or after data has been added.
Aging Report
Part of the Central Reporting infrastructure. The Aging Report reports about the
aging of documents and work items in the current system.
Application Component Hierarchy

Hierarchy of folders to structure DataSources in SAP NetWeaver BW.
Approval chart of authority (COA)

The Approval chart of authority (COA) determines first approver and next
approver for an invoice by combinations of Company Code (specific or range),
Expense Type (marketing expense, utility), Cost Objects (G/L account, Cost
Center), and HR objects (Position, Job code).
Approval Portal
VIM web interface for approving invoices.
Archive system
Computer system that enables storage, management and retrieval of archived
data and documents
ArchiveLink document types

Document types that need to be customized for ArchiveLink
ArchiveLink
Service integrated in the SAP NetWeaver Application Server ABAP for linking
archived documents and the application documents entered in the SAP ERP
system.
Authorization profiles
The SAP administrator assigns authorizations to the users that determine which
actions a user can perform in the SAP system. These authorizations are stored in
Authorization profiles.

Glossary
Automation Report
Tool that provides data about automated and manual processing steps of VIM
documents
BAdI
See: Business Add-Ins (BAdI)
BAPI®
SAP programming interface: Business Application Programming Interface
Baseline
Set of functionality with pre-defined configuration and the starting point to
implement VIM
BasisCube
See: InfoCube
BDC ID
Business Data Communication ID. The BDC ID is used by the system to process
an SAP transaction to create an SAP Document in user context.
Block
Situation where an invoice has a price or quantity variance that prevents invoice
from posting
BTE
See: Business Transaction Event (BTE)
Business Add-Ins (BAdI)

Business Add-Ins (BAdI) is an SAP enhancement technique based on ABAP
objects. BAdI can be inserted into the SAP system to accommodate user
requirements too specific to be included in the standard delivery.
Business Center Capture (BCC)

OpenText Business Center Capture for SAP Solutions. Component for use in VIM.
Automates the capture of paper invoices by using OCR to extract invoice data.
Business rules
Rules that describe the operations, definitions and constraints that apply to an
organization

Glossary
Business Transaction Event (BTE)

Event used for extending a Non PO invoice functionality to call a custom program
Central Audit Report

Part of the Central Reporting infrastructure. The Central Audit Report is a
slimmed VIM Analytics (VAN). The main difference to VAN is that the Central
Audit Report serves as a single point of access in a multiple backend scenario.
Central Reporting
Reporting infrastructure that provides several reports that enable you to measure
certain properties of VIM documents and their work items, in order to optimize
working with VIM. Central Reporting comprises the following individual reports:
Aging Report, Central Audit Report, Exception Analysis Report, Key Process Analytics
Report, Productivity Report, and Summary Report.
Characteristic
Type of InfoObject in SAP NetWeaver BW that represents descriptions of fields,
such as Vendor ID, Invoice Number, Unit of Measure, and Posting Date.
COA
See: Approval chart of authority (COA)
Coding
Coding allocates an invoice to G/L account and cost object if required.
Dashboard
User interface that organizes and presents information in a way that is easy to
read. Users can also perform actions from the dashboard.
Data Transfer Process (DTP)

Object in SAP NetWeaver BW to transfer data from source objects to target objects
Data View (View)

Dynamic part of a perspective. A set of views is shown in the template at specific
locations at runtime. For each perspective, you can define which view appears at
which location in its template. You can insert each view only once in each
perspective.
DataSource
Set of fields in SAP NetWeaver BW that provide the data for a business unit for
data transfer to the SAP NetWeaver BW system; technically, it contains an extract
structure and an extraction function module.
DataStore Object (DSO)

Storage location for consolidated and cleansed data in SAP NetWeaver BW

Glossary
DocuLink
OpenText™ DocuLink for SAP Solutions enables the archiving, management and
retrieval of SAP CRM or SAP S/4HANA documents from within the SAP
infrastructure.
Document Processing (DP)

VIM component that captures invoice metadata including line items for PO and
performs preconfigured business rules
Document type
Type of document such as PO, Non PO, OCR, Non OCR
DP
See: Document Processing (DP)
DSO
See: DataStore Object (DSO)
DTP
See: Data Transfer Process (DTP)
EDI
See: Electronic Data Interchange (EDI)
Electronic Data Interchange (EDI)

Method for transferring data between different application systems in the form of
messages. SAP applications support EDI with messages sent in an SAP
Intermediate Document (IDoc) format. VIM supports the creation of vendor
invoices through the EDI/IDoc interface.
Event Type Linkage

Error handling method. Event Type Linkage determines what the application
should do in case an error could not be handled.
Exception Analysis Report

Part of the Central Reporting infrastructure. The Exception Analysis Report
reports all work items with exceptions, grouped by exception, company code or
vendor.
Exception
Action that is not part of normal operations or standards

Glossary
FI
See: Financial Accounting (FI)
Financial Accounting (FI)

SAP module for the Finance and Accounting department
Fiori Task App

Light-weight web application following the design principles of SAP Fiori. It
provides an inbox showing the items that have been assigned to the logged-in
user. The user then is able to complete items by performing dedicated actions,
entering comments, and editing the data.
IAP
See: Invoice Approval (IAP)
IDoc
See: Intermediate Document (IDoc)
IE
See: Invoice Exception (IE)
Inbound Configuration
Connection to various inbound channels, for example scanned paper documents,
fax, email, or IDoc, and the corresponding configuration.
Indexing
Process of entering or storing data into the system
InfoArea
Folder in SAP NetWeaver BW to organize InfoCubes, DataStore Objects, InfoObjects,
and InfoObject Catalogs
InfoCube
Self-contained dataset in SAP NetWeaver BW, for example, of a business-oriented
area; an InfoCube is a quantity of relational tables arranged according to the
enhanced star schema: A large fact table in the middle surrounded by several
dimension tables
InfoObject Catalog
Folder structure in SAP NetWeaver BW to organize InfoObjects

Glossary
InfoObject
Smallest information unit in SAP NetWeaver BW. Key figures and Characteristics
are collectively called InfoObjects.
InfoPackages
Object in SAP NetWeaver BW that specifies when and how to load data from a
given source system to the SAP NetWeaver BW system
InfoProvider
Object in SAP NetWeaver BW for which queries can be created or executed.
InfoProviders are the objects or views that are relevant for reporting.
Intermediate Document (IDoc)

Standard SAP message document format for the EDI interface.
Invoice Approval (IAP)

VIM component that enables users to perform coding, approving and rejecting
invoices
Invoice Capture Center (ICC)

Optional VIM OCR component.
Invoice characteristic
A value specific to each invoice (for example country) that allows flexible
processing in VIM. An invoice characteristic is determined during runtime and
depends on the corresponding index data of the document.
Invoice coder
Person who enters the accounting info on invoices to allocate the cost
Invoice Exception (IE)

VIM component that handles the exceptions that arise after an SAP invoice is
created
Invoice requester
Person who requested goods and services for Non PO invoices
Key Figure
Type of InfoObject in SAP NetWeaver BW that represents numeric values or
quantities, such as Number of Invoices and Gross Invoice Amount.
Key Process Analytics Report

Part of the Central Reporting infrastructure. The Key Process Analytics Report
reports about a variety of key figures regarding the VIM process: It shows the
accumulated amounts of all documents in the DP workflow, in parked state and
in posted state.

Glossary
KPI Dashboard
Tool for managers showing VIM related process data at a glance in graphical
charts.
LIV
See: Logistic invoice (LIV)
Logistic invoice (LIV)

purchase order invoice
Materials Management (MM)

Materials management module of the SAP S/4HANA software package. Materials
management is used for procurement and inventory management.
MM
See: Materials Management (MM)
Mobile Approval Portal

VIM component for approving invoices on mobile devices.
MultiProvider
Object in SAP NetWeaver BW that is based on InfoCube(s), DataStore Object(s),
and/or InfoObject(s). A MultiProvider is used as a layer for the creation of end user
queries; the MultiProvider itself does not contain any data; rather, data resides in
the BasisCubes.
Namespace
Name range reserved by SAP for customer objects and SAP objects to make sure
that objects are not overwritten by SAP objects during the import of corrections or
an upgrade
Non purchase order (Non PO)

Order that is not based on a PO
Non purchase order (Non PO) invoice (PIR)

Invoice based on a Non purchase order (Non PO)
Number range
Array of numbers that can be used for an object in the SAP S/4HANA system
OCR
See: Optical character recognition (OCR)

Glossary
Optical character recognition (OCR)

Mechanical or electronic translation of images of handwritten, typewritten or
printed text (usually captured by a scanner) into machine-editable text
Park
Situation where an invoice is not posted and is waiting for further processing
Parked invoice document

Temporary document that the AP processor can change and post. SAP assigned
document number becomes real number when posted.
Persistent Staging Area (PSA)

Data staging area in SAP NetWeaver BW. It allows to check data in an
intermediate location before the data is sent to its destinations in SAP NetWeaver
BW.
Perspective
Web Services element that defines which item related data is displayed in the
Fiori Task App and where. A perspective defines the content and visual
appearance of items for a specific area of the screen in the Fiori Task App. The
Fiori Task App displays only one perspective at the same time.
PIR
See: Non purchase order (Non PO) invoice (PIR)
PO
See: Purchase order (PO)
Posted invoice document

Invoice that has already been posted in SAP S/4HANA. Only free-form text fields
can be changed. Related documents such as POs or good receipts may be created
or changed to effect the invoice. If the document is not needed, it must be
cancelled ( PO invoice) or reversed ( non-PO invoice).
Price variance
Situation where the price on the invoice is different from the price in the purchase
order
Process Chain
Sequence of processes in SAP NetWeaver BW that are scheduled to wait in the
background for an event; used to automate, visualize and monitor the processes.

Glossary
Process Configuration
Easy and technically simplified configuration of complex business scenario
aspects. Process Configuration covers profile configuration, profile assignment,
and authorizations.
Process Foundation
Flexible framework to configure and run processes. It utilizes generic workflow
definitions, which are processed by the SAP Business Workflow engine.
Process options
Processing options for the user in the dashboard, such as Referral, Authorization,
and Actions
Process type
Process type for a document. The process type determines the initial actor and
various collaboration options available to the various actors during the process
flow.
Productivity Report
Part of the Central Reporting infrastructure. The Productivity Report reports
about the productivity of users/roles and the activities of users/roles.
PSA
See: Persistent Staging Area (PSA)
Purchase order (PO) invoice

Invoice based on a Purchase order (PO)
Purchase order (PO)

SAP module. PO indicates a document sent from a buyer to a seller. The purpose
of the document is to order the delivery of goods or services.
Quantity variance
Situation where the quantity on the invoice is different from the quantity in the
purchase order
Roles
Set of predefined roles for the SAP user
SAP Add-On Assembly Kit (AAK)

Standardized delivery procedure for software
SAP Customer Relationship Management (SAP CRM)

SAP application that provides software for ticket systems, for example in the
Accounts Payable department.

Glossary
SAP NetWeaver Business Warehouse (SAP NetWeaver BW)

SAP application that allows to integrate, transform, and consolidate relevant
business information from productive SAP applications and external data
sources.
SAP Supplier Relationship Management (SAP SRM)

SAP application that automates, simplifies, and accelerates procure-to-pay
processes for goods and services.
Scan operator
Person who scans the invoices into images (may not have a SAP ID)
Summary Report
Part of the Central Reporting infrastructure. The Summary Report provides a
summary of all documents processed through VIM.
Transformation (TRF)
Object in SAP NetWeaver BW to connect source objects to data targets; it allows
to consolidate, cleanse and integrate data
TRF
See: Transformation (TRF)
VAN
See: VIM Analytics (VAN)
Vendor Invoice Management (VIM)

Packaged business solution that solves a business problem – paying correct
amount to vendors on-time and with the lowest cost. VIM delivers not technology
but best-practice business processes. VIM provides values to customers in process
efficiency, visibility and compliance.
VIM Analytics (VAN)

VIM component that gives users a clear data report on their invoices in progress.
VIM Analytics allows to track the documents routed through SAP workflows via
VIM.
VIM Central Workplace

Central tool to process work objects. It provides an inbox with personal and
shared work item lists to the user. It also provides access to different business
objects and status information for all objects in process. The user can switch
between work centers and navigate in a process-dependent tree.

Glossary
VIM Invoice Workplace

Tool for VIM super users, which allows users to display lists of their work items
that meet a selection they have entered before. Users also can display work items
of other users and of their team as a whole.
Web Services
Underlying technical concept of the Fiori Task App interface. You configure the
complete content of the Fiori Task App either by customizing or by implementing
an interface for the Web Services.
Work object type

Processing object in the VIM Central Workplace. It can represent a process object,
a SAP business object, or information from any SAP tables.
Workflow
SAP Business Workflows can be used to define business processes that are not yet
mapped in the SAP S/4HANA system.

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OpenText™ Vendor Invoice Management

for SAP® Solutions

This guide describes the technical and functional aspects of

The components of Vendor Invoice Management include

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2 One-time administration tasks ............................................... 21

VIM200404-AGD-EN-01 Administration Guide iii

2.5.1 Batch jobs for Analytics ................................................................... 42

3 Regular administration tasks for Foundation ....................... 53

4 Transfer of machine learning data of IES .............................. 79

iv OpenText™ Vendor Invoice Management for SAP® Solutions VIM200404-AGD-EN-01

4.1 Creating a snapshot ........................................................................ 81

5 Regular administration tasks for Business Workflow ......... 87

6 Troubleshooting and Monitoring ......................................... 101

VIM200404-AGD-EN-01 Administration Guide v

6.13 Communicating with Information Extraction Service ......................... 116

Part 2 Invoice Solution 127

7 One-time administration tasks ............................................. 129

vi OpenText™ Vendor Invoice Management for SAP® Solutions VIM200404-AGD-EN-01

7.6 Administering workflows ................................................................ 153

8 Regular administration tasks for Invoice Solution ............. 219

VIM200404-AGD-EN-01 Administration Guide vii

8.2 Running year end/month end procedure for parked and DP

9 Troubleshooting and Monitoring ......................................... 233

viii OpenText™ Vendor Invoice Management for SAP® Solutions VIM200404-AGD-EN-01

9.11.2.2 Tracing (Locations) ....................................................................... 268

GLS Glossary 291

VIM200404-AGD-EN-01 Administration Guide ix

About Vendor Invoice Management for SAP

VIM automates the processing of incoming documents into SAP.

Document-centric business processes like the processing of incoming invoices from

For managers VIM offers a comprehensive suite of operational and analytical

VIM includes the following solutions:

• Procure to Pay Solutions

• Order to Cash Solutions

Each solution consists of a best practice implementation for a specific document

VIM200404-AGD-EN-01 Administration Guide 11

The VIM Foundation consists of the following components:

VIM requires an ArchiveLink-compliant SAP-certified content repository for the

12 OpenText™ Vendor Invoice Management for SAP® Solutions VIM200404-AGD-EN-01

1.1 Architectural Overview

Figure 1-1: Technical system landscape

VIM200404-AGD-EN-01 Administration Guide 13

1.2 About this document

1.2.2 Related documents

Release Notes Release Notes describe:

• The software supported by the product

14 OpenText™ Vendor Invoice Management for SAP® Solutions VIM200404-AGD-EN-01

1.3 Customer support

Important note for SAP Reseller Customers

To view logs, VIM provides read-only transactions:

• Invoice: /OTX/PF03_WP (VIM Central Workplace) and /OPT/VIM_VA2 (VIM

VIM200404-AGD-EN-01 Administration Guide 15

1.4 High availability

1.5 Understanding VIM

16 OpenText™ Vendor Invoice Management for SAP® Solutions VIM200404-AGD-EN-01

1.5.2 Workflow scheme

Figure 1-2: Workflow scheme

Each VIM workflow process has the same basic steps:

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