Vendor Invoice Management 7.

VIM Overview

Rohit Malik

Agenda
VIM Overview
VIM Components
VIM Process View
VIM Flow
VIM Dashboards
Processing Blocks
Process Swimlanes
AP Scenarios using VIM
Delivery Model
Preparing the Configuration

Transactions
Abbreviations

VIM Overview
OpenText Vendor Invoice Management is packaged solution for
managing invoices.
VIM preprocess data before creating SAP document. Once
system validates all the business rules and pass the document
then document in SAP is created.
With OpenText VIM one can better manage the workflow of the
invoices, pay correct amount to vendors, create various types of
invoices, get the aging report, keep check and various
validations
(document
type,
invoice
information
etc.),
elimination of errors and duplicate check. Having a highly
configurable design allows VIM to accommodate various business
scenarios and cater needs to various organizations.
VIM is a packaged business solution that is developed and tested
in coordination and partnership with SAP.

VIM Overview
SAP Invoice Management by OpenText (VIM) is a packaged
business solution for managing vendor invoices.
VIM 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 is SAP centric.

VIM is an add-on to your SAP ERP system, the majority of the
functions and processes run inside your SAP ERP system.
VIM deals only with invoices that will be posted to SAP ERP.
VIM uses SAP technology: ABAP, Workflow, and SAP NetWeaver
Portal.

VIM integrates with standard SAP functions: Invoice Verification,

Financial Processing, etc.

VIM Components

VIM Components
Term

Description

OCR with ICC

Optical Character Recognition with Invoice Capture Center. The

component automates the capture of paper invoices by using
OCR to extract invoice data.

Document
Processing

This component captures invoice metadata, handles suspected

duplicate invoices and collaborates with the other components.

Invoice
Approval

This component receives a list of invoices to be approved and

codes and approves the invoices.

Approval Portal

This is a Java based Approval Portal infrastructure running on

SAP NetWeaver Application Server (Java Stack). It is similar to
the Invoice Approval but has a Web interface.

Mobile Approval

This component allows the user to approve invoices on a

mobile devices like iPhone, iPad, Blackberry and android based
mobiles.

Exception
Handling

This component allows for the handling of exceptions that arise

before the SAP document is created.

VIM
Reporting/Anal
ytics

VIM Reporting uses various reports to analyze the status of

invoices in the SAP system.

VIM Analytics overlooks the invoices in progress in a unified

dashboard.

VIM Components
Term

Description

SAP CRM SSF

Integration

This component integrates VIM with the SAP CRM SSF

component for the creation of Service Requests from VIM
dashboards. It also provides VIM invoice information in a
Vendor Factsheet inside the Accounting Interaction Center
(AIC).

SAP NetWeaver
BI

This component integrates VIM with SAP NetWeaver Business

Intelligence Content in order to integrate, transform and
present relevant statistics from the SAO BI component.

VIM Process Overview

VIM integrated into the Scan to Payment process, can be viewed in
several stages
Image capture
Key data capture
Validation of the data
Creation of the SAP document
Posting of the SAP document

VIM Process Overview

Image Capture: Typically, companies receives invoices via mail or email. In both cases, the invoice image must be saved and SAP must be
notified that an invoice has arrived. For ingesting the invoice,
companies can use a scanning device with Enterprise Scan or might
employ an SMTP interface that routes e-mail invoices from the e-mail
server to the SAP VIM application. In both cases, Archive Server is used
to store the incoming invoice image. This image is now available in the
Archive Server and is linked to the new VIM Document Processing (DP)
Document.

Key Data Capture: Now that the invoices are reflected in SAP, it is
time to extract the key data fields from the image. There is a predefined job running in SAP which looks for the notification that an
image has been achieved and is queued in SAP for processing. When a
new invoice is detected, the ICC server is invoked (If ICC is being used)
and the OCR process begins. All fields which are identified during
extraction are saved with the Document Processing document that was
created in the previous step.

VIM Process Overview

Validation: Now, the document becomes ready for validation by the
company personnel. At this stage, another job has run which notifies
the persons responsible for checking the invoice extraction (or for
manual extraction if OCR is not used). The document is opened by the
coder, the fields in the invoice are either validated, corrected, or
complemented.

SAP Document Creation: If the invoice in question here, is not a

duplicate invoice and passes all business rules, an SAP document is
created.

Posting of the SAP Document: Now the DP document and the

respective SAP document are available for the levels of approval that
are necessary in the company (configurable). After approval, the SAP
document is then posted in SAP.

VIM Flow

E-Invoice
E-mail
Server

OAWD

SAP/VIM

Enterprise
Scan
Paper
Invoice

Scanner

Archive Server

VIM Flow

Indexer populates
Key fields
Manual Indexing
Archive
Image
Updates to DP
Document

Archive Server

SAP/VIM

SAP/VIM

OCC Extraction

Validation Client

VIM Flow
Archive
Image

AP Processors
SAP/VIM

Archive Server

DP Document
Submitted for
Approval

SAP/VIM

SAP FI
Document

Approver
SAP/VIM
Document posted in SAP

VIM Dashboards
VIM Dashboards
DP Dashboards: includes the indexing screen, is the user interface
for the DP Workflow. This can be accessed from SAP Business
Workplace, Integrated Invoice Cockpit and from the VIM Workplace.
VIM Invoice Exception Dashboard: is the user interface for
processing documents through the Invoice Exception processes. This
can be accessed from SAP Business Workplace or Integrated Invoice
Cockpit.
OpenText Unified Dashboard: a standard and unified dashboard
for all invoices.
OpenText Approval Portal: a web-interface for approving invocies.

VIM Dashboards
SAP Workflow and Exception Handling: SAP workflow can be
visualized as the thread that connects all the tasks in the VIM
portion of Scan to Payment. This can be accessed via VIM
Workplace.

VIM Analytics: provides user with clear data reports on DP

documents with exceptions as well as the Invoice Exception
work items. It allows for the tracking of the documents routed
through SAP workflow by VIM.

Processing Blocks
From functional and technical perspective, the overall processing
comprises the following processing blocks
Document Processing (DP)
For front-end SAP document creation

PO parking processing
For handling parked PO invoices

PO blocking processing
For handling blocked PO invoices

Non-PO parking processing

For handling parked non-PO FI invoices

Invoice Approval
For approving and coding invoices

Process Swimlanes

Process Swimlanes
Business blue print sessions, result in a set of finalized swimlane
diagrams represents the to-be process. The swimlane shown, is
an example of such a process swimlane that is delivered with the
VIM Baseline Configuration. A swimlane diagram comprises the
following main items:
Process Description: The description
represents the process scenario.

in

the

headline

Roles: Each lane represents a business role, a unique grouping

of people required to collaborate to complete the process.
Dashboard: The dashboard is the user interface for the actors
in the process. The dashboard type identifies the VIM component
that is used to realize a specific functionality. The following
dashboard types are available:
DP dashboard: The DP dashboard represents a process as
implemented in the Document Processing component of VIM.

Process Swimlanes
VIM dashboard: The VIM dashboard represents a process as
implemented in the Invoice Exception component of VIM for parked
invoices.
VIM line dashboard: The VIM line dashboard represents a process
as implemented in the Invoice Exception component of VIM for
blocked PO based invoices for line level blocks.
VIM header dashboard: The VIM header dashboard represents a
process as implemented in the Invoice Exception component of VIM
for blocked PO based invoices for header level processes.

Options: Various options are available to the actors during the

processing of invoices. These are represented as individual items
next to the dashboard block.

AP Scenarios using VIM

Like standard SAP, VIM can be configured to suit the needs of
the individual customer.
For reference, two simple scenarios are:
Processing a Non PO-based Invoice with VIM
Processing a PO-based Invoice with VIM

1. Processing a Non PO-based Invoice with VIM

1. Processing a Non PO-based Invoice with VIM

The typical steps for processing a Non PO-based invoice into SAP with
VIM are as follows:
The documents are sorted in the mailroom.
The documents are scanned with a scanning device.

The documents are archived to an Archive Server.

OCR is performed on the documents in order to capture metadata,
validate metadata, and release to SAP.
A duplicate check is performed against the document.
The validity of the tax code is checked.
The validity of the vendor is checked.
Coding of the accounting details is done.

The invoice is approved.

The document is posted in SAP.

2. Processing a PO-based e-invoice with VIM

2. Processing a PO-based e-invoice with VIM

In the typical processing scenario for a PO-based invoice, the
following steps will be executed:
The e-invoice arrives via a group e-mail account.
The e-invoices are delivered via an interface and processed
through ICC.
The documents are archived to an Archive Server.
A duplicate check is performed against the document.

PO reference can be used to fill in missing invoice data.

The invoice is approved in VIM
The document is posted in SAP.

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 Server it is possible to realize comprehensive
solutions. Core Functions are the technical foundation of VIM: SAP
screens, functions, workflow templates, web pages, etc.

Preparing the Configuration

This section describes the activities that need to be done prior to
implementing VIM.
Install and configure an archiving system that supports SAP Content
Server HTTP Interface.
Complete business process blueprint sessions: Final process design
swimlane diagrams are available.
Create User IDs with appropriate developer and configuration
authorizations. Authorizations need to include developer as well as
workflow administrator authorizations.
Create ArchiveLink document types or at least finalize the list of the
document types etc.
Check for any existing BAdI implementations for definition
INVOICE_UPDATE. Check to see if there is any conflicting code that
could prevent parking reasons in PO/Non PO invoices from showing up.
Complete appropriate FI and MM-Purchasing customizations, so FI and
logistics invoices can be created in the system.

Transaction Codes
Codes

Description

/OPT/SPRO

VIM Configuration

/OPT/VIM

VIM Menu

/OPT/VIM_IIC

Integrated Invoice Cockpit

/OPT/VIM_WP

VIM Workplace

SBWP

SAP Business Workplace

/OPT/VIM_ANALYTICS

VIM Analytics

/OPT/VIM_SUMM

Summary Report

/OPT/VAN_LIABILITY

Current Liability Report

/OPT/VIM_AGING

Aging Report

/OPT/VIM_EXCP1

Exception Analysis Report

/OPT/VIM_KPA1

Key Process Analytics Report

/OPT/VIM_AUDIT

Central Audit Report

/OPT/VIM_PROD1

Productivity Report

/OPT/VIM_7CX1_DIS
/OPT/VIM_LICENSE
/OPT/REMINDER

Transaction Codes
Codes

Description

/OPT/CP_9CX5

Create Role

/OPT/CP_9CX2

Create Role Template

/OPT/CP_9CX2

Assign Template to Roles

/OPT/CP_9CX4

Role Determination Settings

/OPT/VIM_7CX1

Maintain Old Chart of Authority (COA)

/OPT/VIM_APPR_COA

Maintain Chart of Authority

OAC2

Create Document Type

OAC3

Link SAP Object, Document Type and Logical Archive

OAD2

Create Document Class

OAD5

Create Document Type using Wizard

PFTS

Task Agent Assignment

OAWS

Maintain Archiving Pre-settings

OAWD

Store Documents

/OPT/VIM_1CX1

Create new DP Document Type

/OPT/VIM_8CX1

Create new Process Type

/OPT/VIM_9CX1

Maintain BDC Procedure for DP

Transaction Codes
Codes

Description

/OPT/VIM_1CX12

Global Configuration Parameters for DP

/OPT/VIM_1CX7

Configure Re-Scan reasons

/OPT/VIM_1CX8

Configure Obsolete reasons

/OPT/VIM_1CX19

Check VIM Installation

/OPT/VIM_VALROL_CFG

Configure Channels

/OPT/VIM_7AX8

ICC Monitoring Tool

/OPT/VIM_7AX7

OCR Test Tool

/OPT/VIM_IMG421

Configure Rejection reasons

/OPT/VIM_IMG412

Configure Resubmit for Approval

/OPT/VIM_IMG241

Event Linkage for PO Parking Invoice Processing

Abbreviations
Abbreviation

Description

VIM

Vendor Invoice Management

SIM

SAP Invoice Management Solution by OpenText

OCR

Optical Character Recognition

ICC

Invoice Capture Center

IIC

Integrated Invoice Cockpit

DP

Document Processing

IAP

Invoice Approval

COA

Chart of Authority

TOA

Table of Optical Archiving (Archiving tables in db)

ALV

SAP List Viewer

BDC

Batch Data Communication

SAINT

SAP Add-on Installation Tool

SPAM

Support Package Manager in SAP

SSF

Shared Service Framework

AIC

Accounting Interaction Center

Abbreviations
Abbreviation

Description

KPI

Key Performance Indicator