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5/14/2016

OpenTextVIM:InvoiceApprovalProcessandChar...|SCN

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OpenTextVIM:InvoiceApprovalProcess
andChartofAuthority

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Version4

createdbyPankajPareekonSep11,20147:32AM,lastmodifiedbyPankajPareekonSep11,20148:27AM

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Introduction:
ThedocumentprovidestheoverviewofinvoiceapprovalprocesscycleinOpenTextVIMforbothPOand
NonPOinvoicesalongwithimportantconfigurationstepsinvolved.Italsocoverslinkageofprocesstypes
andchartofauthorityininvoiceapprovalprocessalongwiththeirconfigurations.

InvoiceApprovalProcess:
OpenTextVIMprovidesthefacilitytoapprovetheinvoicesbeforetheyarecreatedinSAP.Theapproval
systemiseasilyconfigurableandhighlycustomizedwithprovisionofmultilevelapproval.Approvalprocess
isavailableforbothPOandNonPObasedinvoices.NonPOinvoicessupportmultilevelapproval.PO
invoiceshaveonlyonestepapprovalbutcanbecustomizedformultilevelapproval.Approvalcanbedelayed
bysendingtheinvoicetoAPProcessorfirst.Approvalprocessendswhentheinvoiceisapprovedandposted
ordeletedorrejected.

Importantrolesinvolvedininvoiceapprovalprocess:
1.Coder:Personresponsibleforenteringaccountingdata.
2.Requester:Personwhohasrequestedthegoodsorservices.
3.Approver:Personresponsibleforapprovingtheinvoices.
4.APProcessor:MemberofAccountsPayablesteamresponsiblefordealingwithinvoices.

NOTE:AbovementionedrolesarethebasicrolesinvolvedintheIAPhoweveronecancreateadditionalroles.

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Figure1:InvoiceApprovalProcess

Approvalcanbehandledattwostages:
1.DPprocessingstage:Processtypeneedstobeconfiguredaccordingly(stepstoconfiguretheprocess

typearewrittenbelow).ApprovalworkflowcanbestartedbyclickingSubmitforApprovaloption.
2.AfterconversionofDPdocumentintoSAPparkedinvoice:Appropriateparkingreasonhastobe

provided.Createparkingreasonifrequired.Basedontheparkingreasonworkflowstarts.Approval
workflowistriggeredbychangingtheparkingreason.Triggerpointscanbeconfiguredforthisbygoing
to/n/opt/spro>Configuration>NonPOProcessing>InvoiceApprovalProcess>ApprovalWorkflow>
AdditionalConfigurationWebApproval.Belowisthescreenshot.

Figure2:Configurationfordocumentparkingreason

BLOCKRSN9isforPObasedinvoiceandVisforNonPObasedinvoice.StartApprovalImmediatelystarts
theworkflowimmediatelywithoutdelay.
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ConfigureProcesstype:AprocesstypeneedstobecreatedforapprovalwhenapprovalisrequiredatDP
processingstage.Processtypecanbedefinedusingtransaction/n/opt/vim_8cx1.Belowaretheimportant
fields:

Processtypenumber:5digituniquenumber.
Processtype:DescriptionofProcesstype.
InitialActor:Userthatgetstheworkitem.
InitialActorFunction:Ifnoinitialactorisavailablethenitispickedfromthefunctionmodulespecified
here.
IsException:Ifthischeckboxisselectedthenprocesstypewillbenotberelevantforautomatic
documentprocessing.
AutoStart:IfthischeckboxisnotcheckedthenInitialActormanuallystartstheworkflowelseitis
automaticallystarted.
CreateSR:Ifthisischeckedthenautomaticservicerequestiscreated.
CountryCheck:Checkscountryspecificconfigurations.
WorkflowType:OpentextApprovalWorkfloworExternalWorkflowcanbeselectedforthis.
TaskID
BindingFunction
MaxRetryCounter
RetryTime(Minutes)
MailConfigID
FunctionModuleforRcvrEmail
FunctionModuletosendemail
LogicalSystem:Enterthenameofthesystemwheretheexternalworkflowissupposedtorun.

Figure3:ProcessType

Toreceiveandsendemailtheconfigurationsaredoneintheprocesstypeforrespectivefunctionmodules.

IAPProcessConfiguration:

Belowaretheimportantstepsinvolvedintheinvoiceapprovalconfiguration.
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DefiningMultiLevelApproval:ForPOinvoicesacustomextensionisrequired.Iftheapproverrejects
theinvoicethenitissendbacktopreviousapprover.Ifthefirstapproverrejectstheinvoicethenitis
sendtoAPdepartment.TheuserfromAPdepartmenthastheoptiontoselecttheapproverifprocessis
startedfromDPdashboard.ApproversaremaintainedinChartofAuthority.
DrivingtheApprovalFlowforDPInvoices:Theprocessstartswheninvoicegetstheprocesstypefor
approvalorSubmitforApprovalbuttonisclicked.ForNonPOinvoicestheinitialapproverisusually
enteredintheindexingscreenintheEmailIDfield.ForPOinvoicestheapproveristherequisitioner.
DrivingtheApprovalFlowforParkedInvoices:TheprocessstartswhendocumentisparkedorSubmit
forApprovalbuttonisclicked.
DefiningApprovalHierarchyandApprovalLevel:Approvalhierarchycanbeimplementedbyeitherusing
OpenTextdeliveredapprovalhierarchytableorcustomizationasperbusinessneeds.OpenTextdelivered
approvalhierarchytableallowsdefiningtheapprover,coderandrespectivehierarchyforthemalongwith
approvalamount,currency,companycodeandplantforwhichtheuserisauthorizedtoapprove.
DefiningtheExpenseType:Forfewexpenses(MarketingExpense,OfficeSupply,Communication,
Utility,etc.)adifferentpathmightberequiredandforthisexpensetypesareconfiguredwhichallows
definingdifferentapprovallimitsfordifferentexpensetypes.Expensetypecanbecreatedbygoingto
/n/opt/sproandthentoLiveLinkVIMConfiguration>NonPOProcessing>InvoiceApprovalProcess>
SetupApprovalChain>ExpenseTypes>MaintainExpenseTypes.Createtheexpensetype,provide
descriptionandindicateifapprovalisrequiredfortheexpensetype.

Figure4:ExpenseTypes

DefiningApprovalAccessRights:Someoftheaccessrightsare:Approve,Coding,Coding_Display,
Coding_Delegation,Override,Look_aheadandConfiguration
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ConfiguringtheEmailNotification:Approverswillreceiveemailnotificationsifanynewinvoiceiswaiting
fortheirapprovalforthismethodGet_Approver_Listofbusinessobjecttype/ORS/INVAPisusedtoget
theapproversandmethodSENDEMAILiscalledtosendthemail.Theactualfunctiontocreatethesend
requestis/PTGWFI/CP_SENDMAIL.Thebodyofthemailcanbeeasilyconfigured.
ConfiguringtheCertifyMessage:Whenapproverapprovestheinvoicethenamessageisdisplayed.
Thiscanbeconfiguredat/n/OPT/SPROtransactionandfollowLiveLinkVIMConfiguration>NonPO
Processing>InvoiceApprovalProcess>TechnicalGeneral>InvoiceApprovalConfiguration.Maintain
thetextidherethatneedstobeshownpostapproval.

Figure5:CertifyMessageConfiguration
ConfiguringGeneralLedgerFieldsandSearchHelpforWebScreenFields:ThiscanbedoneatLiveLink
VIMConfiguration>NonPOProcessing>InvoiceApprovalProcess>FinancialProcessing>Online
Coding>GLTitles.

Figure6:GeneralLedgerFieldsandSearchHelpforWebScreenFields

ChartofAuthority:

Chart of Authority (COA) is required to setup the approval hierarchy for NonPO invoices. In case of PO
invoicesbaselineimplementationdeterminesthe
requester as the first approver and is the only approver unless a customization is done for PO approver. In
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COAonecanconfiguretheapprovalhierarchy,theapprovallimitandcoderfortheinvoiceapprovalprocess.
TcodetoaccesstheCOAis/n/opt/vim_7cx1.TherearethreeviewsavailableinCOA.

UserDetailsView:Itcontainsthegeneraldetailsforalltheuserslikeuserid,usersmanagerid,ifuser
isallowedforbulkapprovalornot,departmentofuser,emailaddress,telephonenumber,defaultcoder
etc.Iftherequirementistoallowtheapprovaltogofirsttotheapproverandthentothemanagerthen
maintainthemanagerfortheuserinthisviewwithoutmanuallyenteringtheuserinCOADetailsView.
ThedatafortheuserisautomaticallypopulatedinCOADetailsView.

Figure7:UserDetailsView
COADetailsView:Inthisviewthedataforapprovalaremaintainedlikeapprovalamountuptowhich
approvercanapprove,currencyforwhichapproverisallowedtoprocessapproval,companycodeand
costcenterforwhichapproverisauthorizedetc.Thusitbasicallycontrolstheapproverlimitandscope
ofapproval.

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Figure8:COADetailsView
CoderDetailsView:Thisiswherecodersaremaintainedfortherequester.Thusduetothisconfiguration

thesystemknowsfromwheretopickthecoderforaparticularrequester.IftheDefaultcheckboxis
tickedthenitmeansthatuserisalwaysacoder.

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Figure9:CoderDetailsView
Theuserdetailscontainsalltheusersandthemanagerstowhominvoicewillgoforapproval.Theapproval
limitissetinCOAdetailsandcorrespondingcodercanbedeterminedfromcoderdetails.Thusprocesstype
helpstoknowisapprovalisrequiredornotandCOAhelpstoknowwhowillbeapproving.

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Tags:process_type,opentext_vendor_invoice_management,invoice_approval_process,chart_of_authority

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31Comments
KiranMMDSep11,20149:52AM

HiPankaj,
ThankyouforthrowinglightoninvoiceapprovalprocessinVIM.Thedocumentisquitedetailedand
easytounderstand.Itisreallyhelpful.
Regards
Kiran
Like(1)

PankajPareekSep11,201410:04AM(inresponsetoKiranMMD)

HiKiran,
Thankyoufortheencouragement.
WarmRegards
PankajPareek
Like(1)

RajaRamasamySep11,201410:47AM

HiPankaj,
http://scn.sap.com/docs/DOC57917

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Thanksforverydetaileddocument.
IfthenonPOinvoiceisapprovedwillitposttheinvoiceautomaticallyormanualpostingisneeded?
Doyouhaveanyideaonmultiplebackendscenarios?Whetherinvoicewillbepostedincentral
systemaswell?

Regards
Raja
Like(1)

PankajPareekSep12,20146:45AM(inresponsetoRajaRamasamy)

Hi RajaRamasamy,
Thankyouforfeedbackonthedocument.
Oncetheinvoiceisapprovedthenitwillgetpostedautomatically.TheSAPtranscationthat
willbeusedforthisisprovidedintheprocesstype(eitherBDCIDorBackgroundID)and
yestheinvoicewillbepostedincentralsystem.Canyouelaboratemultiplebackend
scenariossothatIgetbetterideaonyourquestion.
Regards
PankajPareek
Like(0)

Mariks.Sep11,20143:32PM

VeryGooddocument.Thanksforthesharing...
Like(1)

PankajPareekSep12,20146:40AM(inresponsetoMariks.)

Hi Mariks.,
Thankyoufortheencouragementandfeedback.
Regards
PankajPareek
Like(0)

KahWaiNSep19,201411:55AM

Hi,
MindtoshowLevelBasedApprovalandconfiguringonLevelBasedApprovalChartofauthority
Maintenance?Wehavealotconfusioninsettingupthecoder,requesterandapprovalforNonPO.
Like(0)

PankajPareekSep27,20147:51AM(inresponsetoKahWaiN)

Hi
http://scn.sap.com/docs/DOC57917

KahWaiN,
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Sorryfordelayedresponse.Pleaseletmeknowyourrequirementwithanexampleand
accordinglyIwilltrytohelpyouinconfiguringforit.
Regards
PankajPareek
Like(0)

RajaRamasamyNov3,20149:40AM

HiPankaj,
IhadconfiguredNONPOapprovalprocessusingnewCOAlevelbasedapproval.Inthefirstlevel
approval(atcoderlevel)iamgettingbelowerror.
"Errorindeterminingthenextapprover./ORS/000007_RFC"

Pleasehelpmetoresolvethis...

Regards
Raja
Like(0)

PankajPareekNov10,20145:43PM(inresponsetoRajaRamasamy)

Hi RajaRamasamy,
Sorryfordelayedresponse.Iamworkinganewprojectandjoineditinmiddleof
development.Ifoundthesameissue.Therecanbemultiplereasonforthislikeinmyproject
thenextapproverisderivedbasedcostcenterandifapproverisnotmaintainedforthecost
centerthenitgiveserror.Alternativelyifthenextapproverisderivedbasedoncompany
codeandnoapproverismaintainedforcompanycodethenitgiveserror.
Differentprojecthasdifferentmethodsandtheapproverisaccordinglymaintained.Icanjust
giveyoudirectionastowheretolook.Hopeithelps.
Regards
PankajPareek
Like(0)

RajaRamasamyNov17,20148:07AM(inresponsetoPankajPareek)

ThanksPankaj.Ifoundtherootcause.Simpleapprovalisworkingbutlevelbased
approvalisnotworkingnow.IamgettingsomeFIerrorslike"Balanceinlocal
currencyFI/COinterface".Letmecheckifthereisanybuginthestandardprogram
iteself...

Regards
Raja
Like(1)

TouriaSadiDec20,20145:48PM
http://scn.sap.com/docs/DOC57917

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HelloPankaj

Veryniceandhelpfuldocument.Manythanks.ButIhaveproblemstoapplythisinVIM7.
DoIhavetomaintainmanagerswhenIonlybasemyapprovalprocessoncostcentersandcompany
codes?
AndIfIwantinanypositionthatarejectionofanonPOinvoicesendtheworkitemtothecoderwhat
doIhavetodo?Todayinrejectioncaseworkflowisgoingtoleveln1.
Manythanksinadvance.
Like(1)

PankajPareekJan10,20152:29PM(inresponsetoTouriaSadi)

HiTouria,
Sorryfordelayedresponse.Ihavebeenverybusylately.Wehavesimilarscenario
implementedwheretheflowislikethis:Indexer>Coder>Firstlevelapprover>
Secondlevelapprover(ifamountismorethanwhatfirstlevelapprovercanapprove).Any
rejectionatantlevelgoesbacktopersonatn1level.Forthiswehaveimplementeda
workflowsetup.SettingupCOAwasnothelpful.
Regards
PankajPareek
Like(0)

NigelBriggsFeb23,20154:59PM

HiPankaj
Yourdocumentaboveisveryuseful.PleasecanyougivetherelevantSAPtableswhereVIMusers
areheldIhavefound/OPT/APPR_COA.
ThistableistheChartofAuthoritylevelsandcoder\approverdetails,butIcannotfindanytablewhich
containstheVIMusersiefirstname,lastname,OpentextUseridandSAPuseridjustliketheuser
detailsviewintheCOA.
Anyideas?
Thanksinadvance.
Like(1)

PankajPareekMar14,201510:53AM(inresponsetoNigelBriggs)

Hi NigelBriggs,
Kindlyusetable/ORS/USERMAPtoseeallthedetailsfortheuser.Inordertomapanew
detailforausergottoTCode/n/opt/vim_7cx1i.e.COAandunderUserdetailsmaintainthe
data(referbelowscreenshot).IrecallsomeoneaskingmelistofimportanttablesinVIM.I
willbeprovidingtheinfosoon.

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Like(0)

PatralekhaDuttaAug22,20153:40PM

HiPankaj,

Thankyoutosharesuchagoodmaterial
Like(1)

PatralekhaDuttaAug22,20153:51PM

Gooddocumentsharing
Like(1)

PankajPareekAug27,20156:01AM(inresponsetoPatralekhaDutta)

HiPatralekha,
Thankyoufortheencouragingwords.
Regards
PankakPareek
Like(0)

AndrewLeeSep1,201511:47PM

HiPankaj,
Thankyouforthegreatarticle!!
Ithelpsmealottounderstandhowthesystemwork.
Ijusthaveafewquestionsandmaybeyouareabletoanswerthem.
ForOpenTextVIM,doesthesystembaseonalistofwordsforthesystemtoreadoninvoiceandto
capturethenecessaryinformation??canthelistalsobecustomized?

Forthetemplate,areweabletogiveageneralkeyareastothesystemforittocapturethe
information?becasuemycompany'svendorshaveallkindsofinvoice'sformats.

BestRegards,
AndrewLee
http://scn.sap.com/docs/DOC57917

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Like(0)

PankajPareekSep7,201512:40PM(inresponsetoAndrewLee)

HiAndrew,

Thankyouforthekindwords.

Onecanapplyvariousmethodsanddifferenttoolstocapturetheinformationfromscanned
image.ItisdonemostlyusingOCRscanner.Thedataisscanned,readandinformationis
sendtopopulateastandardXMLstructure.ThisXMListhenusedtopopulatevaluesinthe
DPdocumentinOpenTextVIM.Youcanmapdifferentinvoiceformatsifrequiredsothatthe
scannerreadsandfetchesinformationfromthemcorrectly.InvoiceCaptureCenter(ICC)is
aplacewherethisprocessinghappens.However,Ihavecameacrosssomeothertoolsand
methodsalsotodothis.

Regards
PankajPareek
Like(1)

AndrewLeeSep8,20156:21PM(inresponsetoPankajPareek)

HiPankaj,
Thankyouforyourfastresponseandanswers.

Whatothermethodhaveyoucomeacross?

Regards,
AndrewLee
Like(0)

PankajPareekSep12,20156:14AM(inresponsetoAndrewLee)

HiAndrew,
BrainwareisonethatIrecallwhichweusedtocapturedataandfeedinto
OpenTextforDPdoccreation.
Regards
PankajPareek
Like(0)

STEPHANESIZAIRESep18,20159:35AM

Hieverybody,

Thisisterrific:).Reallyclearandhelpfull.

http://scn.sap.com/docs/DOC57917

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Onesubsequentquestion.AnyideaofawaytodefaultanExpensetypeforaparticularDocument
type?IwouldliketodefaultExpensetypeDWtoourDownPayment.

Thksandrgds
Stephane
Like(0)

PankajPareekSep30,20156:15AM(inresponsetoSTEPHANESIZAIRE)

HiStephane,

Iamreallysorryforaverydelayreply.Iwasonvacation.

Thankyousomuchforthekindandencouragingwords.

Now,expensetype(fieldnameEXPENSE_TYPE)isavailableinHeader.Itisverymuch
possiblethatyoucandefaultavalueforadocumenttype.
1)Intheconfigurationmakethisfieldavailable.ItcanbeInputorDisplayonlybasedon
yourrequirement
2)YoucanmodifytheBAPIforitorapplyasubstitutionrule.ReachouttoABAPerforthis.

Wehavedonepopulationofdefaultvaluesforfewfields.Iwillcheckwhatwillbethemost
efficientwaytodothisandgetbacktoyou.

Regards
PankajPareek
Like(1)

RajaRamasamyOct2,20159:03AM(inresponsetoSTEPHANESIZAIRE)

InpreprocessuserexityoucanputthissmalllogictopopulateDWbasedondocument
type.
Like(2)

STEPHANESIZAIREOct2,20159:17AM

Dearall,

Itseemsaddingandactivatingstandardprocesstype'333determineexpensetype'toaDown
paymentdoc.typeautomaticallyassignsDWasexpensetype.TheonlydownsideI'venoticedwith
thatmethodisthatDWisonlypopulatedafterthe'Applybusinessrule'functionisrun.Soifyou
simulaterulesfromindexingscreen,approvalstep/exceptionwillappearwithagreenlightbecause
DWisstillnotconsidered(whichisnotcorrect).Butthisdoesnotpreventtheapprovalsteptooccurre
attheend.Sonot100%reliablebutitworks.

Lookingatthefunctionmodulebehind,thishasbeenadded/codedatawrongstep.

Brgds
http://scn.sap.com/docs/DOC57917

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Stphane
Like(1)

LauraQuinterosApr27,20165:54AM

HiPankaj,

ThanksforsharingyourknowledgearoundVIMconfiguration

Ihaveaspecificquestion:canwehideabuttoninVIMWorkplace?
We'dliketohidebutton"Image"withinMyInbox/OtherInboxonthelowerrighthandsidepanenext
to"LineItems"and"History"buttons(highlightedinredinthescreenshot).

Thanksandregards,
Laura
Like(0)

PankajPareekApr28,20165:06AM(inresponsetoLauraQuinteros)

HiLaura,

Hopeyouaredoinggood.Iamgladthatthedocumentsprovedtobeusefultoyou.

IcheckedbutIamsorryforIwasnotabletofindanyconfigurationtohidethesebuttons.I
willtrytotalktomyfriendsinOpenTextelsewemighthavetoraiseanincidentagainst
OpenTextforthis.

ThanksandRegards,
PankajPareek
Like(0)

LauraQuinterosApr28,20165:15AM(inresponsetoPankajPareek)
http://scn.sap.com/docs/DOC57917

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HiPankaj,

I'mdoingwellthanks.Ihopeyouaredoinggoodtoo.

Thanksforyourquickresponse.Itwouldbegreatifyoucouldtalktoyourfriendsin
OpenText.Otherwise,asyousay,itmightbeagoodideatoraiseaticketwiththem.

I'mlookingforwardtohearingfromyou

Thanksandregards,
Laura
Like(0)

PankajPareekApr29,201612:55PM(inresponsetoLauraQuinteros)

HiLaura,

Itriedveryhardtocheckifanyconfigurationisavailabletohide"Image"
button.Unfortunately,Ifoundnone.Wedohaveaconfigurationfor
"ImageDisplayFunction"whereonecandefinetheFMusedtofetchthe
ArchiveLinkimage.ItisforPOParked,POBlocked,andNonPO.
However,Iamnotsureifthatwillprovetobeaworkaroundforyou.

PathforImageDisplayFunction:
POParked:VendorInvoiceManagement>POBasedInvoice
Configuration>ParkedInvoiceProcessingConfiguration>Technical
Configuration>ImageDisplay>ImageDisplayFunction

POBlocked:VendorInvoiceManagement>POBasedInvoice
Configuration>BlockedProcessConfiguration>TechnicalConfiguration
>ImageDisplay>ImageDisplayFunction

NonPO:VendorInvoiceManagement>NonPOBasedInvoice
Configuration>ParkedInvoiceProcessingConfiguration>Technical
Configuration>ImageDisplay>ImageDisplayFunctionNonPO

IdidtrytoreachouttomyfriendinOpenTextbutseemsheis
occupiedthesedays.

Iamprettysurethateditingascreenexitmightberequiredforthisbutit
willbebetterifweraiseanincidentwithOpenTexttogetexactdetails.

Pleasedoshareifyougetaresponseonthisfromthem.

ThanksandRegards,
PankajPareek
Like(0)

LauraQuinterosMay2,20166:52AM(inresponsetoPankajPareek)
http://scn.sap.com/docs/DOC57917

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ThankyouverymuchforquickresponsePankaj

WearelookingintoOpenTextconfigtofixtheissuethat
originatedthisquestioninthefirstplace.Ifthatcan'tbefixed,
thenwe'llraiseamessagewithOpenTextaskingthemifthereis
ascreenexitavailabletohidethisbuttoninthescreen.

Thanksandregards,
Laura
Like(0)

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