VIM Boot - Clean

Vendor Invoice Management
(VIM) for SAP Solutions 5.2

Bootcamp
Learning Services course 250

December 2009
Impressum
Learning Services course material

Revision 5.2c
Author: Learning Services
Date: December 2009
Copyright
2009 Open Text Software GmbH

All rights reserved, including those regarding reproduction, copying or other use or
communication of the contents of this document or parts thereof. No part of this
publication may be reproduced, transmitted to third parties, processed using electronic
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existing company.
2009 by Open Text Corporation. The copyright to these materials and any
accompanying software is owned, without reservation, by Open Text. These materials
and any accompanying software may not be copied in whole or part without the express,
written permission of Open Text. The information in this document is subject to change
without notice. All rights reserved. Printed in Canada.
Open Text Corporation is the owner of the trademarks Open Text, Great Minds Working
Together, and Livelink, among others. This list is not exhaustive. All other products or
company names are used for identification purposes only, and are trademarks of their
respective owners.
Trademarks
SAP, R/3, SAPmail, SAPoffice, SAPscript, SAP Business Workflow, SAP ArchiveLink:
SAP AG
UNIX: Unis Systems Laboratories, Inc.
OSF, Motif, OSF/Motif: Open Software Foundation, Inc.
X Window System: Massachusetts Institute of Technology
PostScript: Adobe Systems, Inc.
FrameMaker: Frame Technology Corporation
ORACLE: ORACLE Corporation, Kalifornien USA
Microsoft, WINDOWS, EXCEL, NT: Microsoft Corporation
Intel, Intel Inside: Intel Corporation
Other product names have been used only to identify those products and may be
trademarks of their respective owners.
Table of Contents
1
Overview
Course Prerequisites ..................................................................................................................... 1-02
Agenda Day 1 ............................................................................................................................. 1-03
Agenda Day 2 ............................................................................................................................. 1-04
Agenda Day 3 ............................................................................................................................. 1-05
Agenda Day 4 ............................................................................................................................. 1-06
Agenda Day 5 ............................................................................................................................. 1-07
Course Objectives ......................................................................................................................... 1-08
Open Text Vendor Invoice Management for SAP Solutions

Agenda........................................................................................................................................... 2-02
The Need to Optimize the Cycle.................................................................................................... 2-03
Does this scenario look familiar? ................................................................................................... 2-04
Typical barriers to efficient Accounts Payable (AP) operations..................................................... 2-05
What it takes to optimize the AP invoicing process ....................................................................... 2-06
Open Text Vendor Invoice Management....................................................................................... 2-07
Manual Invoice Processing is inefficient and poses serious risk to your business operations ..... 2-08
Benefits of fully optimized and automated AP process ................................................................. 2-09
Overcoming barriers in the financial supply chain becomes a competitive differentiator.............. 2-10
Transparent invoice reconciliation becomes a competitive differentiator ...................................... 2-11
Invoice Management is the Most Commonly Shared Finance Process ........................................ 2-12
Value Proposition of Open Text Vendor Invoice Management for SAP Solutions ........................ 2-13
Differentiators of Open Text Vendor Invoice Management ........................................................... 2-14
What your organization gains from Open Text Vendor Invoice Management............................... 2-15
What your Finance Shared Services Organization gains from Open Text Vendor Invoice
Management............................................................................................................................. 2-16
Open Text Vendor Invoice Management Automated paper-to-post invoice management ........... 2-17
Open Text Vendor Invoice Management Architecture................................................................... 2-18
Benefits you gain throughout the entire invoice management process......................................... 2-19
Document processing function ...................................................................................................... 2-20
Exception processing function ....................................................................................................... 2-21
Invoice approval and accounting ................................................................................................... 2-22
Analytics function ........................................................................................................................... 2-23
Support large and/or distributed organizations with transparent routing ....................................... 2-24
Achieving Results with Open Text and SAP.................................................................................. 2-25
Selected customers using Open Text Vendor Invoice Management ............................................ 2-26
Customer return on investment ..................................................................................................... 2-27
Sample ROI ................................................................................................................................... 2-28
Summary........................................................................................................................................ 2-29
The bottom line .............................................................................................................................. 2-30
Vendor Invoice Management (VIM) Overview

Chapter Guide................................................................................................................................ 3-02
AP Business Process Flow without VIM ........................................................................................ 3-03
Accounts Payable Challenges ....................................................................................................... 3-04
Handling Invoice Problems: Different Viewpoints.......................................................................... 3-05
Chapter Guide................................................................................................................................ 3-06
What is VIM or SAP IM? ................................................................................................................ 3-07
Table of Contents
0-3
Delivery Model ............................................................................................................................... 3-08

Core Components.......................................................................................................................... 3-09
Architecture.................................................................................................................................... 3-10
History and look forward ................................................................................................................ 3-11
Chapter Guide................................................................................................................................ 3-12
Process Overview Scan to Payment .......................................................................................... 3-13
AP Business Process Flow............................................................................................................ 3-14
Scan to Payment Demo with manual indexing and with ICC (OCR / IDR) ................................... 3-15
Demo Scenario Non PO Invoice: Short description....................................................................... 3-16
Demo Scenario Non PO Invoice.................................................................................................... 3-17
Mail room Sort incoming mails.................................................................................................... 3-18
Demo Scenario Non PO Invoice: Scan station.............................................................................. 3-19
Invoice Scanning Step ................................................................................................................... 3-20
Start archiving invoices by using TCode: OAWD .......................................................................... 3-21
Demo Scenario Non PO Invoice: ICC Extraction and Validation .................................................. 3-22
ICC Document Extraction (background task) ................................................................................ 3-23
ICC Validation ................................................................................................................................ 3-24
Correcting Documents with Single Click Entry .............................................................................. 3-25
Demo Scenario Non PO Invoice: Manual Indexing ....................................................................... 3-26
Manual Indexing Step TCode: SBWP ........................................................................................... 3-27
View to Indexer Dashboard ........................................................................................................... 3-28
Index Screen and Image................................................................................................................ 3-29
Filled Index Screen
Submit ....................................................................................................... 3-30
Baseline Duplicate Check after Submit ......................................................................................... 3-31
Indexer Dashbord in case of Duplicate.......................................................................................... 3-32
Demo Scenario Non PO Invoice: Duplication Check .................................................................... 3-33
Duplicate Analysts Inbox............................................................................................................... 3-34
Duplicate Analysts Index screen Suspected Duplicate ............................................................. 3-35
Duplicate Analyst makes a decision .............................................................................................. 3-36
Demo Scenario Non PO Invoice Invalid Vendor VAT Number................................................... 3-37
Tax Experts Inbox ......................................................................................................................... 3-38
Tax Experts Inbox Index Screen - Invalid Vendor VAT Number
Process Type: 220............... 3-39
Tax Expert maintain Tax Information............................................................................................. 3-40
Tax Experts Dash board Screen - Invalid Vendor VAT Number .................................................. 3-41
Demo Scenario Non PO Invoice: SAP Document Creation Failure .............................................. 3-42
AP Processors Inbox .................................................................................................................... 3-43
AP Processors Index Screen
Exception: "Missing Invoice Date" ............................................ 3-44
Enter "Missing Invoice Date" from Invoice..................................................................................... 3-45
Re-apply Business Rules............................................................................................................... 3-46
Document returned to AP Processors Inbox ................................................................................ 3-47
other Exception: "Missing Date of Supply"................................ 3-48
Demo Scenario Non PO Invoice: Approval Required.................................................................... 3-49
Requester and Approver................................................................................................................ 3-50
SAP GUI Approval Screen............................................................................................................. 3-51
Enter accounting information ......................................................................................................... 3-52
Add Comments .............................................................................................................................. 3-53
Demo Scenario Non PO: Approval Step ....................................................................................... 3-54
Show Invoice TCode: FB03 ........................................................................................................... 3-55
Demo Scenario Non PO Invoice: Invoice Posted .......................................................................... 3-56
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VIM 5.2 Installation and Upgrade Overview

Objective ........................................................................................................................................ 4-02
Types of VIM Add-on Packages .................................................................................................... 4-03
Supported VIM / SAP IM versions ................................................................................................. 4-04
Objective ........................................................................................................................................ 4-05
VIM 5.2 Installation ........................................................................................................................ 4-06
VIM / SAP IM Installation Procedure ............................................................................................. 4-07
Pre Requisite ECC 6.0................................................................................................................... 4-08
Pre Requisite ECC 5.0................................................................................................................... 4-09
Pre Requisite SAP 4.7 ................................................................................................................... 4-10
Pre Requisite SAP 4.6C ................................................................................................................ 4-11
Installation Basis package ............................................................................................................. 4-12
Installation Procedure .................................................................................................................... 4-13
Verification (1)................................................................................................................................ 4-14
Verification (2)................................................................................................................................ 4-15
Post Installation Steps ................................................................................................................... 4-16
Transaction /OPT/VIM_1CX19 after Installation .......................................................................... 4-17
Transaction /OPT/VIM_1CX19 after finishing post installation process ...................................... 4-18
Installation Procedure Upgrading SAP (1).................................................................................. 4-19
Installation Procedure Upgrading SAP (2).................................................................................. 4-20
Upgrading VIM ............................................................................................................................... 4-21
Installation of Support Packages ................................................................................................... 4-22
Installation of Hot Fixes ................................................................................................................. 4-23
Exercise: Installation Check........................................................................................................... 4-24
Implementation Methodology
Topics ............................................................................................................................................ 5-02
Forward Motion Implementation Methodology ............................................................................ 5-03
Project Initiation Phase .................................................................................................................. 5-04
Blueprint Phase.............................................................................................................................. 5-05
Development Phase ...................................................................................................................... 5-06
Integration Test Phase................................................................................................................... 5-07
Launch Phase ................................................................................................................................ 5-08
VIM Swimlane Workshops............................................................................................................. 5-09
VIM Swimlane Example................................................................................................................. 5-10
SAP IM Project Structure............................................................................................................... 5-11
Architecture and Infrastructure

Topics ............................................................................................................................................ 6-02
High Level System Landscape VIM 5.2...................................................................................... 6-03
Technical Foundation .................................................................................................................... 6-04
User Interface ................................................................................................................................ 6-05
User Interface DP Dashboard..................................................................................................... 6-06
User Interface VIM Dashboard: Parked Document .................................................................... 6-07
User Interface VIM Dashboard: Blocked PO Invoice ................................................................. 6-08
User Interface VIM Dashboard: Invoice Approval ...................................................................... 6-09
Exercise: Dashboards.................................................................................................................... 6-10
SAP Workflow Basics .................................................................................................................... 6-11
Exception Handling Workflow Process Overview.......................................................................... 6-12
Invoice Approval Workflow Overview ............................................................................................ 6-13
Role Resolution Components ........................................................................................................ 6-14
Table of Contents
0-5
Customization Infrastructure.......................................................................................................... 6-15

Customization Infrastructure.......................................................................................................... 6-16
Reporting ....................................................................................................................................... 6-17
Livelink for SAP Solutions Components

Chapter guide ................................................................................................................................ 7-02
Typical configuration of Livelink for SAP Solution ......................................................................... 7-03
Chapter guide ................................................................................................................................ 7-04
Leading application (1) .................................................................................................................. 7-05
Leading application (2) .................................................................................................................. 7-06
Chapter guide ................................................................................................................................ 7-07
Archive Server ............................................................................................................................... 7-08
Storage technologies used by Archive Server............................................................................... 7-09
Archive Server Components.......................................................................................................... 7-10
Chapter guide ................................................................................................................................ 7-11
Document archiving and viewing ................................................................................................... 7-12
Document flow in the Archive Server - Synopsis........................................................................... 7-13
Document archival ......................................................................................................................... 7-14
Providing a document for read access .......................................................................................... 7-15
Chapter guide ................................................................................................................................ 7-16
Administration and monitoring tools for the Archive Server .......................................................... 7-17
Archive Server WebMonitor........................................................................................................... 7-18
Archive Server Administration Client ............................................................................................. 7-19
Document Pipeline Info.................................................................................................................. 7-20
Chapter guide ................................................................................................................................ 7-21
Logical archive setup steps ........................................................................................................... 7-22
Definition: logical archives ............................................................................................................. 7-23
Inner structure of a logical archive................................................................................................. 7-24
Create a logical archive ................................................................................................................. 7-25
Create a Pool (e. g. single file FS)................................................................................................. 7-26
Set security options ....................................................................................................................... 7-27
Exercise: Display logical archive on Archive Server...................................................................... 7-28
Chapter guide ................................................................................................................................ 7-29
Scanning client............................................................................................................................... 7-30
Scanner.......................................................................................................................................... 7-31
Enterprise Scan ............................................................................................................................. 7-32
Chapter guide ................................................................................................................................ 7-33
Retrieval clients.............................................................................................................................. 7-34
Archive Windows Viewer ............................................................................................................... 7-35
Archive Java Viewer Applet ........................................................................................................... 7-36
Archive Web Viewer ...................................................................................................................... 7-37
Chapter guide ................................................................................................................................ 7-38
Scalable system architecture protects your investment ............................................................ 7-39
enterprise-wide.......................................................................................................................... 7-40
SAP Archivelink Overview and Customizing for VIM

Chapter Guide................................................................................................................................ 8-02
ArchiveLink: The SAP Interface to Archiving Systems.................................................................. 8-03
Features of SAP ArchiveLink......................................................................................................... 8-04
Chapter Guide................................................................................................................................ 8-05
ArchiveLink elements in the SAP basis ......................................................................................... 8-06
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Some SAP tables for ArchiveLink.................................................................................................. 8-07

ArchiveLink Function Modules....................................................................................................... 8-08
Chapter Guide................................................................................................................................ 8-09
Link Tables: Associations of SAP objects and Archived Documents ............................................ 8-10
Link table structure ........................................................................................................................ 8-11
Multiple link tables ......................................................................................................................... 8-12
Chapter Guide................................................................................................................................ 8-13
Document retrieval (1): From business context............................................................................. 8-14
Document retrieval (2): From business context: VIM GOS ........................................................... 8-15
Document retrieval (3): Document-oriented .................................................................................. 8-16
Document retrieval (4): Administrative .......................................................................................... 8-17
ArchiveLink Monitor ....................................................................................................................... 8-18
The entry screen into ArchiveLink customizing ............................................................................. 8-19
Chapter Guide................................................................................................................................ 8-20
Layers of ArchiveLink customizing ................................................................................................ 8-21
Initial customizing steps ................................................................................................................. 8-22
Deactivate print list management in DMS ..................................................................................... 8-23
Install Open Texts ArchiveLink protocols IX_OLEU*, IX_HTTP*.................................................. 8-24
Chapter Guide................................................................................................................................ 8-25
Communication setup steps .......................................................................................................... 8-26
Communication interfaces between SAP and Archive Server (via HTTP) .................................... 8-27
Spool directory: Purpose and size ................................................................................................. 8-28
Spool directory (2): Possible subdivisions ..................................................................................... 8-29
Chapter Guide................................................................................................................................ 8-30
Definition: Logical archive.............................................................................................................. 8-31
Reasons for multiple logical archives ............................................................................................ 8-32
Restrictions for logical archives for SAP........................................................................................ 8-33
Create logical archive: HTTP settings ........................................................................................... 8-34
Logical archive, HTTPS settings.................................................................................................... 8-35
On OpenText side: General logical archive setup ......................................................................... 8-36
Exercise: Create logical archive .................................................................................................... 8-37
Chapter Guide................................................................................................................................ 8-38
Basic customizing attributes .......................................................................................................... 8-39
Object type..................................................................................................................................... 8-40
Document class ............................................................................................................................. 8-41
Document type............................................................................................................................... 8-42
Basic customizing steps ................................................................................................................ 8-43
Display/ maintain document type definition ................................................................................... 8-44
Display/ maintain document type link to logical archive ................................................................ 8-45
Basic customizing attributes: References and dependencies ....................................................... 8-46
Chapter Guide................................................................................................................................ 8-47
Archiving with workflow: Customizing............................................................................................ 8-48
Workflow-specific attributes for a VIM Archivelink document type ................................................ 8-49
Set up workflow document type using the customizing wizard (1) ................................................ 8-50
Exercise: Customize document archiving with workflow ............................................................... 8-53
Workflow archiving attributes: References and dependencies...................................................... 8-54
Display/maintain presettings.......................................................................................................... 8-55
Personal view configuration for archiving presettings ................................................................... 8-56
Types of workflow agents for document archiving......................................................................... 8-57
Table of Contents
0-7
Agent assignment to workflow task ............................................................................................... 8-58
Role Resolution
Topics ............................................................................................................................................ 9-02
Role Resolution Overview ............................................................................................................. 9-03
VIM Roles ...................................................................................................................................... 9-04
Role Structure ................................................................................................................................ 9-05
Role Definition................................................................................................................................ 9-06
Role Description Maintenance....................................................................................................... 9-07
Role Template Definition ............................................................................................................... 9-08
Role Template Types..................................................................................................................... 9-09
Key Determination Example .......................................................................................................... 9-10
Maintaining Role Templates using Key Determination.................................................................. 9-11
Step 1: Display / maintain Template Definition.............................................................................. 9-12
Template Definition /OPT/CP_9CX2 .......................................................................................... 9-13
Step 2: Display / maintain Template Fields for the Template Definition........................................ 9-14
Template Fields
/OPT/CP_9CX2 .............................................................................................. 9-15
Step 3: Display / maintain details of each Template Field............................................................. 9-16
Template Field Details /OPT/CP_9CX2 ..................................................................................... 9-17
Product Code to Business Object table......................................................................................... 9-18
Step 4: Display / maintain assignment of Template Definition to a Role....................................... 9-19
Assign Template to Role
/OPT/CP_9CX2 ................................................................................ 9-20
Role Structure: Key Configuration Fields ...................................................................................... 9-21
Role Structure: Key Field Correlation ............................................................................................ 9-22
Simple Mode Role Maintenance.................................................................................................... 9-23
Fail_Safe Role Maintenance.......................................................................................................... 9-24
How works the Key determination ................................................................................................. 9-25
Role Resolution Flow..................................................................................................................... 9-26
Exercise: What template can we use for role determination? ....................................................... 9-27
Role Resolution Review: What template can we use for role determination? ........................... 9-28
Exercise: Template Identification................................................................................................... 9-29
Exercise: Assigning Organizational objects to Roles .................................................................... 9-30
Exercise: Create new Roles and Assign them .............................................................................. 9-31
10
Role Resolution Alternate Method

Role Resolution............................................................................................................................ 10-02
Role Configuration (1).................................................................................................................. 10-03
Role Configuration (2).................................................................................................................. 10-04
Organizational Configuration ....................................................................................................... 10-05
Organizational Configuration: Modifying Entries ......................................................................... 10-06
Organizational Configuration: Creating New Entry...................................................................... 10-07
Organizational Configuration: Key Determination Roles ............................................................. 10-08
Organizational Configuration: Key Determination Objects .......................................................... 10-09
Organizational Configuration: Object Attribute ............................................................................ 10-10
11
Creation of Organizational Units and Work center

Chapter guide .............................................................................................................................. 11-02
Start creation transaction TA: PPOCW and valid time range for Organization ........................... 11-03
Type in new name and Hide Object Manager ............................................................................. 11-04
Right mouse key on new organization and Create new Position ............................................ 11-05
Type in Position name and description........................................................................................ 11-06
Assign position holder
search user ..................................................................................... 11-07
0-8
250
select them and delimit vacancy.................................................................................................. 11-08

Chapter guide .............................................................................................................................. 11-09
Start Create Strukture with TA: PPSC ......................................................................................... 11-10
Select Object Type and Evaluation Path and Create the Structure ............................................ 11-11
Choose relationship to the holder
search User ....................................................................... 11-12
select and assign them ................................................................................................................ 11-13
For changes on Work Center use TA: PPSM.............................................................................. 11-14
12
Document Processing (DP) Configuration

Document Processing (DP) ......................................................................................................... 12-02
Chapter Guide.............................................................................................................................. 12-03
Document Processing (DP) Basic Concepts ............................................................................... 12-04
Overview of DP Customizing Steps............................................................................................. 12-05
Chapter Guide.............................................................................................................................. 12-06
DP Document Type Definition ..................................................................................................... 12-07
DP Document Type Maintenance Screen (1)........................................................................... 12-08
DP Document Type Maintenance Items (1) ............................................................................. 12-12
DP Document Type Maintenance Items (2) ............................................................................. 12-13
Chapter Guide.............................................................................................................................. 12-14
Process Type ............................................................................................................................... 12-15
Process Type Maintenance ...................................................................................................... 12-16
Process Type Definition (1) ......................................................................................................... 12-17
Process Type Definition (2) (Advance Topic) .............................................................................. 12-18
User Process Options for Process Type (1) ................................................................................ 12-19
User Process Options for Process Type (2) ................................................................................ 12-20
Process Type Maintenance Items ............................................................................................ 12-21
Chapter Guide.............................................................................................................................. 12-22
Process (Dashboard) Options ..................................................................................................... 12-23
Process (Dashboard) Options Maintenance View.................................................................... 12-24
Process (Dashboard) Options Maintenance Items...................................................................... 12-25
Display BDC Configuration (1)..................................................................................................... 12-26
Display BDC Configuration (2)..................................................................................................... 12-27
Chapter Guide.............................................................................................................................. 12-28
Index Screen Options .................................................................................................................. 12-29
Index Screen Options default settings ......................................................................................... 12-30
Index Screen Options changed to Disable Obsolete and Rescan .............................................. 12-31
Index Screen Options changed to Enable Simulate and Enable Bypas ..................................... 12-32
Country Specific Screen configuration ........................................................................................ 12-33
Missing field descriptions and Line Item Details after copy or creation of DP document types .. 12-34
Index Screen Header Field Configuration ................................................................................... 12-35
Index Screen Item Field Configuration ........................................................................................ 12-36
Views of field descriptions and Line Item Details after sucessefull customizing ......................... 12-37
Country Specific Configuration .................................................................................................... 12-38
Country Specific Attributes .......................................................................................................... 12-39
Country Specific Attributes .......................................................................................................... 12-40
Country Specific Process Types.................................................................................................. 12-41
Country Specific Process Types.................................................................................................. 12-42
Chapter Guide.............................................................................................................................. 12-43
Table of Contents
0-9
Business Rules ............................................................................................................................ 12-44

Business Rules Check Type: Table Field................................................................................. 12-45
Business Rules other Check Types.......................................................................................... 12-46
Business Rules Bypass / Simulate Feature.............................................................................. 12-47
Business Rules Maintenance Items ......................................................................................... 12-48
Document Processing (DP) Customization Tip ........................................................................... 12-49
Document Processes................................................................................................................... 12-50
Maintain connection between Document Types, Process Types and Business Rules............... 12-51
Maintain additional fields ............................................................................................................. 12-52
Exercise: Copy and modify DP Document Types........................................................................ 12-53
Chapter Guide.............................................................................................................................. 12-54
Duplicate Check........................................................................................................................... 12-55
Duplicate Check Maintenance ..................................................................................................... 12-56
Duplicate Check Group Maintenance Items ............................................................................. 12-57
Duplicate Check Group Advanced Maintenance...................................................................... 12-58
Chapter Guide.............................................................................................................................. 12-59
Rescan / Obsolete Reasons ........................................................................................................ 12-60
Display / Hide Rescan and Obsolete Reasons............................................................................ 12-61
Maintain Scan Locations and Document Priorities ...................................................................... 12-62
Maintain Dynamic Columns - Overview....................................................................................... 12-63
Maintain Dynamic Columns - Details........................................................................................... 12-64
Exercise: Duplicate Check and Reason Codes........................................................................... 12-65
Chapter Guide.............................................................................................................................. 12-66
Advanced Customization Items (1).............................................................................................. 12-67
Advanced Customization Items (2).............................................................................................. 12-68
13
OCR and Invoice Capture Center (ICC)

Chapter Guide.............................................................................................................................. 13-02
Capture Indexes from Image: Two Ways .................................................................................... 13-03
Chapter Guide.............................................................................................................................. 13-04
Invoice Capture Center at a glance ............................................................................................. 13-05
Invoice Capture Center at a glance (2)........................................................................................ 13-06
Chapter Guide.............................................................................................................................. 13-07
Details on ICC.............................................................................................................................. 13-08
Open Text VIM Automated paper-to-post invoice management ................................................. 13-09
Architecture& Infrastructure: High Level Architecture.................................................................. 13-10
Architecture & Infrastructure: ICC-VIM Integration ...................................................................... 13-11
ICC Monitoring ............................................................................................................................. 13-12
Architecture&infrastructure: SAP/VIM Integration ...................................................................... 13-13
Infrastructure: ICC Hardware configuration ................................................................................. 13-14
Architecture.................................................................................................................................. 13-15
Data flow steps in sequence........................................................................................................ 13-16
Status Flow .................................................................................................................................. 13-17
Infrastructure: ICC VIM Data Flow............................................................................................ 13-18
Infrastructure: ICC Download Flow.............................................................................................. 13-19
Infrastructure: ICC Configuration Flow ........................................................................................ 13-20
Infrastructure: VIM ICC Document Type Concept ....................................................................... 13-21
Recognition: Division of work ICC - VIM...................................................................................... 13-22
Long term effect of different Approaches .................................................................................... 13-23
Invoice Knowledge Base ............................................................................................................. 13-24
Localization and Country Support................................................................................................ 13-25
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250
Recognition Configuration: Multiple Country Application for EU ................................................. 13-26

Recognition Configuration: Multiple Country Applications for SSC ............................................. 13-27
Typical Invoice Data Extraction ................................................................................................... 13-28
Recognition Process .................................................................................................................... 13-29
Recognition: Company Code Detection ...................................................................................... 13-30
Use of Company Code in ICC ..................................................................................................... 13-31
Invoice data sample (Vendor)...................................................................................................... 13-32
Recognition: Vendor Detection ................................................................................................... 13-33
Invoice data sample (Amount(s))................................................................................................. 13-34
Invoice data sample (invoice data, - number).............................................................................. 13-35
Invoice data sample (Purchase order number) ........................................................................... 13-36
Invoice data sample (Line items) ................................................................................................. 13-37
Recognition: Invoice Line Items................................................................................................... 13-38
Recognition: Invoice Line Items................................................................................................... 13-39
Recognition: Invoice Line items ICC Parameters ..................................................................... 13-40
Recognition Invoice Line Item Mapping....................................................................................... 13-41
Recognition: Invoice Line Item Result Data................................................................................. 13-42
Recognition - Training with ART (1) ............................................................................................ 13-43
Recognition - Training with ART (2) ............................................................................................ 13-44
Recognition - Training who takes profit? .................................................................................. 13-45
Miscellanous ................................................................................................................................ 13-46
Extensions: New Field (1)............................................................................................................ 13-47
Extensions: New Field (2)............................................................................................................ 13-48
Miscellanous: Document Separation Best Practise..................................................................... 13-49
SAP ICC out of the box customizing steps (1) ............................................................................ 13-50
SAP ICC out of the box customizing steps (2) ............................................................................ 13-51
ICC Configuration entry point ...................................................................................................... 13-52
Maintain Parameters for Archive Doctype (OCR)........................................................................ 13-53
Maintain Retry count and Time Limit for OCR Extraction & Validation ....................................... 13-54
Validation Determination Procedure (OCR) ................................................................................ 13-55
Set Up Validation Determination Condition ................................................................................. 13-56
Set Up Validation Determination Fields ....................................................................................... 13-57
Link Archive Document Type to Validation Group....................................................................... 13-58
Advanced Configuration .............................................................................................................. 13-59
Default values for Advanced Configuration ................................................................................. 13-60
Maintain Channel ID constants.................................................................................................... 13-61
Maintain Constants for Validate on Mapping errors .................................................................... 13-62
Maintain Validator Role................................................................................................................ 13-63
Maintain Workflow Template Constants ...................................................................................... 13-64
Maintain Preprocess Exit constants ............................................................................................ 13-65
Multi Backend scenario................................................................................................................ 13-66
ICC Batch Jobs ............................................................................................................................ 13-67
ICC Download programs ............................................................................................................. 13-68
Non-ICC Integration ..................................................................................................................... 13-69
Non OCR Scenario ...................................................................................................................... 13-70
VIM Integration with non ICC OCR/ E-Invoice Scenario (Swimlane) .......................................... 13-71
VIM Integration with non ICC OCR / E-Invoice Scenario ............................................................ 13-72
EDI Integration Scenario.............................................................................................................. 13-73
E-Invoicing Process Flow Picture ................................................................................................ 13-74
E-Invoicing Process Flow ............................................................................................................ 13-75
Admin Tool................................................................................................................................... 13-76
Table of Contents
0-11
Admin Tool: Selection and Report Screen .................................................................................. 13-77

OCR Test Tool ............................................................................................................................. 13-78
OCR Test Tool Screen ................................................................................................................ 13-79
Application log.............................................................................................................................. 13-80
External System Data (OCR/ IDoc) ............................................................................................. 13-81
Maintain Mapping Fields - Overview............................................................................................ 13-82
Maintain Mapping Fields Single Field Example........................................................................ 13-83
Maintain Document Type Procedure Definition ........................................................................... 13-84
Maintain Document Type Procedure Definition: Step Details View............................................. 13-85
Maintain PO Line Determination Procedure ................................................................................ 13-86
14
PO Invoice Exception Processing

Topics .......................................................................................................................................... 14-02
SAP PO Invoice Processing: Three Way Match.......................................................................... 14-03
PO Invoice Process Flow Without OCR ...................................................................................... 14-04
PO Invoice Process Flow With OCR ........................................................................................... 14-05
OCR Considerations: PO Invoice Key Information...................................................................... 14-06
Indexing Considerations: PO Invoice .......................................................................................... 14-07
Check for Duplicate: PO Invoice.................................................................................................. 14-08
Business Rules ............................................................................................................................ 14-09
SAP Document Creation.............................................................................................................. 14-10
Exception Handling Process: PO Invoice .................................................................................... 14-11
Exception Handling Methods ....................................................................................................... 14-12
Swimlane Example PO Invoice Exception................................................................................ 14-13
PO Invoice Exception Process Flow............................................................................................ 14-14
SAP Documents........................................................................................................................... 14-15
Baseline Exception Handling ....................................................................................................... 14-16
Baseline Exception Handling: Blocked Workflows ...................................................................... 14-17
Baseline Exception Handling: Reason Codes ............................................................................. 14-18
PO Invoice Exception Roles ........................................................................................................ 14-20
Maintenance Item Parking Reasons......................................................................................... 14-21
Maintenance Item Block Reasons ............................................................................................ 14-22
Maintenance Item Block Reasons: Details ............................................................................... 14-23
Maintenance Item Rollout Criteria (Parked) ............................................................................. 14-24
Maintenance Item Rollout Criteria (Blocked) ............................................................................ 14-25
Maintenance Item Process (Dashboard) Options (Parked/Blocked)........................................ 14-26
Customization Item: Dashboard Options (Parked/Blocked) ........................................................ 14-27
Maintenance Item User Process (Dashboard) Options (Parked/Blocked) ............................... 14-28
Maintenance Item Delay Logic (Parked/Blocked)..................................................................... 14-29
Maintenance Item Dynamic Columns (Parked/Blocked) .......................................................... 14-30
Maintenance Item Workitem Text (Parked/Blocked) ................................................................ 14-31
Maintenance Item Image Display (Parked/Blocked) ................................................................ 14-32
Advanced Customization Items ................................................................................................... 14-33
Exercise: Parking Reasons and Process Options ....................................................................... 14-34
15
Non PO Invoice Exception Processing

Topics: Non-PO Invoice Exception Handling............................................................................... 15-02
SAP Non-PO Invoice Processing ................................................................................................ 15-03
Non-PO Invoice Process Flow..................................................................................................... 15-04
OCR Considerations: Non-PO Invoice ........................................................................................ 15-05
0-12
250
Indexing Considerations: Non-PO Without OCR......................................................................... 15-06

Duplicate Check: Non-PO............................................................................................................ 15-07
Swimlane Example Non-PO Invoice Exception........................................................................ 15-08
Non PO Invoice Exception Process Flow .................................................................................... 15-09
SAP Documents........................................................................................................................... 15-10
Baseline Exception Handling ....................................................................................................... 15-11
Non PO Invoice Exception Roles................................................................................................. 15-14
Maintenance Item Parking Reasons......................................................................................... 15-15
(empty title) .................................................................................................................................. 15-16
Maintenance Item Rollout Criteria (Parked) ............................................................................. 15-17
Maintenance Item Process (Dashboard) Options (Parked)...................................................... 15-18
Customization Item: Dashboard Options (Parked/Blocked) ........................................................ 15-19
Maintenance Item User Process (Dashboard) Options (Parked) ............................................. 15-20
Maintenance Item Delay Logic (Parked) .................................................................................. 15-21
Maintenance Item Dynamic Columns (Parked) ........................................................................ 15-22
Maintenance Item Workitem Text (Parked) .............................................................................. 15-23
Maintenance Item Image Display (Parked) .............................................................................. 15-24
16
Invoice Approvals
Chapter Topics............................................................................................................................. 16-02
Overview ...................................................................................................................................... 16-03
Non-PO Invoice Approval Process .............................................................................................. 16-04
Invoice Approval Swimlane.......................................................................................................... 16-05
VIM Invoice Approval Roles......................................................................................................... 16-06
User Interface: VIM Dashboard Invoice Approval .................................................................... 16-07
Accessing the Invoice Approval SAPGUI interface ..................................................................... 16-08
Invoice Approval SAPGUI Entry Screen................................................................................... 16-09
Invoice Approval SAPGUI Coding ............................................................................................ 16-10
Invoice Approval SAPGUI Delegation ...................................................................................... 16-11
Invoice Approval SAPGUI Approve .......................................................................................... 16-12
Invoice Approval SAPGUI Reject ............................................................................................. 16-13
Invoice Approval Email ................................................................................................................ 16-14
Chart of Authority (COA).............................................................................................................. 16-15
Chart of Authority: Example......................................................................................................... 16-16
Chart of Authority Maintenance (1).............................................................................................. 16-17
User details - Required fields....................................................................................................... 16-18
Maintain Coder Details View........................................................................................................ 16-21
Maintain Coder Details View Constant Values ......................................................................... 16-22
Customization Item: Selecting Approval Matrix Fields ................................................................ 16-23
Configuring approver persona attributes ..................................................................................... 16-24
View to Configuration table for Coder & Approver options .......................................................... 16-25
Values of Configuration table for Coder & Approver options....................................................... 16-26
Exercise: Chart of Authority Maintenance ................................................................................... 16-27
Chart of Authority: Delegation (1) ................................................................................................ 16-28
Table of Contents
0-13
Chart of Authority: Delegation (2) ................................................................................................ 16-29

Enter Account Assignment (Coding) ........................................................................................... 16-30
Maintenance Item Auto Post..................................................................................................... 16-31
Customization Item: Credit Memo Document Type..................................................................... 16-32
Customization Item: Online Coding (advanced) .......................................................................... 16-33
Customization Item: Missing Coding Message............................................................................ 16-34
Maintenance Item Currency and Language ............................................................................. 16-35
Customization Item: Dynamic Columns....................................................................................... 16-36
Customization Item: Workitem Text (Parked).............................................................................. 16-37
Invoice Web Approvals Overview ................................................................................................ 16-39
Invoice Web Approvals Workflow Overview ................................................................................ 16-40
Invoice Web Approvals - Secure Logon ...................................................................................... 16-41
Invoice Web Approvals SAP Portal (1) ..................................................................................... 16-42
Approver Delegation .................................................................................................................... 16-46
Patches Web Approval ............................................................................................................. 16-47
Diagnostic and Utility Tools ......................................................................................................... 16-48
Reassign and Recall Utility: /ORS/UMREASSIGNED................................................................. 16-49
Substitution Utility: /ORS/MAIN_SUBS ....................................................................................... 16-50
Exercise: Approvals ..................................................................................................................... 16-51
17
VIM Reports
Chapter Guide.............................................................................................................................. 17-02
Topics VIM Analytics (VAN)......................................................................................................... 17-03
Overview ...................................................................................................................................... 17-04
Questions answered by VAN....................................................................................................... 17-05
VAN Information Reported........................................................................................................... 17-06
VAN Report Views ....................................................................................................................... 17-07
VAN Report Fields: Document View............................................................................................ 17-08
VAN Report Fields: Workflow View ............................................................................................. 17-09
VAN Main Selection Screen ........................................................................................................ 17-10
VAN Configurable Selection Screen............................................................................................ 17-11
Report Results Screen................................................................................................................. 17-12
Header Section ............................................................................................................................ 17-13
ALV Grids..................................................................................................................................... 17-14
Report Results Screen (continued) .......................................................................................... 17-15
VAN Report Data Collection ........................................................................................................ 17-16
VAN Data Synchronization .......................................................................................................... 17-17
VAN Report Customization Items ............................................................................................. 17-18
Exercise: VIM Analytics Report ................................................................................................... 17-19
Chapter Guide.............................................................................................................................. 17-20
VIM Reminders Report ................................................................................................................ 17-21
VIM Reminders Report: Selection screen ................................................................................... 17-22
VIM Reminders Report. Search result screen ............................................................................. 17-23
Customization Items .................................................................................................................... 17-24
Chapter Guide.............................................................................................................................. 17-25
VIM Liability Report...................................................................................................................... 17-26
VIM Liability Report: Selection screen options ............................................................................ 17-27
0-14
250
VIM Liability Report: Selection screen ......................................................................................... 17-28

VIM Liability Report: Search result screen .................................................................................. 17-29
Exercise: VIM Analytics Reports.................................................................................................. 17-30
18
Administrative Tasks
Topics: General SAP Workflow Administration ........................................................................... 18-02
VIM Administration Areas ............................................................................................................ 18-03
VIM Scheduled Jobs (1) .............................................................................................................. 18-04
VIM Scheduled Jobs (2) .............................................................................................................. 18-05
Month End and Year End Reports .............................................................................................. 18-06
Month End Report Non-PO Documents ................................................................................... 18-07
Month End Report PO Documents ........................................................................................... 18-08
Year End Run Log ....................................................................................................................... 18-09
Versioning and Patches............................................................................................................... 18-10
VIM Workflows ............................................................................................................................. 18-11
VIM Event Linkages ..................................................................................................................... 18-12
Key VIM Namespaces ................................................................................................................. 18-13
Key VIM ABAP Tables ................................................................................................................. 18-14
Routine WF Related Tasks (1) .................................................................................................... 18-15
Routine WF Related Tasks (2) .................................................................................................... 18-16
Workflow Tasks............................................................................................................................ 18-17
19
Troubleshooting
Topics .......................................................................................................................................... 19-02
Role Resolution............................................................................................................................ 19-03
Role Resolution (2) ...................................................................................................................... 19-04
Role Flow Issue ........................................................................................................................... 19-05
Authorization Issues .................................................................................................................... 19-06
Invoice Approval Issues ............................................................................................................... 19-07
Workflows not Starting................................................................................................................. 19-08
Communication during document archiving ................................................................................ 19-09
Communication during document download and display (HTTP) ............................................... 19-10
Problems in Enterprise Scan (1).................................................................................................. 19-11
Problems in Enterprise Scan (2).................................................................................................. 19-12
When an archived document cannot be displayed...................................................................... 19-13
Relevant log files for Archive Server Operations......................................................................... 19-14
Access to log file via perl script.................................................................................................... 19-15
Open Text Support ...................................................................................................................... 19-16
Appendix A
Glossary: VIM - Terms and Definitions
Appendix B
Appendix: VIM - Baseline Roles
Appendix C
Appendix: VIM - Baseline Exceptions 5.2.0
Appendix D
Appendix: VIM - Baseline Authorization
Appendix E
Appendix: VIM Baseline Swimlanes 5.2
Incoming Invoice Process (ICC) .......................................................................................E-03

Incoming Invoice Process (Non OCR) ..............................................................................E-04
Incoming Invoice Process (Non ICC OCR).......................................................................E-05
PO Invoice Processing......................................................................................................E-06
Table of Contents
0-15
PO Invoice Exceptions ......................................................................................................E-07

PO Invoice Exception: Indexing Screen ...........................................................................E-08
P0
DP PO and Non PO Invoice Exception: Rescan Required .........................................E-09
P1
DP PO Invoice Exception: Invalid PO# (DP101), Invalid Vendor# (DP102), Invalid
UOM (DP103), Invalid Currency (DP104) .............................................................................E-10
P2
DP PO Invoice Exception: Suspected Duplicate Invoice (DP105) ..............................E-11
P3
PO Invoice Exception: Tax Audit Required (DP158)...................................................E-12
P4
PO Invoice Exception: Vendor Audit Required (DP151); Invalid Company
Address (DP132) ...................................................................................................................E-13
P5
PO Invoice Exception: PO Credit Memo (DP160).......................................................E-14
P6
DP PO Invoice Exception: Vendor Maintenance Required (DP152); Vendor
Mismatch (DP153) .................................................................................................................E-15
P7
PO Invoice Exception: PO is not Released or Incomplete (DP106); Unable to
match PO lines (DP107); Unable to Determine PO Line Number (DP109) ..........................E-16
P8
PO Invoice Exception: Currency Mismatch (DP155); UOM Mismatch (DP156);
Freight on Invoice (DP157)....................................................................................................E-17
P9
PO Invoice Exception: Process Services Invoice (DP154) .........................................E-18
P10
DP PO Invoice Exception: Invalid Requisitioner (DP159) .........................................E-19
P11
PO Invoice Exception: Approval Required (DP150)..................................................E-20
P12
PO Invoice Exception: Invalid Vendor VAT# (DP120); Invalid Tax Info (DP126);
Invalid Recipient VAT# (DP128), Invalid SIRET# (DP131); Missing/Invalid Tax exempt
(DP135); Missing Import Special text (DP136)......................................................................E-21
P13
PO Invoice Exception: Incomplete Credit Memo Info (DP121); Missing Item Unit
Price (DP124); Missing Item Qty. (DP123); Missing Invoice Date (DP125); Missing Date
of Supply (DP127); Vendor Addr. Mismatch (DP122); Payment Term Mismatch
(DP130); ISR# Mismatch (DP129); Vendor Invoice Reference missing (DP133);
Payment Method Match (DP134); Missing Item Description (DP137); Missing
Mandatory Information (DP138) ............................................................................................E-22
P14
PO Invoice Exception: Process PO Invoice (Unable to Auto Post) (DP108) ............E-23
P15
PO Invoice Exception: Blocked Invoice for Price Discrepancies (IE1) Page 1 ......E-24
P15
DP PO Invoice Exception: Blocked Invoice for Price Discrepancies (IE1) Page
2.............................................................................................................................................E-25
P15
PO Price Block SRM Based (Extended Classic)....................................................E-26
P15
PO Price Discrepancy SRM Based (Classic) .........................................................E-27
P16
PO Invoice Exception: Blocked Invoice for Quantity Discrepancies (IE2) Page
1.............................................................................................................................................E-28
P16
PO Invoice Exception: Blocked Invoice for Quantity Discrepancies (IE2) Page
2.............................................................................................................................................E-29
P16
PO Quantity Block SRM Based (Extended Classic) ..............................................E-30
P16
PO Quantity Block SRM Based (Classic)...............................................................E-31
P17
GR Missing (Header Level) SRM Based ( Classic & Extended Classic ) ..............E-32
Non PO Invoice Processing ..............................................................................................E-33
Non PO Invoice Exceptions ..............................................................................................E-34
Non PO Invoice Processing: Indexing Screen..................................................................E-35
P20
DP Non PO Invoice Exception: Invalid Vendor# (DP201); Invalid Currency
(DP202); Invalid Requester ID (DP203) ................................................................................E-36
P21
Non PO Invoice Exception: Suspected Duplicate Invoice (DP204) ..........................E-37
P22
Non PO Invoice Exception: Tax Audit Required (DP254) .........................................E-38
P23
Non PO Invoice Exception: Vendor Audit Required (DP253); Invalid Company
Address (DP232) ...................................................................................................................E-39
P24
Non PO Invoice Exception: Vendor Maintenance Required (DP252) .......................E-40
0-16
250
P25
DP Non PO Invoice Exception: Invalid Vendor VAT# (DP220); Invalid Tax Info
(DP224); Invalid Recipient VAT# (DP225); Invalid SIRET# (DP229); Missing/ Invalid
Tax Exempt Test (DP230); Missing Import Special Text (DP236) ........................................E-41
P26
Non PO Invoice Exception: Incompl. Credit Memo Info (DP221); Missing Invoice
Date (DP223); ISR Number Mismatch (DP226); Vendor Addr. Mismatch (DP222);
Payment Terms Mismatch (DP227); Missing Data of Supply (DP228); Vendor Invoice
Reference Missing (DP233); Payment Mismatch (DP234); Missing Item Description
(DP237); Missing Mandatory Information (DP238) ...............................................................E-42
P27
Non PO Invoice Exception: Approval Required (IE250)............................................E-43
P28
Non PO Invoice Exception: Non PO Credit Memo (DP206); Unable to Determine
Company Code (DP205) .......................................................................................................E-44
P29
Non PO Invoice Exception: Process Non-PO Invoice (Unable to Auto Park or
Auto Post) (DP200 and DP207); Pre-Approved (DP251) .....................................................E-45
Document Processing Dashboard Index Screen...........................................................E-46
Document Processing Dashboard Dashboard Screen ..................................................E-47
PO Blocked Invoice Dashboard ........................................................................................E-48
Non PO Approve Invoice Dashboard................................................................................E-49
Web Non PO Approve Invoice Dashboard .......................................................................E-50
Table of Contents
0-17
0-18
250
1 Overview
Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.
Overview
1-1
Course Prerequisites
Basic knowledge of SAP Financials (Accounts Payable)
SAP Document Parking and Posting
Basic knowledge of SAP Procurement (Purchase Orders)

Basic knowledge of SAP Archivelink
Image linking and retrieval
ABAP Objects knowledge

Transactions, Programming, Tables
SAP Workflow knowledge
Overview Slide 2
1-2
250
Agenda Day 1
SAP Invoice Management by OpenText
VIM in a NPO invoice based scenario
Overview Slide 3
If you do not have functional experience working with VIM or have not attended the VIM Functional
Overview, please see the Appendix for general information about VIM and Accounts Payable
processes.
Overview
1-3
Agenda Day 2
Installation Overview
Architecture and Infrastructure ArchiveLink Overview
Livelink Enterprise Archive Overview
Role Resolution (template based)
Overview Slide 4
1-4
250
Agenda Day 3
Role Resolution (template based)
Role Resolution (alternative method)
Document Processing
Overview Slide 5
Overview
1-5
Agenda Day 4
PO Invoice Exception
No-PO Invoice Exception
Invoice Approvals
Overview Slide 6
1-6
250
Agenda Day 5
VIM Reports
Routine Administrative Tasks
Troubleshooting
Overview Slide 7
Overview
1-7
Course Objectives
By the end of this course, you should be able to:
Describe the VIM technical components as they apply to business
process flows
Use documentation to install the complete VIM Solution package
Use documentation to conduct basic customer customization tasks
Use documentation to complete routine operational and maintenance
tasks
Use documentation to help troubleshoot workflow problems
Overview Slide 8
1-8
250
2 Open Text Vendor Invoice

Management for SAP Solutions
Invoice reconciliation done efficiently
Slide 1
2-1
Agenda
The Need to Optimize the Cycle
Value Proposition of Open Text Vendor Invoice Management for SAP
Solutions
Strategic Arguments
Features and Functions
Achieving Results with Open Text and SAP

Summary
Open Text Vendor Invoice Management for SAP Solutions Slide 2

2-2
250
The Need to Optimize the Cycle
Slide 3
2-3
Does this scenario look familiar?

CEO
CFO
Our cost of capital and

material costs are too high.
My cost of accounts payables is

not state-of-the-art and neither is
our cost of goods purchased.
Financial Analyst
Use of cash discounts is
low, cost of capital is rising.
Purchaser
Is this organization prepared to:
We could lower the cost of goods

if we could make systematic use
of cash discounts.
Increase process efficiency

Reduce finance operating costs
Make use of cash discounts
Accounts Payables
We spend more than 50% of our
time responding to calls and
emails from suppliers requesting
state of invoice or complaining
about late payment.
Accounting
We cannot say which invoices we have received
across different departments and we have no
control over the time-to-payment.
Supplier
Doing business with that
company is difficult as they
are unable to tell when they
pay their invoices.
2-4
250
Typical barriers to efficient

Accounts Payable (AP) operations
Fragmented and
inefficient
Poor vendor relations

Excessive cost per invoice
Difficulty in preparing
accruals
Result:
Paper-based and laborintensive

Lack of standardization
High Cost of
Finance Operations
Inadequate AP
process control
(compliance risk)
Bad Vendor Relations
Limited visibility of liabilities

No insight into process
bottlenecks
Fragmented stand-alone
systems
No workflow or data
management
No integration with
General Ledger (GL) or
Accounts Receivable
(AR) systems

2-5
What it takes to optimize

the AP invoicing process
Consistent payment behavior

across countries and
organizations
Systematic, collaborative
approach to collections and
disputes
Global visibility into

liabilities
Standardization and
greater automation
Result:
Efficient Operations
Reduced Costs
Improved Vendor
Relations
Streamline manual, paperbased processes

Workflows that minimize
reconciliation time
Integrated systems and
processes

2-6
250
Open Text Vendor Invoice Management

Issue addressed
Open Text Vendor Invoice

Management
Value achieved
Compliance - Inadequate Accounts

Payable Process Control
Implement system-driven process based on preconfigured business rules
Extensive reporting available on the process.

Complete audit trail available
Excessive Cost-per-Invoice
Optimized process solution ensures leverage of

cash discounts, eliminates data entry errors and
duplicate invoices
Reduction in AP cost, structured usage

of cash discounts, significant staff redeployment
Limited Visibility of Liabilities
Status of all invoices received is visible through

one screen
Improved ability to plan cash demand. Invoices

are processed accurately and promptly, so that
they are always paid
per the cash management design
Difficulty in Preparing Accruals
Centralized, controlled invoice processing

assures that invoice accruals are determined
effortlessly through liability reporting
Shorter closing cycles
Poor Vendor Relations
Invoices are processed accurately and promptly

vendor payments are triggered on time
Vast amount of cost caused by status requests

and complaints from vendors is eliminated.
Procurement can negotiate improved pricing and
payment terms. Credit ratings improve through ontime payment

2-7
Manual Invoice Processing is inefficient and poses

serious risk to your business operations
Manually managing invoices processes drains both internal and vendor
resources:
Time-consuming historical research
Belabored vendor communications
Documentation and other requests for additional information from multiple
parties
Manual routing
Labor-intensive monitoring and updates on unpaid invoice status
Scalability through headcount
The result:
Inefficient, labor-intensive processes associated with the receipt-to-pay
process
Inability to optimize cash-flow and vendor relationships
Inability to improve overall business transparency for more accurate financial
reporting
Lack of overall process control introduces compliance risk
2-8
250
Benefits of fully optimized and

automated AP process
Pay problem invoices on time
Improve AP process
Streamline and automate communication within the organization

Push responsibility to appropriate individuals
Reduce cost per invoice and grow volumes without adding people
Reduce cost
Support consolidated shared service AP processing center

Capture early-pay discounts and eliminate duplicate invoice
payments
Implement paperless processing
Eliminate data entry and rework due to keying errors
Become more efficient
Instill consistent worldwide standardized processes and training

Move from doing busy work to analytical work reduce errors
Automate follow-up and escalation
View total liabilities accurately
Increase decision
making ability
Access process status immediately

Improve accrual and cash flow decisions
Utilize metrics for root-cause analysis
Assist with Sarbanes-Oxley / internal controls compliance
2-9
Overcoming barriers in the financial supply chain

becomes a competitive differentiator
Financial Institutions
Customers
Suppliers
Sources of Cash
Credit2Cash
Managing Cash
Uses of Cash
Treasury
Invoice2Pay
Financial Supply Chain

Physical Supply Chain
Leading organizations will use the Financial Value Chain to improve the
efficiency of the Finance function and to optimize working capital.
John E. Van Decker
Gartner, 2006

Key Message: Were looking at the cash cycle holistically and with integration to our core
accounting systems
No Material flow without Value Flow
- Without integration you lose or have a delayed correlation
Companies invest heavily in Logistics optimization but it also pays off to optimize the Financial
Flow
We couple these two as tightly as possible in real time and on top help to optimize the FVC with
the listed solutions
The listed solutions from Financial Supply Chain Management are excellent upselling opportunities
into the ERP installed base
2-10
250
Transparent invoice reconciliation

becomes a competitive differentiator
Helps to overcome
IT Barriers
Invoice
Reconciliation
SAP Biller Direct
SAP Bank Communication

Management
Process Barriers
Organizational Barriers
Receive
Invoices
Resolve
Exceptions
Approve
Invoices
Settle &
Pay
Insight & Control Barriers
Reconcile
Open Text Vendor Invoice Management allows customers to:

Improve on measurable KPIs like discount leverage, cost of capital, cost per invoice
and bank transaction fees
Streamline internal and external communication regarding invoices
Establish closer cooperation with suppliers
2-11
Invoice Management is the Most Commonly Shared

Finance Process
Projected finance processes covered by
Shared Service Operations within 2-3 years
86%
Accounts payable
80%
Accounts receivable
+3
73%
+5
General accounting
73%
+7
Cost accounting
73%
Travel & expense
68%
Collections
44%
75%
Automatic matching &

payment allocation tools
65%
Workflow
67%
64%
Imaging / Scanning
67%
68%
67%
ERP
50%
+7
58%
Intranet
+4
38%
58%
Intercompany re-conciliation
tools
+5
Cash management
83%
Continuous improvement /
quality program
+4
+5
73%
Fixed assets
AP / Invoice Management is the most commonly

shared or outsourced Finance process
29%
64%
52%
Frieght payment
52%
+4
44%
50%
OCR
+2
33%
50%
KPI Dashboard and Service

Level Management tool
50%
Credit management
58%
e-Invoicing
+0
External reporting
29%
+3
Tax filing and reporting
Internet
48%
+4
Customer billing
Other entry
43%
+0
27%
Data warehouse
50%
18%
50%
38%
World-Class
Peer Group
Data analysis & reporting

tools
50%
38%
Peer Group
(multiple answers possible)
Source: Hackett Finance SSC Study
Source: Hackett Finance SSC report 2005

2-12
250
Value Proposition of Open Text

Vendor Invoice Management for
SAP Solutions
Strategic Arguments
Functions and Features
Slide 13
2-13
Differentiators of
The only solution sold by SAP and tightly integrated with SAP products:
Harmonized look-and-feel familiar to your SAP users, thereby reducing
training efforts
Reduced cost of operation proven technology available from SAP, instead
of technology clutter
No integration risk this not available from any other vendor
Low maintenance risk customer support, service packs and upgrades are
available from Open Text or SAP
Reduced vendor obsolescence risk product sold by SAP, which has a
proven track record that reduces risk of vendor obsolescence
Grows along with your business needs:

Supports multiple back ends (SAP, non-SAP) achieving invoice transparency
across the corporation
Supports multiple languages and in-country rules and regulations regarding
invoice handling
Scalable to the highest invoice volumes
Future proof will work with future SAP Enhancement Packs and ERP
releases
2-14
250
What your organization gains from

Simplify and optimize the entire invoice management process:
Create workforce efficiencies through an automated, streamlined process
with or without the added benefits of Shared Services
Improve working capital management through better visibility to cash
requirements
Cut costs through process automation and control
Reduce costly manual errors
Optimize cash discount utilization
Improve business processes while reducing compliance risks:

Enable more accurate financial reporting through complete visibility
Segregate duties through workflow control invoice processor and all
process constituents
Monitor across all steps of the invoice process comprehensively
Provide complete audit trail from receipt through settlement

2-15
What your Finance Shared Services Organization gains

from Open Text Vendor Invoice Management
Cost
Cost of errors drastically reduced
Costly focus and follow-up on numerous
status calls and complaints from suppliers
avoided
Need to install more instances when
adding countries avoided through localization
Risk
One place to monitor all invoices
Platform for central service delivery, enabling selective process
harmonization
Transparent routing of invoices to process constituents across the
corporation
Quality
Processing capacity grows with volume, without need to grow headcount
proportionally
Consistent service provision adhering to KPIs and SLAs
2-16
250

Automated paper-to-post invoice management
Inbox
(incoming
mail / fax)
PREPARE
Scanning
Archiving
Invoice
Interpretation
TRANSFORM
Interpretation
UMWANDLUNG
Collaboration &
Monitoring
Invoice
Verification
Prfung und
VERIFY AND
Vervollstndigung
COMPLETE
Trigger workflows
Invoice
Completion
EXCEPTION
HANDLING
Comment
APPROVE
Payment
PAY
Post invoices
Transform
Automated reconciliation and posting
Open Text
Archiving for
SAP Solutions*
Open Text
Invoice
Capture Center
ERP (FI/AP)
* or another SAP ArchiveLink-certified repository, not part of Open Text Vendor Invoice Management
2-17

Architecture
EDI
Crossgate
SAP
Post
SAP
FAX
Paper
Document
Scan
e.g.
Open Text
Archiving for
SAP Solutions
Enterprise
Scan
Post
Post
Non-SAP
Document Archive
e.g. Open Text Archiving for SAP Solutions
Archive & Storage Services

2-18
250
Benefits you gain throughout the entire invoice

management process
Familiar SAP Look and Feel
Full Access to Familiar SAP Function and
graphics (somewhat related to above) provide
Standard SAP tools are included for sort, filter, print, email, export
Complete history of all processed invoices
Summary overview of invoices, including the number of and value of
invoices
Audit history with comments
At-at-glance reporting
Approval history at a glance
One-Click Access To
Approve or reject data

Prior approvals
Locate necessary supporting documentation, including invoice image,
purchase order, goods receipt, SAP invoice, comments and complete
history
User Friendly GUI/screens/dialog

boxes make it easy to
Process data
Analyze data
Comment on data
Validate data
Role-based routing
Accurate team review, resolution and approval
Automated routing
Efficient processing

Familiar SAP transaction look-and-feel

Increased efficiency of context transactions through pre-populated standard transactions
Leverage of SAP standard transactions for item-level information
One set of authorizations and role definitions the unique set defined in SAP
One workflow technology SAP Business Workflow, no separate engine necessary
35 best practices for exception handling built-in, based on flexible rules framework
Support of large and/or distributed organizations (shared service centers, global corporate
operations)
Transparent involvement of approvers via SAP GUI or SAP NetWeaver Portal
Automated invoice reconciliation, minimal touch, few clicks suffice to complete reconciliation, up to
complete background posting
High-efficiency reconciliation process work on exceptions not on transactions
2-19
Document processing function

Features
Automated or manual data
capture of invoice metadata
Early and automated duplicate
detection
Configurable input for non-SAP
invoice data fields such as
priority setting
Enforcement of mandatory
data input
Application of 35 configurable
business rules
Configurable SAP workflow
collaboration to ensure
documented input from all
process participants

This component provides for the capture, validation and application of invoice header and line item
metadata all from inside of the SAP application. It provides for immediate posting of invoices that
do not require human intervention. It also provides for immediate detection of metadata issues that
prevent an invoice from being posted in the SAP application without human intervention.
Features
2-20
Electronic or manual capture of invoice metadata
Configurable input for non-SAP invoice data fields such as priority setting
Immediate data validation
Enforcement of mandatory data input
Application of 35 configurable business rules
User friendly screen provides process data, invoice metadata, comments, and access to
invoice image
Configurable SAP Workflow collaboration to ensure documented input from all process
participants
250
Exception processing function

Features
Immediate routing to 16
configurable business roles for
resolution
Dashboard with configurable best
practice resolution exception
handling options
Documented collaboration
utilizing SAP workflow to ensure
input for all process participants

This component provides for routing of invoice exceptions to the right person, with the right
information at the right time. Users are presented the problem, supporting documentation and
resolution options in a dashboard where they quickly assess the problem and either resolve or
route for further involvement.
Features
Immediate routing to 16 configurable roles for resolution
User-centric resolution dashboard with one click access to necessary supporting

documentation including invoice image, purchase order, goods receipt, SAP invoice,
comments and complete history
Dashboard provides configurable best practice resolution options related to transaction data
for purchase order or goods receipt as well as financial options of short pay, cancel or pay
as invoiced
Dashboard for non-purchase order invoices provides ability to input account assignment
without requiring security authorization for FI documents
Invoice approval is driven by configurable delegation of authority matrix regardless of where

this information is stored within the corporation
Documented Collaboration utilizing SAP Workflow to ensure input of all process participants
2-21
Invoice approval and accounting

Features
Easy delegation to enter
accounting
Immediate routing for coding and
approval
Immediate coding validation
Invoice approval driven by
configurable delegation of
authority matrix, regardless of
where this information is stored
within the corporation
Documented collaboration
utilizing SAP workflow to ensure
input of all process participants

2-22
250
Analytics function
Features
Analyze using over 54 criteria
Your choice of currency reporting
Information can be limited to
open items, resolved items or all
items
Information can be reviewed
based on a workflow process
view or from a document view
The individual items can be
displayed in a document currency
and report currency
Cycle time and current process
participant are available

This component enables real time access to process information. This information is utilized not
only to ensure invoices are being processed in a timely manner, it also provides the KPIs
necessary for continual process improvement. The analytics are accessible directly from within the
SAP application.
Features:
54 selection fields are provide as criteria to enable configurable variant reports
Information can be limited to open item, resolved items or all items
Information can be reviewed based on a workflow process view or from a document view
Purchase order and non purchase order information can be view separately or together
Credit note information can be view with invoices or separately
Information can be flagged to include only valid process invoices or those that were
removed from the process
The individual items can be displayed in document currency and automatically converted to
a common report currency of your choice
One click direct access to invoice image, purchase orders, and SAP invoices are provided
Process information related to cycle time and current process participant are available
SAP graphics are included to provide at a glance reporting
Summary overview of invoices being processed are included showing both the number of
and value of invoices
Standard SAP information manipulation tools are included for sort, filter, print, email, export
Liability are summarized by several criteria including account assignment to facilitate timely
and accurate accruals
2-23
Support large and/or distributed

organizations with transparent routing
Invoice received in
London, UK
Shared Service Center
AP clerk in Russia
Is scanned
Workflow in SSC in
Russia started
Routes to buyer in US
Routes to approver in Argentina
1
Buyer in US
solves exception
2
Approver in
Argentina gives OK

2-24
250
Achieving Results with Open Text

and SAP
Slide 25
2-25
Selected customers using


2-26
250
Customer return on investment

Typical customer realizes >50% cost-per invoice decrease and return-on-investment
in <12 months through:
25%-50% FTE
(20-50%)
(<75%)
Reduce
Headcount redeployment
Lower cost per invoice reconciled
Lower cost of errors
Duplicate invoice processing
Improved vendor relations

50-75% less
Less follow-up effort
Realize
Lowe cost
Vendor hotline traffic

On vendor status requests and complaints
Increased cash discounts
Through better pricing and terms
Tighter controls
Reduce
Non-PO invoices
Reduce
Maverick buying
Support
SOX compliance

Customer example compiled from typical cases in the industry
2-27
Sample ROI
Invoice reconciliation cost structure
$10,000,000,000
$3,000,000,000
2,000,000
Annual sales (worldwide manufacturing company)

Total invoice value
Invoices / year
12,000
Invoices / AP clerk / year
70% / 30%
MM invoices / FI invoices
2%
Invoices require vendor status calls, 10 minutes each, 3.2 FTE
3%
Invoices have errors (double payments, wrong payment) 15 minutes each, 7.2 FTE
$5,000,000
10%
Labor cost per year (fully loaded FTE = $30,000 / year)

Share of invoices for which an avg. of 3% cash discount applies
Savings
$2,000,000
$108,000
$4,500,000
$48,000
40% lower cost / reconciled labor

50% error reduction
Cash discount savings for additional 5% of invoices
50% reduced vendor status calls
Investment
$TBD
Software licenses (add ongoing below)
$TBD
Deployment
$TBD
Administration and maintenance

2-28
250
Summary
Slide 29
2-29
The bottom line
Invoice automation powers financial transformation

Automates labor-intensive invoice reception and reconciliation
Frees line operations from finance administration work
The ability to control and anticipate

Comprehensive overview of all invoices across the corporation
Increased control of time-to-payment
Allows for better cash usage based on comprehensive insight
State-of-the-art shared services delivery platform

SAP architecture enables leveraging economies-of-scale
SAP automation improves efficiency in administrative processes

2-30
250
3 Vendor Invoice Management

(VIM) Overview
Slide 1
3-1
Chapter Guide
Accounts payable challenges (without VIM)
What is VIM or SAP IM?
Process overview and demo scan to payment
Vendor Invoice Management (VIM) Overview Slide 2

3-2
250
AP Business Process Flow without VIM

EDI
Vendor
remittance
advance 01001
FAX
01001
10101
FAX
MAIL
10101
MAIL
MAIL
check
contact via
invoice
Mail Room
Receive &
distribute
document
reject
EDI
phone, mail, fax
pay
01001
10101
FAX
MAIL
Accounting
Invoice
Department
indexing
CO
PY
Coder
EDI
Park
FAX
MAIL
invoice
FAX
Post and
release
invoice
FAX
MAIL
invoice
approve
approve
Approve
CO
PY
reject
CO
PY
Approvers
MAIL
Verify
MAIL
01001
10101
FAX
FAX
invoice
MAIL
1. Many people in different departments are involved in processing a single invoice.

2. Must distribute documents to all involved persons.
3. Documents are copied and stored several times in most organizations.
The reality shows, that each of the document sets for invoice verification may be copied in each
step. Therefore, there is a risk that people do not have the up-to-date copy of the invoice.
Correspondence between the involved parties must be captured and tracked manually.
This is a typical process for manual invoice verification. Many departments may be involved. When
the departments are in different cities, countries, and time zones, communication becomes very
challenging.
The mail room receives the Incoming paper invoices and sends them Accounts Payable. Other
receivers will forward Invoices to A/P as well.
A/P parks the invoice in SAP. A parked invoice or document is a temporary document. It is not
included in the General Ledger A/P liability account but does display in vendor account detail.
Since parked documents are not easy to manage, A/P may send the invoice to the approver prior
to parking. In either case, A/P informs the originator (by email, inter-office mail, phone call, sticky
note..) to verify and approve the invoice. A/P may send a copy of the invoice to the originator.
The originator or separate approver approves or rejects the invoice and notifies A/P of the
decision. The originator may keep a copy of the invoice.
If the invoice is rejected, A/P must process the parked document: delete it or request additional
information from the vendor. If waiting for vendor information, A/P must track the parked document.
If the invoice is approved, A/P makes any requested changes and posts the invoice.
Various users may keep copies of invoices and information requests throughout the process.
3-3
Accounts Payable Challenges

Large amount of manual activity for
Approvals
Exception processing
Duplicate payments/postings and lost invoices

Scalability
Variations in workloads due to cyclical volume increases
Audit and compliance concerns

Low visibility of volumes, throughput, bottlenecks
Cycle times too long
Want to move from busy work to analytical work

3-4
250
Handling Invoice Problems: Different Viewpoints

Managements View
High A/P cost per transaction
Need better reports to improve problem invoice process
Regularly miss discounts
Duplicate invoice processing occurs
Buyers View
Not core job
Resolving invoice issues not high priority
Not automated or value-add process
Accounts Payables View

Takes too much time - manual, labor-intensive
A/P blamed for late payments, lost invoices
No time for root-cause analysis to reduce problems
Storing massive amounts of paper inefficient and costly
Approvers View
Manual approvals take too much time
Paper invoices are lost or misplaced

3-5
Chapter Guide

3-6
250

Open Text ECM Vendor Invoice Management for SAP Solutions
Also branded as: SAP Invoice Management by OpenText
VIM is a packaged business solution

Preconfigured county specific support for: United States, United Kingdom,
Germany, Switzerland, Austria, France, Netherlands, Belgium, Denmark,
Finland, Sweden, Norway, Spain, Japan and Italy
Supported Languages: English, German, French, Spanish, Portuguese,
Italian, Dutch and Kanji (Kanji supported with ECC 6.0 only)
VIM is SAP Centric
VIM?
NOTE: VIM version 5.2 SP1 will be discussed
in this training session

Open Text ECM Vendor Invoice Management for SAP Solutions

VIM is a Packaged Business Solution
Solves a business problem paying correct amount to vendors on-time and with the lowest
cost
Delivers best-practice business processes
Provides value to customer in process efficiency, visibility and compliance.
VIM is SAP Centric
Add-on to your SAP system
Majority of the functions and processes run inside of your SAP system
Uses SAP technology: ABAP, Enterprise Portal, Workflow
Integrates with standard SAP functions: Invoice Verification, Financial Processing, etc.
3-7
Delivery Model
Pre-defined
configuration
Core VIM
Functions
Technical
VIM
foundation
How do we deliver VIM to you? There are two aspects: Core functions and baseline functionality.
Core Functions are the technical components that include SAP screens, functions, workflow
templates, transactions, tables, web pages etc.
Baseline functionality is pre-defined configuration and the starting point to implement VIM.
Baseline:
Reports the progress and processing history of invoices from scan to payment based on
best practices
Handles pre-defined exceptions
Offers limited option variations to make installation realistic and efficient

Includes delivered programming modules to support the configuration of role
resolution function modules, transactions, download programs
Includes an installation wizard to install the baseline configuration and programs
Provides limited options for

Exceptions handled in VIM (cannot alter process options in baseline)
Role resolution implementations
You configure VIM to meet your specific business requirements. However, because VIM was
designed based on best practices with the experience gleaned from multiple client installations,
you can use many of the processes out of the box which reduces the implementation time and
cost.
Core Functions and Baseline Configuration are delivered on a single CD.
3-8
250
Core Components
VIM Analytics
Image
Scan
OCR
Invoice Approval
Document
Processing
Exceptions Handling
Electronic
Invoice
Content Repository
VIM components
Invoice entry options
Storage component
The main VIM Product Components are:

1) Document Processing (DP Workflow)
2) Exception Handling (PO Parked Invoice Workflow, PO Blocked Invoice Workflow, Non-PO
Parked Invoice Workflow)
3) Invoice Approvals (PO and Non-PO Invoices)
4) VIM Analytics (Report)
3-9
Architecture
Document
Processing
Workflow
VIM
Functions
Residing
in SAP
ERP
Role Resolution
and User
mapping
SAP
Functions
VIM
uses
MM
PO, Contract
& Requisition
Open Text
Data
Archiving &
Document
Access
Scan
Exception
Handling
Workflows
Dashboards
VIM
Functions
Residing
on Portal
Approval
Workflow
Configuration
Infrastructure
MM
Invoice
Verification
LEA
Admin
Tools
FI
Financial
Posting
Viewer
Approval
iViews
Reports
HR
Org
Structure
Doculink

SAP is the foundation for VIM

VIM uses SAP
Workflow
Screens
Tables
Transactions
VIM uses Open Text custom
3-10
Tables
Transactions
Programs
User roles
250
History and look forward

Open Text acquires IXOS in October 2003
Leading imaging and archiving solutions for SAP
Open Text acquires Optura in February 2005

Leading accounts payable workflow solutions for SAP
VIM joins the Livelink ECM product family
VIM is the cornerstone of the Open Text SAP solutions for Accounts
Payable
Open Text acquires Captaris in November 2008

Leading optical character recognition (OCR), document interpretation, fax
server and electronic document delivery

3-11
Chapter Guide

3-12
250
Process Overview Scan to Payment

Capture
Index or
Metadata
Capture
Image
Scan Paper
Invoices, or
Import
Electronic
Images
Create SAP
Document
Capture
Metadata
(OCR)
Optional
Archive Image
to LEA
Validate
Check for
Metadata
Duplicate
Exception
Handling
Exception
Handling
Post SAP
Document
Apply
Business
Rules
Exception
Handling
Post for
Payment
Exception
Handling
Open Text Document Archiving

VIM Functions
Open Text ICC or Third party
Basic Invoice Processing

1. Digitize paper invoices by scanning
2. Capture metadata or index by
Manual indexing
OCR process
3. Validate metadata against SAP master data
4. Check for duplicate invoices
5. Apply business rules to detect exceptions
Example: check for invoices that require approval
6. Post and Release invoice for payment
3-13
AP Business Process Flow
Yes
No
Confirm Duplicate
(DUPLICATE ANALYZER)
Electronic
Invoices
Proceed
Optional
Mail Room
Pre-sort and Prep

for Scanning
Invoice Scanned
(SCANNER)
No
Proceed
Create SAP Document

(AP PROCESSOR)
OCR Engine
Pay to
Rescan
Invoice Indexed
(INDEXER)
Background
Duplicate Check
Logic
Proceed
SAP Document
Posted or
Parked
Invoice Image
(Linked)

3-14
250
Scan to Payment Demo with manual indexing and

with ICC (OCR / IDR)
VIM Demo Business Scenario

3-15
Demo Scenario Non PO Invoice: Short description

Invoice without corresponding PO
Process:
Sort documents in the mail room
Scan documents
Archive documents
OCR documents: capture metadata, validate metadata, release to SAP
Duplicate check
Invalid tax code
Missing invoice data
Coding / Accounting
Invoice approval
Document posted

3-16
250
Demo Scenario Non PO Invoice
Scan user
Indexer/
Validation
Duplication
Check
Tax Expert
Start
End
AP
Processor
Requestor
Approver
Incoming
invoice
Scanning
/OCR
Indexing
Validation
Duplication
Check
Maintain
Tax
Accounting/
Coding
Requesting
Approving
Document
posted

3-17
Mail room Sort incoming mails

Company Code, POs, Non POs,

3-18
250
Demo Scenario Non PO Invoice: Scan station
Scan user
Indexer/
Validation
Duplication
Check
Tax Expert
Start
End
AP
Processor
Requestor
Approver
Incoming
invoice
Scanning
/OCR
Indexing
Validation
Duplication
Check
Maintain
Tax
Accounting/
Coding
Requesting
Approving
Document
posted

3-19
Invoice Scanning Step

3-20
250
Start archiving invoices by using TCode: OAWD
SAP Early Archive

Transaction:
OAWD

3-21
Demo Scenario Non PO Invoice: ICC Extraction and

Validation
Scan user
Validation
Duplication
Check
Tax Expert
Start
End
AP
Processor
Requestor
Approver
Incoming
invoice
Scanning
/OCR
Indexing
Validation
Duplication
Check
Maintain
Tax
Accounting/
Coding
Requesting
Approving
Document
posted

3-22
250
ICC Document Extraction (background task)

3-23
ICC Validation
Requester
email address
is missing!

3-24
250
Correcting Documents with Single Click Entry

3-25
Demo Scenario Non PO Invoice: Manual Indexing
Scan user
Indexer
Duplication
Check
Tax Expert
Start
End
AP
Processor
Requestor
Approver
Incoming
invoice
Scanning
/OCR
Indexing
Validation
Duplication
Check
Maintain
Tax
Accounting/
Coding
Requesting
Approving
Document
posted

3-26
250
Manual Indexing Step TCode: SBWP
Indexer Inbox
3-27
View to Indexer Dashboard

3-28
250
Index Screen and Image
MN-10077
1000
REQUESTERA@OPENTEXT.COM

3-29
Filled Index Screen
Submit

3-30
250
Baseline Duplicate Check after Submit

If INDEXER submit the invoice, VIM check the invoice for Duplicates
If VIM find out a Duplicates, it generate the following message:
If INDEXER press
In case INDEXER press
TAX EXPERT
the role owner can correct the data

the invoice is rerouted to the

3-31
Indexer Dashbord in case of Duplicate

3-32
250
Demo Scenario Non PO Invoice: Duplication Check
Scan user
Indexer/
Validation
Duplication
Check
Tax Expert
Start
End
AP
Processor
Requestor
Approver
Incoming
invoice
Scanning
/OCR
Indexing
Validation
Duplication
Check
Maintain
Tax
Accounting/
Coding
Requesting
Approving
Document
posted

3-33
Duplicate Analysts Inbox

Duplicate Analyst responsible for identifying the duplicate invoices
Role owner can see in the WF Inbox, the WF task with description:
"Check Duplicates for Document "

3-34
250
Duplicate Analysts Index screen

Suspected Duplicate
Duplicate Index Records shown on bottom of Index screen
Process Type: "204 Suspected Duplicate (NPO)

3-35
Duplicate Analyst makes a decision

3-36
250
Demo Scenario Non PO Invoice Invalid Vendor

VAT Number
Scan user
Indexer/
Validation
Duplication
Check
Tax Expert
Start
End
AP
Processor
Requestor
Approver
Incoming
invoice
Scanning
/OCR
Indexing
Validation
Duplication
Check
Maintain
Tax
Accounting/
Coding
Requesting
Approving
Document
posted

3-37
Tax Experts Inbox

advises on invoices that needs tax audit; normally tax department
personnel.

3-38
250
Tax Experts Inbox Index Screen - Invalid Vendor

VAT Number
Process Type: 220
Tax Information of Index Data Screen shown on next screen

3-39
Tax Expert maintain Tax Information

3-40
250
Tax Experts Dash board Screen - Invalid Vendor

VAT Number

3-41
Demo Scenario Non PO Invoice: SAP Document

Creation Failure
Scan user
Indexer/
Validation
Duplication
Check
Tax Expert
Start
End
AP
Processor
Requestor
Approver
Incoming
invoice
Scanning
/OCR
Indexing
Validation
Duplication
Check
Maintain
Tax
Accounting/
Coding
Requesting
Approving
Document
posted

3-42
250
AP Processors Inbox
Accounts Payable personnel
Creation of SAP Document failed as a result of different exceptions, like
Missing Invoice Dates,
Approval Required
Invalid Vendor Number
AP Processor Inbox
3-43

"Missing Invoice Date"
Exception:

3-44
250
Enter "Missing Invoice Date" from Invoice
23.01.2009

3-45
Re-apply Business Rules

3-46
250
Document returned to AP Processors Inbox

3-47

"Missing Date of Supply"
other Exception:
Type in Supply Date from Invoice

3-48
250
Demo Scenario Non PO Invoice:

Approval Required
Scan user
Indexer/
Validation
Duplication
Check
Tax Expert
Start
End
AP
Processor
Requestor
Approver
Incoming
invoice
Scanning
/OCR
Indexing
Validation
Duplication
Check
Maintain
Tax
Accounting/
Coding
Requesting
Approving
Document
posted

3-49
Requester and Approver

Requester check the invoice for requested goods and services and
makes the first approval
If necessary one or more Approver have to approve the invoice
In the WF inbox the task "Approve Invoice" is shown

3-50
250
SAP GUI Approval Screen
For Web Approval possible see Chapter "Invoice Approval"

3-51
Enter accounting information

3-52
250
Add Comments

3-53
Demo Scenario Non PO: Approval Step
Scan user
Indexer/
Validation
Duplication
Check
Tax Expert
Start
End
AP
Processor
Requestor
Approver
Incoming
invoice
Scanning
/OCR
Indexing
Validation
Duplication
Check
Maintain
Tax
Accounting/
Coding
Requesting
Approving
Document
posted

3-54
250
Show Invoice TCode: FB03

3-55
Demo Scenario Non PO Invoice: Invoice Posted
Scan user
Indexer/
Validation
Duplication
Check
Tax Expert
Start
End
AP
Processor
Requestor
Approver
Incoming
invoice
Scanning
/OCR
Indexing
Validation
Duplication
Check
Maintain
Tax
Accounting/
Coding
Requesting
Approving
Document
posted

3-56
250
4 VIM 5.2 Installation and Upgrade

Overview
Slide 1
4-1
Objective
VIM packages
Installation Aspects for VIM 5.2
VIM 5.2 Installation and Upgrade Overview Slide 2

4-2
250
Types of VIM Add-on Packages

Installation Package
Used for Installing new instance of VIM
Exchange Package
Used for upgrading SAP version , VIM version will be same
Upgrade Package
Used for Upgrading VIM from pervious version VIM 5.1.5 and 5.1.6
Support Package
Used for feature enhancements and bug fixes
Hot Fix
Used for urgent issue fixes and will be included in later support package.

4-3
Supported VIM / SAP IM versions

SAP ECC 6.0 EhP4
SAP ECC 6.0 EhP3
SAP ECC 6.0 EhP2
SAP ECC 6.0
SAP ECC 5.0
SAP R/3 4.7
SAP R/3 4.6C

4-4
250
Objective
VIM packages
Installation Aspects for VIM 5.2

4-5
VIM 5.2 Installation

Install the 5.2 core package through Transaction SAINT
Install 5.2 SP1 Package through Transaction SPAM
Follow the post installation activities for 5.2 as mentioned in Install guide
(Section from 3.2 to 3.2.15)
Follow the post installation activities for 5.2 SP1 as mentioned in SP1
Release notes (Section from 3.3 to 3.3.1.2)
Note: Always install SP1 before doing any configuration changes

4-6
250
VIM / SAP IM Installation Procedure

Installation Preparation
1. Check SWU3 transaction and make sure WF settings and RFC destination
is active
2. Check SPAM Level ( Support Package Manager)
3. Check for the following components and their patch level
SAP_ABA ABAP Component
SAP_APPL Application Component
SAP_BASIS Basis Component
4. Apply required OSS Notes

5. Copy installation files from CD, extract and move to SAP Application server
6. Obtain password provided in Installation guide
SPAM Level, Patch levels, OSS Notes and file name will change based on
SAP Version, Please check installation guide for details
Installation
Post Installation Activities
Installation Verification
4-7
Pre Requisite ECC 6.0

SPAM and Patch Levels for ECC 6.0
SAP Version/
Component
ECC 6.0
ECC 6.0 EhP2
ECC 6.0 EhP3
ECC 6.0 EhP4
SPAM
35
35
35
35
SAP_ABA
700 Patch 9
SAPKA70009
700 Patch 9
SAPKA70009
700 Patch 9
SAPKA70009
700 Patch 9
SAPKA70009
SAP_APPL
600 Patch 6
SAPKH60006
SAP_BASIS
700
700 Patch 10
SAPKA700010
700 Patch 10
SAPKA700010
700 Patch 10
SAPKA700010
700 Patch 10
SAPKA700010
OSS Notes
1. OSS note 1082597: Not enough business functions activated in SFW5; this is used
for Switch Frame Work for activating the PO Based Invoice parking infrastructure.
2. OSS note 822380: Problems w/ add-on inst/upgrade to SAP NW 7.0s AS ABAP
3. OSS note 938147: OAWD: Object does not exist (OA 233)
4. OSS note 1143354: Open Text Vendor Invoice Management Solutions

4-8
250
Pre Requisite ECC 5.0

SPAM and Patch Levels for ECC 5.0
SAP Version/
Component
ECC 5.0
SPAM
28
SAP_ABA
640 Patch 22
SAPKA64022
SAP_APPL
640 Patch 22
SAPKH64022
SAP_BASIS
640
640 Patch 22
SAPKB64022
OSS Notes

4-9
Pre Requisite SAP 4.7

SPAM and Patch Levels for SAP 4.7
SAP Version/
Component
ECC 4.7
SPAM
29
SAP_ABA
620 Patch 64
SAPKA62064
SAP_APPL
470 Patch 30
SAPKH47030
SAP_BASIS
620
620 Patch 64
SAPKB62064
OSS Notes

4-10
250
Pre Requisite SAP 4.6C

SPAM and Patch Levels for SAP 4.6C
SAP Version/
Component
SAP 4.6C
SAP 4.6D
SPAM
47
47
SAP_ABA
46C Patch 53
SAPKA46C53
SAP_APPL
46C Patch 53
SAPKH46C53
46C Patch 53
SAPKH46C53
SAP_BASIS
46C, 46D
46C Patch 53
SAPKB46C53
46D Patch 6
SAPKB46D06
OSS Notes

4-11
Installation Basis package

1. Copy the respective SAPCAR file (*.SAR) from the product CD to the target
SAP application server in the /usr/sap/trans folder (this is the parent folder
of the DIR_EPS_ROOT folder).
SAP Version
File
Source path
Target path
SAP ECC 6.0
OTEXVIM_520_700.SAR
INST_ERP_700/DATA/
/usr/sap/trans/EPS
SAP ECC 5.0
OTEXVIM_520_640.SAR
INST_ERP_640/DATA/
/usr/sap/trans/EPS
SAP R/3 4.7
OTEXVIM_520_620.SAR
INST_ERP_620/DATA/
/usr/sap/trans/EPS
SAP R/3 4.6C
OTEXVIM_520_46C.SAR INST_ERP_46C/DATA/
/usr/sap/trans/EPS
2. Extract the SAPCAR file to the /usr/sap/trans/EPS/in folder with the

following command: SAPCAR -xvf <name of SAPCAR file>.
The resulting PAT file will be extracted to the EPS/in folder relative to the path
of the SAPCAR file.
3. Carry out the import of the package as described in the respective SAP
documentation.
4-12
250
Installation Procedure
Use client 000 for VIM Add-on component installation
Use Transaction SAINT for VIM installation
Password for VIM Installation is EF337E20A8 , This is required during
installation.
This activity is performed by BASIS Person

4-13
Verification (1)
From SAP menu, open System > Status

4-14
250
Verification (2)
Click the
button
You should see the OTEXVIM add-on with release number 520_xxx and
level 001 (with xxx as SAP Basis component version)

4-15
Post Installation Steps

Run Installation check program Transaction /OPT/VIM_1CX19 in
target client and perform the actions which are indicated in red color.
Usually the following Post Installation Activities are performed
1. Activate the BC Sets
2. Number Ranges needs to be maintained
3. Make sure all VIM dialog tasks are general tasks
4. Refresh workflow runtime buffer
5. Configure object services
6. Generating and activating VIM parking APIs
7. Generating business objects
Please follow installation guide for more details

4-16
250
Transaction /OPT/VIM_1CX19 after Installation

4-17
Transaction /OPT/VIM_1CX19 after finishing post

installation process

4-18
250
Installation Procedure Upgrading SAP (1)

The Open Text Vendor Invoice Management package is protected with a
specific password. During upgrade, this password is requested by the
SAP Add-On Installation Tool (SAINT). The password for SAP upgrade
is EF337E26BF .
Follow the pre-requisites mentioned in installation guide
Dont perform client copy, it will overwrite customizing data
During SAP Upgrade, exchange package will be requested
After the upgrade, perform the installation verifying activities as
mentioned in install guide
Test the entire VIM process like for a new VIM installation.

4-19
Installation Procedure Upgrading SAP (2)

1.
Copy the respective SAPCAR file (*.SAR) from the product CD to the target SAP
application server in the /usr/sap/trans folder (this is the parent folder of the
DIR_EPS_ROOT folder).
Upgrade to ECC 6.0

from SAP version:
File
Source path
Target path
SAP ECC 5.0

SAP R/3 4.7
SAP R/3 4.6C
OTEXERP_UPGR
_VIM520.SAR
UPGR_ERP/DATA
/usr/sap/trans/EPS
2.
Extract the SAPCAR file to the /usr/sap/trans/EPS/in folder with the following
command: SAPCAR -xvf <name of SAPCAR file>.
The resulting PAT file will be extracted to the EPS/in folder relative to the path of the
SAPCAR file.
3.
Follow the standard SAP system upgrade instructions.

During the prepare phase of the SAP upgrade, the Upgrade Assistant shows you the
existing VIM component that is installed.
4.
Select the OTEXVIM component and other components if required.

4-20
250
Upgrading VIM
Upgrading VIM will be similar to VIM New installation
Use client 000
Use transaction SAINT for upgrade
Follow the post installation steps as mentioned in Install guide

4-21
Installation of Support Packages

Use client 000
Use transaction SPAM
Activate BC Sets Required and Optional
Follow the post installation steps as mentioned in Support Packages
Notes

4-22
250
Installation of Hot Fixes

Use target client
Use transaction STMS
Follow the Hot Fix Notes

4-23
Exercise: Installation Check

Check Add-on Installation
Navigate to SAP menu: System
Status
SAP System Data
Component Version
Verify the OTEXVIM add-on
component installed
Check VIM Installation

Execute TCode: / OPT/VIM_1CX19
Verify the installation is correct
validating GREEN check marks

4-24
250
5 Implementation Methodology
Slide 1
5-1
Topics
VIM Implementation Methodology
Swimlane Workshops
Implementation Methodology Slide 2

5-2
250
Forward Motion Implementation Methodology

SOLUTION IMPLEMENTATION
PROJECT
PROJECT
INITIATION
INITIATION
BLUEPRINT
BLUEPRINT
INTEGRATION
DEVELOPMENT INTEGRATION
DEVELOPMENT
TESTING
TESTING
LAUNCH
LAUNCH
PROCESS ARCHITECT
PROCESS ARCHITECT
CONSULTANT
CONSULTANT
PROJECT MANAGER
PROJECT MANAGER
Main VIM Implementation Team Roles:

Process Architect (Business Process Mapping and Swimlanes)
Implementation Consultant (Installation and Implementation)
Project Manager (Overall Project Schedule management)
Forward Motion is a Methodology developed by Open Text for use with its
packaged solutions
Process Architect maps the customer and the business process of the client to our process
(Baseline processes).
5-3
Project Initiation Phase

SOLUTION IMPLEMENTATION CYCLE
PROJECT
PROJECT
INITIATION
INITIATION
BLUEPRINT
BLUEPRINT
DEVELOPMENT
DEVELOPMENT
INTEGRATION
INTEGRATION
TESTING
TESTING
LAUNCH
LAUNCH
PROJECT KICKOFF
PROJECT KICKOFF
TECHNICAL REVIEW
TECHNICAL REVIEW
KICKOFF
Team Introductions
KICKOFF
Project Overview
Team Introductions
Methodology
Clearly
Client and Open Text Responsibilities
ProjectIdentify
Overview
Methodology
TECHNICAL
REVIEW
Clearly Identify
Client and Open Text Responsibilities
Will ensure Open Text has a complete view of Client SAP environmental,
technical and organizational landscape along with system access
TECHNICAL REVIEW
Will ensure Open Text has a complete view of Client SAP environmental,
technical and organizational landscape along with system access
In this time answers the customer questions.

For the discussion with customer involve also:
5-4
Key people from client
SAP Basic key user
SAP Security key user
250
Blueprint Phase
PROJECT
PROJECT
INITIATION
INITIATION
BLUEPRINT
BLUEPRINT
DEVELOPMENT
DEVELOPMENT
INTEGRATION
INTEGRATION
TESTING
TESTING
LAUNCH
LAUNCH
SWIMLANE
SWIMLANE
WORKSHOPS
WORKSHOPS
FUNCTIONAL DESIGN
FUNCTIONAL DESIGN
DOCUMENT
DOCUMENT
SCOPE
SCOPEFREEZE
FREEZE
SWIMLANE WORKSHOPS
FDD SIGNOFF
Create very detailed process flows (swimlanes) to be implemented using

OpenTexts Vendor Invoice Management (VIM) solution
FUNCTIONAL DESIGN DOCUMENT (FDD)

Describes the Functional capabilities according to the swimlane diagrams
Signed by Client and Open Text
Defines Scope
Refer to sample baseline FDD document

Swimlanes are a good basis for the Blueprint discussion.

Discuss:
What is the document process from the customer?
What are differences to the baseline?
Invoice sources: hard copy, electronic form (Email, EDI, )
Test scenarios test scripts by customer

What business steps should be tested?
What scenarios would be tested?

Training situation
What groups of users are to train?
Who are the trainers? internal, external,
The solution and answers of all this questions are the FDD.
5-5
Development Phase
PROJECT
PROJECT
INITIATION
INITIATION
BLUEPRINT
BLUEPRINT
DEVELOPMENT
DEVELOPMENT
INTEGRATION
INTEGRATION
TESTING
TESTING
LAUNCH
LAUNCH
PRODUCT
PRODUCTINSTALL
INSTALL
TDD
TDD
CONFIGURE & CODE
CONFIGURE & CODE
UNIT TEST
UNIT TEST
INSTALL
Install products into Client environment
Technical Design Document (TDD)
Translation of the Functional Design Document to the technical implementation detail level
Refer to baseline TDD document template
CONFIGURE AND CODE

Configure, code and build extensions as called out in the FDD / TDD
UNIT TEST
OpenText and Client to review and unit test functionality prior to transport into Integration test system to
verify and validate solution prior to business users testing
Installation as SAP Add On with TA: SAINT. See also Installation Guide!
5-6
250
Integration Test Phase

PROJECT
PROJECT
INITIATION
INITIATION
BLUEPRINT
BLUEPRINT
DEVELOPMENT
DEVELOPMENT
INTEGRATION
INTEGRATION
TESTING
TESTING
LAUNCH
LAUNCH
INTEGRATION TESTING
INTEGRATION TESTING
(Client)
(Client)
INTEGRATION TEST
INTEGRATION TEST
SUPPORT (Open Text)
SUPPORT (Open Text)
KNOWLEDGE TRANSFER
KNOWLEDGE TRANSFER
TECHNICAL
TECHNICALDESIGN
DESIGNDOCUMENT
DOCUMENT
INTEGRATION TESTING
End-to-end testing by Client Business Users
INTEGRATION TESTING SUPPORT

Open Texts Consultant supports testing
Correction of bugs identified
KNOWLEDGE TRANSFER
Knowledge Transfer to Clients resources
TECHNICAL DESIGN DOCUMENT

Updated and finalize

The test script should be generated by the customer in the Blueprint phase.
The ways of knowledge transfer should be discussed in the time of creation the Blue Print.
5-7
Launch Phase
PROJECT
PROJECT
INITIATION
INITIATION
BLUEPRINT
BLUEPRINT
DEVELOPMENT
DEVELOPMENT
INTEGRATION
INTEGRATION
TESTING
TESTING
LAUNCH
LAUNCH
KNOWLEDGE
KNOWLEDGE
TRANSFER
TRANSFER
USER TRAINING
USER TRAINING
(Client)
(Client)
DEPLOY
DEPLOY
GO-LIVE
GO-LIVESUPPORT
SUPPORT
KNOWLEDGE TRANSFER
Knowledge Transfer to Client functional and technical personnel as well as to the Workflow Administrator
Formal Open Text client training available for Project Team (Course 251) and Administrators (Course 252)
End User training conducted by Client
DEPLOY (GO-LIVE)
Transport to Client production environment
Verify Transports and execute go-live activities
Go-live
Go-live support from Open Text Consultant
Transition to Open Text Maintenance
Checklist for access for:
Workflow administrator
Consult
For GO-LIVE time the consult should be in the field still one to two weeks for introduction of the
end user (Floor working).
5-8
250
VIM Swimlane Workshops

Key Goals:
Understand current processes, address & resolve gaps, and agree on To-Be
Swimlanes
Scope
Document Processing Workflow (Includes invoice imaging)
OCR/ ICC
Non PO Invoices
Approvals
Parked Non-PO Invoices
PO Invoices
Blocked PO Invoices
Parked PO Invoices
Reporting
Business Rules (example questions)

What roles (groups of users) are involved in the process?
How are role determinations made?
What options (actions) for each role?
What document types?
5-9
VIM Swimlane Example

A swimlane is a visual representation of the roles involved in the business process. It shows the
handoffs that are made and the options that are available to each role.
Each role is listed on the left has its own horizontal swimlane. A role may be a physical person,
such as a buyer or AP processor, or it may be a Background process that happens without human
intervention.
The swimlane is the foundation of the baseline process documentation. If you are making changes
to the baseline process to meet your individual companys needs, your developers will use the
related swimlane to determine how the process works and exactly where the change will take
place in the process.
Swimlanes cover all the baseline processes and are included with your VIM installation
documentation.
5-10
250
SAP IM Project Structure

Initiation/Blueprint
Development
QA/Test/Training
Launch
Duration: 4-8 weeks

Duration: 6-12 Weeks
Duration: 4-6 weeks
Typical Tasks
Project Planning
Project Kickoff
Blueprint Design Sessions
Functional Design Doc Creation
Functional Design review/signoff MILESTONE
Typical Participants
Open Text
Client Services Manager
Process Architect
Workflow Engineer
Account Executive
CLIENT
Project Sponsor
Project Manager
Business Process Owners
Power Users
Technical
WF Administrator
Training
Imaging Experts (if needed)
Typical Tasks
Duration: 1-3 weeks

Product Installation
Baseline Configuration
Extension Development
Technical Design Doc Creation
Unit Testing
Test Script Development - Client
Code Freeze MILESTONE
Training Topics
Open Text
Workflow Engineer
CLIENT
Basis Support
Project Manager
Power Users
Typical Tasks
Integration Test
Bug Fix
Knowledge Transfer
Client-delivered training
Go-live Preparation
Open Text
Workflow Engineer
CLIENT
Basis Support
Project Manager
Power Users
WF Administrator
Typical Tasks
Go-live
Go-live support
Transition to
Maintenance
Open Text
Client Services
Manager
Workflow Engineer
CLIENT
Project Manager
WF Administrator
Open Text Typical SAP Invoice Management Timeframes and Tasks

Blueprint
Blue print workshop: 5 days
Customer review: 5 -10 calendar days
Development
Baseline Installation: 2 - 3 days
Configuration: 10 20 days depending on number of document types
Extensions Development : 5 50 days weeks, depending customer requests
QA/Test/Training
Integration Test, Bug fix go, Live preparation: 2 to 4 calendar weeks
Launch
Go Live: support 10-20 calendar days
(Build slide)
Support personnel: based on implemented components may include:
Project Sponsor, Project Manager
Functional / Business Analysts
Super Users (SMEs)
SAP BASIS/Netweaver
SAP Technical/ABAP programmer
SAP Configuration resource
SAP Security Administrator
Network Administrator
Application Server Administrator
Portal Administrator
Database Administrator
Web Administrator
5-11
5-12
250
6 Architecture and Infrastructure
Slide 1
6-1
Topics
Technical foundation
User Interface (Dashboards)
Workflows
Role resolution
Customization infrastructure
Reporting
Architecture and Infrastructure Slide 2

6-2
250
High Level System Landscape VIM 5.2
Browser
SAP Satellite
(ECC6.0
client)
Enterprise
OCR Option 5.2
Scan
Extraction
Approval
SAP Central System
Server
Portal
SAP Satellite
(4.6)
LiveLink Enterprise Archive

3
6-3
Technical Foundation
User
Interface
DP
rd
Dashboa
VIM
rd
Dashboa
SAPGUI
SAPGUI
Role Resolution
Key
Determination
Function
Module
l
Approva
Screen
SAPGUI or Web
Chart of
Authority and
User Map
Organizational
Unit
Workflow
Document
Processing
Workflow
Workflow
Templates
Business
Rules
Document and
Process Type
Determination
VIM
Analytics
(VAN)
Reporting
Exception
Handling
Workflows
Auto Post
Delay
Approval
Workflow
Process
Options
Reminders
Report
Standard SAP ALV List Viewer Format
Customization
Infrastructure
IMG
Configuration
Global
Configuration
Constants
Extension
Points: Function
modules,
Programs,
Screens and
ABAP Classes
Coding
Validation
VIM Class
Email
Notifications
Web
Configuration
Consoles
Web Branding
SAP is the foundation for VIM

VIM uses SAP
Workflow
Screens
Tables
Transactions
VIM uses Open Text custom
6-4
Tables
Transactions
Programs
User roles
250
User Interface
User
Interface
DP
rd
Dashboa
VIM
rd
Dashboa
l
Approva
Screen
SAPGUI
SAPGUI
SAPGUI or Web
The VIM user interface (dashboards) has a unified look and feel across
the various process flows
Each Dashboard screen is context driven and will present the end user
with specific option based on the process flow
The various Dashboards include:
DP Dashboard
DP Index Screen
VIM Dashboards (Invoice Exception)

Invoice Approval

6-5
User Interface DP Dashboard
IndexInformation
Informationshows
showsfields
fieldsused
usedtoto
Index
captureindexed
indexedinformation
information(manual
(manualor
or
capture
OCR)
OCR)
InvoiceImage
Imageshows
showsoriginal
originalscanned
scanned
Invoice
invoice
image
is
separate
viewer
window
invoice image is separate viewer window
6-6
250
User Interface VIM Dashboard: Parked Document

ParkedDocument
DocumentInformation
Informationshows
shows
Parked
header
data
and
links
to
original
documents
header data and links to original documents
ProcessOptions
Optionsshows
showsavailable
availableuser
user
Process
options
to
resolve
exception
and
related
role
options to resolve exception and related role
ProcessHistory
Historyshows
showsactions
actionsthat
thathave
have
Process
occurred
occurred
Collapse detail
6-7
User Interface VIM Dashboard: Blocked PO

Invoice
BlockedDocument
DocumentInfo
Infodisplays
displaysdocument
document
Blocked
information
and
links
information and links
PO,Invoice,
Invoice,&&Goods
GoodsReceipt
Receiptline
lineitem
item
PO,
information
information
Linkstotodisplay
displaysource
sourcedocuments
documents
Links
ProcessOptions
Optionsshows
showsavailable
availableuser
user
Process
options
to
resolve
exception
and
related
role
options to resolve exception and related role
ProcessHistory
Historyincludes
includesuser
userComments
Comments
Process
log
and
history
of
previous
actions
log and history of previous actions

6-8
250
User Interface VIM Dashboard: Invoice Approval

ParkedDocument
DocumentInformation
Informationshows
shows
Parked
headerdata
dataand
andlinks
linkstotooriginal
originaldocuments
documents
header
CodingBlock
Blockallows
allowsfor
forallocation
allocationofofcosts
costs
Coding
to
GL
Accounts
to GL Accounts
ProcessHistory
Historyincludes
includesuser
userComments
Comments
Process
log
and
history
of
previous
actions

6-9
Exercise: Dashboards
Your Task: Indentify key fields on
Dashboard screens as described below.
You can access the dashboards from the
SAP Business Workplace inbox.
1. Execute a workitem from the workflow
folder DP Document Dashboard
a. What is the VIM document type?
b. What is the Archivelink document type?
c. What Process Options are available for the
user?

folder PO Parked Invoice Dashboard
a. What Process Options are available for the
user?
b. What is the SAP document type?

folder Approve Invoice
a. What Process Options are available for the
user?
6-10
250
SAP Workflow Basics

Role Resolution
Key
Determination
Function
Module
Organizational
Unit
Chart of
Authority and
User Map
Workflow
Workflow
Templates
Document
Processing
Workflow
Exception
Handling
Workflows
Approval
Workflow
Business Event such as park invoice triggers workflow

User actions drive next steps in workflow
Authorization
Action
Referral
Workflow completes when one of these occurs

SAP document created
Parked document posted, deleted or cancelled
Exceptions resolved

6-11
Exception Handling Workflow Process Overview

Block or
Park
invoice
Inbox Work
Item list
Vim Dashboard
User
Interface
Click
Open
Workitem
Click
[Option]
Authorize
Role
resolution
Initiate
role
resolution
SAP transaction
screen
Determine
routing &
actions
Save
change
User
Actions
Action
Refer
Determine
next user (all
options)
Functions
inside SAP

Exception Resolution Workflow provides a highly flexible, yet simple 3-step process:
1. Determine routing and actions: starts when the invoice is blocked or parked. Using custom
table entries, workflow determines the correct user who is to take action on the item. You
may set up a wait state in some situations, for example, when an invoice is received before
the goods receipt is posted.
2. Present the processing options: The Process Selection Screen displays. It is a custom
dialog developed by WebFlow, Inc. to present all the information needed to handle an
invoice exception:
Line item information for the invoice, the purchase order, and the goods receipt
Options to display the full invoice, P.O., and receipt
Available actions display in the center portion of the screen.
A log or history of previous activity displayed in the lower portion of the screen
3. Take action: Referral is used to gather relevant information from another department. For
example, an item with a quantity block may be referred to receiving to verify the accuracy of
the goods receipt.
Action is the SAP transaction that may executed to resolve a blocked or parked
invoice item. Examples of actions include Change PO, Change Goods Receipt, and
Cancel Invoice.
Authorization is used when one department authorizes another department to take
an action. For example, purchasing can authorize AP to short pay an invoice.
After an action or authorized action occurs, the invoice is checked to see if the exception
has been resolved. If so, workflow ends. If an exception still exists, the process continues
until the exception is resolved.
For each invoice exception, you determine:
Who should take action?
What are the possible actions?
When the action should occur?
6-12
250
Invoice Approval Workflow Overview

Email next
Web Approver
with URL link
to Invoice list
Web Invoice
List
Click URL
in email
Next Approver
Confirmation
page
Invoice
Approval page
Click
Invoice
Number
Retrieve
User
Information
Retrieve
user
Invoice
List
Retrieve
Invoice
Detail
Call when
page
initially
opened
Call when
page is
opened or
refreshed
Call when
page is
opened or
refreshed
Click
[Approve]
or [Reject]
Save
Coding
Call
when
clicking
[Approve]
or
[Save]
Retrieve
next
approver
Call when
page is
opened
User
Interface
Click
[Continue]
Confirm
Next
Approver &
update log
User
Actions
RFC
Functions
inside
SAP
Call when
clicking
[Continue]

1. User clicks on link in optional email or logs into the approval site directly.
2. List of their approval items displays.
3. Open the item to review. Display associated image.
4. If the first approver, enter the accounting data. (Coding)
5. Approve invoice. If additional approver needed, send invoice to that approver.
Or
If first approver rejects invoice, return invoice to A/P.
If second or subsequent approver rejects invoice, return invoice to prior approver.
6-13
Role Resolution Components

Role Resolution
Key
Determination
Function
Module
Organizational
Unit
Chart of
Authority and
User Map
Workflow
Workflow
Templates
Document
Processing
Workflow
Exception
Handling
Workflows
Approval
Workflow
VIM Role
Job function such as buyer or A/P processor
VIM Role Resolution

Process that determines one or more users currently in the role
Template or resolution method

Key determination
ABAP function module
SAP HR organizational object
6-14
250
Customization Infrastructure
Several custom exits and customization points built
into VIM Components
Customization managed through custom VIM tables
delivered pre-loaded with baseline configuration (out
off the box functions)
Changes can be made through custom maintenance
transactions similar to standard SAP IMG configuration
TCode: /OPT/SPRO
Further client specific extensions can be made through

ABAP development and subsequent reference in
custom VIM tables
Customization
Infrastructure
IMG
Configuration
Global
Configuration
Constants
Extension
Points: Function
modules,
Programs,
Screens and
ABAP Classes
VIM Class
NOTE: Please refer to step by step detailed and up to

date configuration guide included with Installation
package sent by Open Text
Web
Configuration
Consoles
Web Branding
6-15
Customization Infrastructure
VIM Configuration
Transaction Code:
/OPT/SPRO

6-16
250
Reporting
VIM
Analytics
(VAN)
Reporting
Reminders
Report
Email
Notifications
Standard SAP ALV List Viewer Format
Foundation report is VIM Analytics (VAN)

Most data collected in real time
Synchronization program collects invoice changes made outside of VIM
workflow
Plug-in infrastructure to allow implementation specific requirements such
as
additional selection fields
output manipulation
6-17
6-18
250
7 Livelink for SAP Solutions

Components
Slide 1
7-1
Chapter guide
Solution overview
Typical configuration of Livelink for SAP Solution
Leading application
Livelink Enterprise Archive Server

Archive Server Overview
Document archiving and viewing
Tools for administering and monitoring the Archive Server
Logical archive setup
Livelink Imaging
Enterprise Scan Client
Livelink Viewer on Retrieval Client
System architecture
Livelink for SAP Solutions Components Slide 2

7-2
250
Jukebox
Archive Server
SAP Server
Servers
Clients
LAN
Scanner
Scanning client
Admin client
Retrieval clients
SAPGUI + Archive
Windows Viewer

A typical configuration consists of:
Archive Server (Windows or Unix)

Single or multi-processor machine
Runs Oracle or MS-SQL Server DBMS
Storage System connected to the archive server

Optical jukebox: CD-ROM, DVD-R, WORM or UDO
CAS/SAN/NAS, Hadrdisk
1 to many scanning clients with optical scanner

Windows platform
SAP clients with Archive Viewer Client

Windows (32 bit)
7-3
Chapter guide
Solution overview
Leading application

Livelink Imaging
System architecture

7-4
250
Leading application (1)

The leading application
controls how documents are used
stores references to archived documents for retrieval
Expressed as document IDs
maintains the relationship between documents and business-related

objects, e. g.
business occurrences like purchase orders, deliveries,
attribute sets within a document index
uses a communication interface to the Archive Server

(and/or the Livelink Clients)

For making up an optical archiving solution, it is not sufficient just to store documents or document
images on storage media. In order to make the documents serve some business purpose, they
must be made available for retrieval by one of these methods:
Maintaining attributes for each document by which document users can search for specific
documents of interest. Such attributes can include:
Date of origin
Document number
Customer number
Document type: order, invoice, correspondence,
and many more
Linking documents to some kind of object maintained by another business data system.
For example, an invoice document may correspond to an invoice booking in the SAP R/3
database. A SAP user can search for and retrieve the invoice booking, then retrieve the
corresponding document by activating a link to it that is stored as part of the booking data.
Since the choice of how to make documents retrievable fundamentally decides how documents are
used in business, the system performing this task is called the leading application. It may or may
not be part of the optical archiving system itself; Livelink for Electronic Archiving (UAC (former
IXOS-eCONtext for Applications)) and Livelink for SAP Solutions (former IXOS-eCONtext for SAP)
are two opposite examples for this.
7-5
Leading application (2)

Order No. 6348
ID aaahx4c...
ID aaahx4c...
ID aaahx4c...
No. 6348
Leading Application
Archive Server
User
The leading application

controls how documents are used
stores references to archived documents for retrieval
Expressed as document IDs, i. e.
maintains the relationship between documents and business-related objects,

e.g.
business occurrences like purchase orders, deliveries,
attribute sets within a document index
uses a communication interface to the Archive Server (and/or the Clients)

7-6
250
Chapter guide
Solution overview
Leading application

Livelink Imaging
System architecture

7-7
Archive Server
Archive Server
Information Management
- Management due to business process
- Handling structured documents
- Group into logical archives
- Document Lifecycle Management
- Retention periods & audit trails
Storage Optimization
- Virtualization of storage systems
- Automation of processes / tasks
- Backup, migration,
- Encryption
- Compression
Management Services
- Configuration
- Customization
- Monitoring & Analysis
- Administration:
- Processes
- Tasks
- Schedules
- Monitoring
- Policies
Storage Resource Handling

- Support of different storage systems
SCSI, IP, FC, devices, drives, robots
- Hide physical properties
- Handle container files

7-8
250
Storage technologies used by Archive Server

CAS storage systems (i. e. EMC Centera)
"virtual jukebox" writing ISO images
9.6: also storing single files
SAN/NAS storage systems (i. e. NetApp, HDS, STK )

depending on system, ISO images/single files
Hard disk partitions or HSM storage systems

For short-term archiving (e. g. employment applications)
Jukeboxes with Optical media (i. e. DVD, WORM, UDO)

Guarantees against corruption, changes, or loss of documents
Inexpensive media for large quantities of data

About the media type abbreviations:

CAS
= Content Addressed Storage
SAN
= Storage Area Network
NAS
= Network Addressed Storage
UDO
= Ultra Density Optical
7-9
Archive Server Components

Archive Server
Monitor
Server
Notification
Server
HTTP
interface
server
Document Service
Document
Pipeline
Writing
Reading
Disk buffer
Cache
Administration
Server
Migration
Server
Hard disk/
NAS/SAN
UDO/
CD/DVD/
WORM virtual ISO
WORM
FS
Product-specific
components
Storage
database
Storage Manager
STORM

The Archive Server is made up of the components shown above. Separate server processes for
administration and monitoring contribute to the Archive Servers modular architecture.
The central part of the Archive Server is the DocumentService; it stores and provides documents
and their components.
Depending on what media are being used, documents are stored on hard disk, WORM, CD (
Archive Server 9.5), UDO ( Archive Server 5.5) or DVD partitions.
The WORM, UDO, CD and DVD partitions are handled by a separate sub-server called STORM
(Storage Manager).
The Archive Server storage database, called DS (DocumentService Database), holds the
information about the archived documents and where they are stored.
The functions of the different components are explained on the following pages.
Only specific storage systems are supported for NAS/SAN connection or as "virtual jukebox"
writing ISO images.
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Chapter guide
Solution overview
Leading application

Livelink Imaging
System architecture

7-11

Paper documents
Scanning client
Scanning
Machine-generated
documents
Server of
leading
application
Archiving
image files
Direct archiving
via specific interface
(e. g. SAP R/3)
Documents from
external sources
Document
retrieval
Archive Server
Download
Display on client
Batch input
via file system

Regarding the archival of documents, three basic variants can be distinguished.

Paper documents are scanned first; this is normally done using the scanning application
Livelink Enterprise Scan. The resulting image files are then transferred to the Archive
Server for archival.
Machine-generated documents can be archived directly from the generating server to the
Archive Server via a specialized interface provided that such an interface exists for that
application system. The classical example for this type of archival is archiving from SAP
R/3 (outgoing documents and print lists).
Document files from external sources are archived via the so-called batch input interface of
the Archive Server . This is the most generalized way of archiving: The documents may
origin from any leading application there is no special integration interface necessary.
Moreover, scanned images of paper documents can be archived that way as well as
machine-generated documents.
Document retrieval is carried out the same way, no matter how the documents have entered the
archive (as detailed above): The retrieval client component downloads the document from the
Archive Server to the users workstation, then the document is displayed in a suitable viewing
application (for most frequently used document formats, this is the Livelink Archive Windows
Viewer).
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Document flow in the Archive Server - Synopsis

Archival
Writing to
storage
media
Archive
Server
Storage database DS
WORM
file system
Retrieval
Document
Pipeline
Document Service
Disk buffer
Temp
IXW pool
Cache
Burn
buffer
ISO pool
99.6
.6
HDSK
pool
FS pool
VI pool
Retrieval
Document sources
Storage Manager
STORM

The chart above gives a complete overview of the possible paths a document may take as it is processed by
the Document Processing by the Archive Server. The illustration also reveals that the whole life cycle of a
document is composed of three stages:
The archival of the document from its source to either the disk buffer or a hard disk pool. In some
situations, documents pass the DocumentPipeline before they enter the Document Processing by the
Archive Servers core component, the DocumentService.
An important aspect of this is that a document is defined to be archived already while it is still held in
the disk buffer, actually before it is stored on optical media or buffered disk. While this can be
interpreted as a potential safety gap (data is less safe in a hard-disk based buffer than on optical
disks), it is a mandatory precondition for many archiving applications requiring access to documents
immediately after their storage: The disk buffer provides this feature.
Writing the document from the disk buffer to an optical medium or a buffered hard disk
(= FS pool, available since Archive Server 9.6).
Exception: Documents that have been stored in a write-through hard disk (= HDSK pool).
Retrieving the document from its current storage location to a client.
The chart also already names the Document Processing by the Archive Server components that perform the
involved tasks:
The DocumentPipeline preprocesses certain documents before they are stored.

The DocumentService manages the buffering, optical storage, and retrieval of documents.
The storage database DS is used by the DocumentService for storing technical attributes of stored
documents; they are needed to keep track of the current state of a document and to find it upon
retrieval requests.
The StorageManager (also called STORM) manages optical media in jukeboxes and provides write
and read access to storage systems.
Details about all three mentioned document processing stages are explained on the following pages.
7-13
Document archival
Archive Server
Storage database DS
Document Pipeline
Document sources
Document tools
Document Service
Disk buffer
HDSK pool

The chart above illustrates the steps the Document Processing by the Archive Servertakes when a
it receives a document for archival:
(A) The document is stored as a file (or a set of files) in the DocumentPipeline directory.
This does, however, not apply to all documents. Depending on the leading application and
the used storage scenario, a document may as well bypass the DocumentPipeline and
directly enter the DocumentService where step (C) is performed.
(B) The DocumentPipeline preprocesses the document: A sequence of document tools (also
called DocTools) accesses the document one after the other and performs various tasks.
The exact sequence of steps depends again on the type of document and the storage
scenario. Examples of preprocessing actions include:
Extracting attributes from the documents contents
Storing retrieved attributes in an index database of the leading application
Adding information (example: a page index for a print list)
Converting the document (example: collecting multiple scanned document pages into
a single multi-page image file)
(C) After the DocumentPipeline has finished its work or when it has been bypassed the
document is then handed over to the DocumentService. Depending on the archive
configuration, the document is stored in one of two places:
If the document shall later be written to an optical medium, it is stored in a disk
buffer.
If it shall be stored on a hard disk permanently, it is directly written to the destination
hard disk pool.
(D) The DocumentService stored status information about the received document in the storage
database; this includes the newly allocated document ID and the chosen storage location.
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250
Providing a document for read access

Storage database DS
Livelink
Enterprise
Archive Server
Storage Manager
STORM
Search
order
WORM
file system
Document Service
Cache
ISO pool
FS pool
HDSK pool
VI pool
Retrieval
Disk buffer
IXW pool

The chart above illustrates how the Archive Server organizes to provide a document for retrieval by
a client. Since a document may be resident in one (or more than one at the same time) of
several locations, a reasonable, well-defined order of precedence is obeyed for accessing the
document:
1. First the storage database is queried whether the document is available either in a disk
buffer or in a hard disk pool. In either case, it is taken from there and transmitted to the
client.
2. If the document is not present in either a disk buffer or a hard disk pool (HDSK or FS), it
is checked whether the document is present in the cache. If so, it is taken from there and
transmitted to the client.
3. Only if the document cannot be taken from any hard disk location (cases 1 and 2) it is read
from an optical medium; this is the least attractive situation because reading from a
jukebox is much slower than from hard disk.
Before the document is actually transmitted to the client, it is first copied to the cache so
that subsequent read requests can be fulfilled from there. As a matter of optimization for
very large documents (like print lists), a document is cached in fragments of 64 kB size; only
those parts of the document are read, cached, and transmitted that are actually requested
by the client. As the user browses through the document in the Archive Windows Viewer,
the client automatically requests the desired parts from the server, step by step.
If the client application requesting the document is not able to load the document fragmentwise, i. e. it insists on receiving the complete document immediately, then the cache will
receive the whole document as well.
When the cache becomed full, it flushes old documents as needed to make room for newly
requested ones (FIFO or LRU mechanism); unlike for the disk buffer, there is no periodic
job needed for cache reorganization.
7-15
Chapter guide
Solution overview
Leading application

Livelink Imaging
System architecture

7-16
250
Administration and monitoring tools for the

Archive Server
Graphical administration tools
Archive Server Administration Client
Configuring the server
Handling physical storage (not covered in this course)
Archive Server Monitor (not covered in this course)

DocumentPipeline Info
Monitoring and troubleshooting the DocumentPipeline
Web-based administration interface

Monitoring the server
Command line tools (not covered in this course)

Gathering storage statistics
Administering the system without graphical screen
Low-level system handling for troubleshooting

The graphical administration tools are focused on everyday server handling.

Nevertheless, most system configuration tasks can be accomplished with them as well.
These tools are normally installed on the administrators own workstation computer,
enabling him to administer the Archive Server remotely.
The web-based administration interface is the basis for a future shift from dedicated
client software to web-based server access techniques.
Command line tools on the Archive Server grant the administrator deeper access to the
server than the graphical tools provide. This is normally reserved for special occasions like
advanced troubleshooting or for example specific data migration tasks.
7-17
Archive Server WebMonitor

Displays status information
about Archive Server and
scanning clients
Operational status of
system processes
(running/terminated)
Storage space
Media pools
Hard disk buffers
Document pipeline
Database
Document pipeline
processing errors
Requests for reading from
unavailable volumes

The state of the observed parameters is visualized in a three-level scheme: normal, warning, error.
In addition, each parameter can be accessed in the detail view.
Warning or error states of a single resource are propagated to a resource group and the host, so
that they become visible even if a group is collapsed in the tree view. That way, error conditions
can be recognized at a glance.
Known problems can be masked off temporarily to help notice further changes of state.
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Archive Server Administration Client

Define logical archives, media pools, disk buffers
Schedule periodic jobs
Manage storage devices and media
Configure further Archive Server settings

Additional administration tasks to be fulfilled using the Archive Server Administration:
Configuration of server connections

to SAP systems (if needed)
to other Archive Server
Configuration of notifications (= system alert messages)
Controlling execution of late archiving with barcode (by setting up archive modes)
User/authorization management for administrators and operators
7-19
Document Pipeline Info

Monitor the archiving process for
documents
On Archive Server
On Enterprise Scan client
Interrupt/continue operation
Handle document processing errors
Enterprise
Enterprise Scan
Scan client
client
pipelines
pipelines
Archive
Archive Server
Server pipelines
pipelines

The document pipeline is a chain of preprocessing steps executed on documents to be archived.

There is not only a single sequence in which the steps are performed; instead, the whole set of
actions is arranged as a number of different sequences (or pipelines) each of which corresponds to
a certain kind of archived documents for example, print list archiving requires different
preprocessing than archiving incoming documents with barcode.
The DocumentPipeline Info is a graphical tool for watching and manipulating the document
pipeline. Each single pipeline is illustrated as a named folder with an ordered list of its processing
steps. Associated with each step are two counters: Input, which tells the number of documents
waiting for being processed by this step, and Error, which reveals how many documents have run
into a processing error.
The DocumentPipeline Info helps detecting processing bottlenecks and errors as well as interfering
the operation, including gathering logging information, temporarily stopping execution, and deleting
stranded documents.
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Chapter guide
Solution overview
Leading application

Livelink Imaging
System architecture

7-21
Logical archive setup steps

Logical archive setup steps discussed in this course:
Logical archive overview
Define logical archive
Define pool (e. g. Single File FS pool)
Set security settings
Logical archive setup steps not covered in this course:

Create devices (physical storage)
Create and configure diskbuffers (temporary disk storage)
Create and configure pools (media pool)
Define document processing options
Note: For additional information see Course 710 or Livelink

Enterprise Archive administration guide in Knowledge Center
7-22
250
Definition: logical archives

A subdivision of an Archive Servers storage resources
Every storage medium is assigned uniquely to one logical archive
Every stored document resides in one specific logical archive
Visible to the leading application

Leading application controls distribution of documents to logical archives
Used to handle classes of documents differently, e. g.

different retention periods
different requirements for fast retrievability
Characterized by a set of technical properties

Media type
(DVD, WORM, UDO, HD, HD-WO)
Writing schedule
Caching behavior
Document processing options
Security settings
Archive
ArchiveServer
Server
Log.
Log. arch.
arch. A
A
Log.
Log. arch.
arch. B
B
Log.
Log. arch.
arch. C
C

7-23
Inner structure of a logical archive

Leading
Leading
application
application
A1
A1
Archive
ArchiveServer
Server
Logical archive
A1
A1
Security
Securitysettings
settings
Document
Documentprocesprocessing
singoptions
options
Cache
Cacheserver
server
assignments
assignments
Retention
Retentionsetting
setting
Media
Mediapool
pool
Media
Mediatype
type
Writing
Writingoptions
options
Write
job
Write job
Name
Name
Schedule
Schedule
Disk
Diskbuffer
buffer
assignment
assignment
Application
Applicationtype
type
Medium
Medium11
Medium
Medium22
Medium
Medium33
Media pool
Media type

Each logical archive must be defined on both the leading application and the Archive Server for
with the same name (A1 is just an example in the chart above); this is the foundation for the
storage dynamics controlled by the leading application and performed by the Archive Server.
On the Archive Server, a logical archive normally has a single media pool; in practice, it is
therefore not necessary to strictly distinguish between the archive and its pool. However, certain
exceptions exist where a logical archive may have more than one pool:
If certain components of documents specifically comments added by users, i. e. notes

and annotations shall be stored on different media than the original documents. The
pools must then have different application type properties.
In practice, the most useful combination is:
Storing original documents and notes on optical media
Storing annotations on hard disks
This setup saves space on optical media. Since annotations are alterable at any time, it is
normally not necessary to store them on read-only media.
7-24
If a media migration shall be performed for that logical archive. One pool must then have
application type Migration.
250
Create a logical archive

Archive IDs must be unique
Each logical archive ID must occur on only one Archive Server in your Open
Text storage environment
Leading application may impose similar restriction
Example SAP: One logical archive to be used by a single SAP instance only

Creating a logical archive in the Archive Server Administration is fairly easy: Invoke the Create
Archive dialog as illustrated above and supply the logical archives name and optionally a
description.
Reminder: For a logical archive for SAP, always use two-letter, uppercase, alpha-numerical
names (restriction for SAP ArchiveLink Interface)
7-25
Create a Pool (e. g. single file FS)

Start in Archive
Server Admin.,
logical archives
section
2
1
Schedule
Schedulewrite
writejob
job
Naming
Namingproposal:
proposal:Write_HD_A4
Write_HD_A4
i.e.
Hourly
i.e.schedule:
schedule:
Hourly
Assign
Assigndisk
diskbuffer
buffer
4
Creating and setting up an FS (single file) pool is different from an ISO pool; this corresponds to
the differences in media writing techniques (ISO: one-time, synchronous backup; IXW:
incremental, asynchronous backup). These are the attribute differences:
The pool type must be Single File (FS).
HD write configuration does not refer to a minimum amount of data to be written.
Since there is no need to wait for a certain amount of archived data to fill a volume
completely, HD writing can be scheduled much more often than ISO media writing. The
shortest period that can be specified is every five minutes.
Like an ISO pool, a Single File (FS) pool needs a disk buffer for collecting documents prior
to writing them to optical disks. See chapter Disk Buffer Configuration for reasonable
configurations.
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Set security options

Signature: Allow or deny unsigned document access
Protection requires leading application to sign access requests with SecKeys
To be specified separately for access types: read, create, update, delete
Commonly used settings:
Read, create, update, delete
full protection against unauthorized access
Delete
all access (except deletion) freely allowed
Enforce SSL usage for communication

Requires a customer-specific certificate on the Archive Server
Test certificate is preinstalled by Open Text
Control Document Deletion

Common setting is Allowed

7-27
Exercise: Display logical archive on Archive Server

Display logical archive
Display structure
pool
diskbuffer
devices
Display options
security
configuration
retention
Create new logical Archive B#

Create pool
Set security options

7-28
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Chapter guide
Solution overview
Leading application

Livelink Imaging
System architecture

7-29
Scanning client
Machine on which scan solution is installed:
Enterprise Scan for scanning/archiving masses of documents
DesktopScan for small amounts of documents
Scanner attached
Connection to Archive Server essential
Using Livelink for SAP: Connection to SAP server as well
Tasks performed at scanning client

Configure scanning settings appropriately
for document characteristics
Scan original documents
Ensure quality of document images
Index documents
Depending on used scenario
Scanner
Scanning client
Archive electronic documents

7-30
250
Scanner
Device to convert paper documents to electronic images
Scanner connection
Enterprise Scan
ISIS
highly performant
DesktopScan: via TWAIN driver
Technical dependencies vary

from manufacturer
to manufacturer

7-31
Enterprise Scan

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250
Chapter guide
Solution overview
Leading application

Livelink Imaging
System architecture

7-33
Retrieval clients
SAP user searches for document links in the SAP data (within a SAPGUI
session)
Requested documents are retrieved from the Archive Server and
displayed by Archive Windows Viewer
Scanning/ archiving small amounts of
documents also possible: DesktopScan
Using TWAIN scanner interface
Archiving Office documents

with DesktopLink
Retrieval clients
SAPGUI +
Archive Windows Viewer

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250
Archive Windows Viewer

Display documents
Zoom / scroll / turn pages
Work with documents

Add notes
Annotate
Search print lists for text
(free/attribute)
Print / send via e-mail
Create/archive
new documents
Scan via TWAIN
Assemble from image files

7-35
Archive Java Viewer Applet

Used for Web-based document
retrieval scenarios
No Livelink Archive Windows
Viewer
Working with documents:
Similar to Archive Windows Viewer
Scanning/ archiving not possible

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250
Archive Web Viewer

Purely HTML-based
No client-side installation
No code download
Converts documents to PNG
Generates Web page that includes
the PNG
Document navigation
View and edit notes
Display annotations

7-37
Chapter guide
Solution overview
Leading application

Livelink Imaging
System architecture

7-38
250
Scalable system architecture

protects your investment
Archive Server
Storage System
SAP System
Enterprise Scan
Retrieval clients
SAPGUI +
Archive
Windows Viewer

A standard Livelink for SAP configuration starts with one Archive Server and one jukebox
connected to one or more SAP systems. An administration client, SAP retrieval clients, and
scanning clients can be added according to your needs.
7-39
enterprise-wide
Sales force
Local
archive
Modem
Branch
office
Business partner
ISDN
Internet
Headquarters
Subsidiary
Central
archive
Central
scanning
service
R/3 main
system
The names of logical archives must be unique within the entire Archive Server network. Make sure
at the beginning that the names assigned (F1, FR, S1, etc.) do not conflict with existing logical
archive names.
If two logical archives on different Archive Server have the same name, the archives will not be
accessible by the remote Archive Server which has a logical archive of the same name. Instead, its
own logical archive will be accessed. The identically named archive on the known remote Archive
Server will be ignored.
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8 SAP Archivelink Overview and

Customizing for VIM
Slide 1
8-1
Chapter Guide
Introduction to ArchiveLink
SAP ArchiveLink elements
Representation of document links
General usage aspects
Layers of ArchiveLink customizing

Initial Customizing
Communication Setup
Configuring Logical Archives on SAP and Archive Server
Basic Customizing
Scenario-dependent customizing: Workflow
SAP Archivelink Overview and Customizing for VIM Slide 2

8-2
250
ArchiveLink: The SAP Interface

to Archiving Systems
SAP basis component
Provides:
Livelink
for SAP
SAP
Communication interface to
archive system components
Presentation
Scan client
Integration of archived
documents in business
processes ( workflow)
Functions:
Application
Archiving from SAP to

Livelink for SAP
ArchiveLink
Index/retrieval database
for archived documents
Archive
Server
Archiving from
scanning client
Archiving SAP data
Retrieval
client
Database
Viewing documents
Administration of
document links
SAP ArchiveLink is a component of the SAP System to link external storage systems such as
optical archives and document management systems. It is a general, cross-application interface
providing SAP business applications with archive functionality. The interface is based technically
on SAP's RFC (Remote Function Call) and, nowadays, HTTP and supports the following functions:
Archiving and displaying of scanned documents
Forward-looking Workflow Management
Archiving, display and retrieval of SAP print lists, outgoing documents and archiving data
Additional components can be connected depending on the document class concerned.
8-3
Features of SAP ArchiveLink

Universal interface to integrate every external, compliant archive system
with SAP
No complex customer-specific storage system application needed
Many scenarios to integrate documents directly with business processes
Especially beneficial involving SAP Business Workflow
Easy and fast implementation because of many released standard

processes
Web Access to Business Documents via HTTP interface
ArchiveLink compliance certification by SAP guarantees full ArchiveLinkrelated functionality of an archive system

8-4
250
Chapter Guide

Initial Customizing
Communication Setup
Basic Customizing

8-5
ArchiveLink elements in the SAP basis

All elements were developed by SAP
and are fully integrated in SAP
Database tables
Customizing tables (meta tables)
Link tables
Open barcode tables
Function modules
Queries for customizing settings
Document archiving
Document display
Document retrieval/download
SAPGUI archive interface (archlink.exe)

Releases 4.5 only
The ArchiveLink component of the SAPGUI, namely archlink.exe accompanied by several DLLs
and the configuration file archlink.ini, is regarded by SAP as being an outdated client archive
interface; therefore it is no longer included in SAP release 4.6. Communication methods using this
interface have to be replaced by alternatives, preferrably OLE communication between SAPGUI
and archive viewer; this is supported already as of SAP release 3.1.
8-6
250
Some SAP tables for ArchiveLink

Customizing tables
TOAVE
Document type definitions
TOAAR
Logical archive definitions
TOAOM
Document type / logical archive linkage
TOAPR
Presettings for document archiving with workflow
Link tables
TOA01
for documents associated with SAP data records (objects)
TOADL
for print lists; different structure
see subsequent slides
Administrative tables
BDS_BAR_IN Open barcodes of SAP business objects
BDS_BAR_EX Open barcodes of stored documents

These are a few examples for tables in the SAP database which are exclusively used in
conjunction with ArchiveLink. The names of most tables begin with TOA, meaning Table for
Optical Archiving.
When a document is archived and shall be linked to an SAP object, this link is not stored as part of
the object information in the involved SAP application module; instead, some central ArchiveLink
link tables hold all object-to-document link information. This structure yields some advantages:
Application modules do not have to deal with archive document information; therefore,
documents can be linked to all types of objects without further preconditions on the
application side. (However, this does not imply that all archiving scenarios are applicable
everywhere.)
Multiple documents can point to the same object.

The structure and application of link tables TOA0103 and TOAHR is detailed on the following
pages. ArchiveLink provides multiple link tables with equal structure in order to enable the
administrator to distribute table entries to different database tablespaces. Customizing determines
in which table to store link entries for each document type individually; see chapter Basic
customizing for details.
8-7
ArchiveLink Function Modules

Most of the ArchiveLink functionality is coded as ABAP function modules which are dedicated to
being called from application modules. The most prominent example is function module
ARCHIVOBJECT_DISPLAY which is called whenever an archived document shall be retrieved and
displayed.
Go into transaction SE37 and search for function module names starting with ARCHIV
8-8
250
Chapter Guide

Initial Customizing
Communication Setup
Basic Customizing

8-9
Link Tables: Associations of SAP objects and

Archived Documents
Retrieval database
(SAP)
Link table (e. g. TOA01)

Object key
Archive ID
Document ID
10001801
10001802
A1
B1
aahxozt
aatmzd
SAP objects
n
:
1
Attributes
Key fields
1000 1801
1000 1802
m
:
1
Storage database (Archive

Server DS or ECR)
Document ID
aahxozt
Document path
WORM1/10/11/12/
Archived documents are accessed via associated SAP objects

All SAP object retrieval methods can be used for this
The above chart illustrates how ArchiveLink represents associations between SAP data sets the
so-called objects or business objects and archived documents. (However, the chart does not
reveal the whole structure; instead, it is simplified in order to point out the basic principle.)
SAP business objects are represented as database table rows. Most objects are composed
of a number of rows in various tables referring to each other, but each object has a unique
header data set in a table specific for the object type; for example, an accounting
document is uniquely represented by a row of table BKPF.
An archived document is reflected by an entry in the database of the archive server holding
it; we can call this database the storage database. Such a database entry is identified by
the document ID (commonly abbreviated as DocID) and maps this document ID to the true
physical storage path on an archiving volume.
An ArchiveLink link table contains two references: One pointing to an SAP object, the other
one pointing to an archived document, establishing a link between object and document.
The link tables, together with the tables establishing the SAP objects, can be referred to as
the retrieval database for archived documents.
This way, m:n relations between SAP objects and archived documents are possible. The
document ID serves as the document retrieval interface between ArchiveLink and the archive
server.
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250
Link table structure
SAP
SAP object
object
identification
identification
Archive
Archive document
document
determination
determination
Document
Document
type
type
Document
Document class
class
(=
(= file
file format)
format)

The above chart illustrates the structure common to all ArchiveLink link tables TOA0103 and
TOAHR. (This display can be obtained using transaction SE16).
Only part of the table structure is visible in the above image. The tables contain a total of nine
columns:
MANDT
Number of SAP client holding the referred-to object
SAP_OBJECT
Type of referred-to business object
OBJECT_ID
Character string identifying the referred-to object (in most cases: a

concatenation of the object key fields)
ARCHIVE_ID
The logical archive the document was archived to
ARC_DOC_ID
Document ID of the referred-to archived document
AR_OBJECT
Document type of archived document
AR_DATE
(Not shown above) the date the document was archived
DEL_DATE
(Not shown above) the ending date of the documents retention period (as
calculated from the archiving date and the retention duration specified as
part of the link definition, TA OAC3)
RESERVE
Document class (file format) of archived document
A row of such a table holds all relevant information about an archived document and its link to an
SAP business object. Particularly, the following properties are determined by the following row
fields:
Linked business object:
MANDT, SAP_OBJECT, OBJECT_ID

Archive document:ARC_DOC_ID
Archive server holding the document:
ARCHIVE_ID (determined indirectly)
User access rights to document:
SAP_OBJECT, ARCHIVE_ID, AR_OBJECT
Document display method:
RESERVE
8-11
Multiple link tables

Built-in link tables:
TOA0103
for documents associated with SAP objects
Can be used interchangeably

Multiple equivalent tables in order to distribute storage load to multiple database
tablespaces
TOAHR
for documents associated with HR objects
All tables have the same structure

Table TOACO enumerates
available link tables
TOACO
TOA01
TOA02
TOA01
TOA02
You may add additional link tables, if desired

Copy Data Dictionary definition of TOA01
Register them in table TOACO (transaction OAD3)
When ArchiveLink is requested to retrieve certain document link information, it does not initially
know which of the available link tables actually contains the link entry. Therefore, it has to search
all link tables for the desired information.
In order to accomplish this, ArchiveLink must be informed which link tables actually exist.This is
done by table TOACO which contains just an enumeration of all available link table names.
ArchiveLink assumes that all mentioned tables have the same structure as the built-in standard link
tables, e. g. TOA01.
If you require to create your own link tables (e.g. in order to further distribute database storage
load), it is therefore not sufficient to create these tables as copies of the default ones; instead, you
have to use transaction OAD3 to add your new tables names to table TOACO.
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Chapter Guide

Initial Customizing
Communication Setup
Basic Customizing

8-13
Document retrieval (1):

From business context
C
4.6C
SSA
APP 4.6
Multiple ways
to access list of
linked documents
Only
Only way
way that
that
works
works with
with old
old GUI
GUI
design
design as
as well
well
Services for object toolbar

Description for SAP release 4.6C:

The possible ways of accessing archived documents that are linked to a certain SAP business
object shown above are available in nearly all application modules; they are illustrated
above.
Methods (A) and (B) make use of the newly invented Generic Object Services (GOS), a collection
of functions that are applicable to all types of business objects. These services are reflected in a
new GUI toolbar; the list of documents linked to a business object can be opened from this toolbar
as shown above.
If you do not make extensive use of other GOS functions, it may be more handy not to open the
special toolbar; instead, you may access the linked document list more directly via a menu opened
by clicking the right half of the GOS button in the transaction title bar, as shown above (C).
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250

From business context: VIM GOS

8-15

Document-oriented
Leave empty to
find all documents

In case you have to find all documents of a certain type, irrespective of their assignment to specific
business occurrences, you may use the Business Document Navigator as illustrated above:
1. Enter transaction OAOR; the Business Document Navigator screen appears.
2. Make the following entries:
Class name: The SAP business object type that the document type you are
searching for is associated to.
Class type: BO
Document type of the documents you are searching for.
3. Click the Execute button; the Key field entry dialog appears.
4. Empty all offered key entry fields (which may be different from the example shown above)
and click the checkmark button.
5. The Business Document Navigator now shows a hit list of matching documents that you
may browse through, display, change, and delete.
Archived print lists, however, are commonly not linked to any business objects and therefore
cannot be found this way; instead, transaction OADR is available for users to retrieve print lists.
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250

Administrative
Document maintenance
tool for ArchiveLink
administrator
4.7
SSA
APP 4.7
Actions on documents:
Search
Display
Delete
Reassign
Assign to
additional object
Create new

For the document administrator, ArchiveLink provides far-reaching possibilities for maintaining
document links (see illustration above). However, the documents themselves cannot be altered;
the only action touching their identity is to delete them from the archive.
Details about how to deal with document links will be presented later in this course.
8-17
ArchiveLink Monitor
4.7
SSA
APP 4.7
5
2

The administration tool Monitor provides a general tool for monitoring during normal ArchiveLink
operation.
To navigate to the ArchiveLink Monitor, choose the following in the SAP Easy Access menu:
ArchiveLink Administration ArchiveLink Monitoring (transaction OAM1).
The administration tool Monitor allows you to monitor all the components necessary for storage
(spool, queues, background processing and so on) from a central position. All steps are logged,
including the errors. Storage requests with errors can be retriggered.
You can use the pushbuttons to display the table named on each button. The figures next to the
pushbuttons state how many entries are currently in the table.
The figures are only current if you have activated the flag "Include in Refresh". To save the current
selection, choose Settings Define Initial Position. The appropriate areas will then be immediately
refreshed every time the monitor is called.
Main functionality found in the SAP ArchiveLink Monitor (shown above):
1. Settings for storing print lists
2. ArchiveLink processing job administration
Monitoring/execution of queued print list archiving requests
3. Printing stored lists
4. Monitoring of outgoing document archiving request errors
5. Open barcode administration
6. Test of network connections to all archive servers
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250
The entry screen into

ArchiveLink customizing
4.7
SSA
APP 4.7

All customizing activities concerning ArchiveLink are accessible via the SAP ArchiveLink branch
of the SAP Reference IMG. To display the screen shown above, enter transaction SPRO and click
button SAP Reference IMG.
In 4.7 you also can choose the following in the SAP Easy Access menu: ArchiveLink
Administration ArchiveLink Monitoring (transaction OAM1) Customizing.
8-19
Chapter Guide

Initial Customizing
Communication Setup
Basic Customizing

8-20
250
Special customizing
Initial customizing
Communication setup
Basic customizing
Scenario-dependent customizing
With
workflow
HR
Frontend
Barcode
Moduledependent FI, SD, HR

customizing
Print
lists
Outgoing
Data
(Reorg)
SD, MM

The steps involved in ArchiveLink customizing can be logically subdivided into the six displayed
customizing layers:
Communication setup = setting up the communication between SAP and Archive Server. This
has to be done for each such pair involved in optical archiving.
Initial customizing = setup steps for enabling certain ArchiveLink functions necessary for
certain archiving scenarios. This has to be done once per SAP system involved in optical
archiving.
Basic customizing = customizing steps necessary for all archiving scenarios; i.e. no matter
which scenario you are aiming at, you will have to perform the steps involved here.
Scenario dependent customizing = customizing steps that are different for different
scenarios.
Module dependent customizing = Some scenarios require customizing steps that differ
dependent on the SAP application module where you want to apply the scenario in; these
steps are involved here.
Special customizing = customizing steps that do not fit easily in one of the other layers. They
are mostly used if some ArchiveLink standard is to be extended.
8-21
Initial customizing steps
Create queues
= Not covered
in this course
Special customizing
Schedule batch job

Set up archive device
Maintain number range
Deactivate print list mgmt. in DMS
Check/set archive format parameter
Communication setup
Initial customizing
Open Text ArchiveLink protocols

Basic customizing
Scenario dependent customizing
Module dependent customizing
Remember: Initial customizing has to be done for each SAP system.
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Deactivate print list management in DMS

4.7
SSA
APP 4.7
1
2
3

1. Flag for Multiple Assignment of Documents to Store

The setting "multiple assignment in storage scenarios" enables you to use the stored document
for further scenarios. It controls the availability of the function "Assign" in the window for entry
scenarios. To call this window, use the transaction OAWD or the user function "Store
document". The function "Display last document" is also activated , which allows you to redisplay the document you have just stored.
2. Activate DMS Entry Flag
Setting this flag deactivates the creation of a print list management record in the Document
Management System (DMS) when storing a print list.
If you set the flag, the print list management record is created in the DMS. The DMS is
connected to the SAP classification. This means you can assign attributes of your choice to the
print list and use them for searching.
3. Flag for Event Creation When Linking SAP Document - Document
If this setting is active (if the flag is set), the event <Object type> is triggered when you write a
link entry using ArchiveLink.
It is a prerequisite that the event ASSIGNED exists for the object type <Object type>. Before
setting the flag, use transaction SW01 to check that the event exists.
8-23
Install Open Texts ArchiveLink protocols

IX_OLEU*, IX_HTTP*
Contains details of OLE communication between
SAPGUI and Livelink Enterprise Scan
SAPGUI and Livelink Imaging
Required for document archival and display using SAPGUI 4.6

To be installed in SAP database
Provided by Open Text as SAP transport
To be found on Open Text product CD
OLE application maintenance
in SAP: Transactions SOLE, OAA4
After
After successful
successful installation:
installation:
Visible
Visible in
in transaction
transaction OAA3
OAA3
The ArchiveLink protocols IX_OLEU* and IX_HTTP* (i. e. IX_OLEU2...) which are required for
proper cooperation between SAPGUI and the Open Text clients is provided by Open Text as an
SAP transport. Find the transport files on the Livelink for SAP Solutions product CD i. e. in
directory Base_6.20_and_higher\Livelink SAP Common Package\div\Protocols and import the
transports into your SAP system. After successful imports, you may check the protocols
availability in transaction OAA3: There, IX_OLEN*, should appear in the list of defined protocols.
Later on, you will refer to this protocol definition when setting up logical archives.
Note: * is used to represent different numbers (i. e. IX_OLEU* could be IX_OLEU1, IX_OLEU2 or
IX_OLEU3). Please check the product release notes and installation guides for the appropriate
protocol version for your solution.
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Chapter Guide

Initial Customizing
Communication Setup
Basic Customizing

8-25
Communication setup steps
Initial customizing
Special customizing
Communication setup
Check/create feedback user
Specify SAP gateway(s) (OpenText side)
Specify SAP system
(OpenText side)
Configure exchange/ spool directory

= Not covered
in this course
Basic customizing
Module-dependent customizing
Remember: Communication setup is done once for each pair

SAP system Archive Server.
The setup of the three communication interfaces (detailed on the previous page) is accomplished
by the five (four in case you use ECR Storage Server 6.0 or higher) steps enumerated above.
Strictly speaking, none of these steps is really part of ArchiveLink customizing; but since
ArchiveLink is usable only after communication to Archive Server has been established, they
nonetheless fit well into the present customizing discussion scheme.
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Communication interfaces between SAP and

Archive Server (via HTTP)
SAP server
Feedback user
Spool
directory
DocumentService
Archive Server
HTTP
File system
RFC
Using HTTP communication, the SAP server communicates with the DocumentService on the
Archive Server directly.
The above chart illustrates the interfaces for communication and data exchange between SAP
server and Archive Server:
The SAP system sends http requests to the Document Service on the Archive Server.
Actions initiated this way include:
Archiving a document from SAP
Providing a document back to SAP
Querying a documents status
Deleting a document from the Archive Server
Data to be transferred from SAP to the Archive Server and vice versa is moved as files
via the spool directory:
The Archive Server sends receipts about archiving/providing actions to the SAP system via
a RFC connection. To do so, it logs on to SAP in the background and calls the appropriate
SAP functions. In order to enable this background logon, a suitable SAP user identity
(feedback user) must be provided and equipped with the necessary authorizations.
Setting up all two interfaces is subject of communication setup. The remainder of this chapter
discusses the necessary customizing details.
8-27
Spool directory: Purpose and size

Different settings for HTTP Logical Archives
Spool Directory on SAP side
no Archive Server access necessary
To be specified per logical archive in transaction OAC0

Sufficient disk space important
Should reside in dedicated partition
Does not interfere with other applications using the file system
Must be large enough to hold the largest document ever submitted

Print lists can be 400 MB and larger
Should be large enough to hold a set of documents submitted together

For example: a complete data archiving run
Recommended: 1 GB

Within the context of configuration setup, hard disk space must be provided for file exchange
between SAP and Archive Server. However, it is not yet necessary to specify the directory path
anywhere in ArchiveLink or Archive Server customizing; since the exchange directory path is an
attribute of a logical archive, the exchange path will be told to SAP and Archive Server later on, i.
e. as soon as a logical archive is to be created.
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Spool directory (2): Possible subdivisions

Multiple exchange directories can be used instead of a single directory
As subdirectories of a single file system / partition
On different file systems / partitions
Per SAP system

To distribute exchange file systems on different SAP server hosts
To allow two systems to write files with the same name simultaneously
(necessary for SAP releases 3.1)
To keep data from different systems separately for the sake of easier
administration
Per logical archive

Per movement direction: to Archive to SAP
To clearly separate files to be archived from already archived files
Especially recommended for data archiving

The above list enumerates possibilities for using multiple separate exchange directories instead of
a single one; however, it is not possible to deduce a general configuration recommendation. The
Archive Server, SAP, and machine administrators should constitute a configuration that suits best
to their individual rules, habits, and requirements. Mostly, finding a suitable setup is a trade-off
between configuration simplicity (i. e. a single exchange directory) and clean separation of different
data (i. e. separate directories according to the criteria mentioned above).
Data archiving is the only archiving scenario where a directory distinction according to the
directions to and from the archive server is clearly recommendable: It helps keeping data never to
be deleted manually (i. e. to the archive) separate from data to be deleted manually or by selfdefined periodical jobs (i. e. from the archive).
8-29
Chapter Guide

Initial Customizing
Communication Setup
Basic Customizing

8-30
250
Definition: Logical archive

SAP:
Method to separate archived documents (or data) logically
Notation in different SAP releases:
4.0: Archive
4.5: Archive, store
4.6: Content repository
Livelink for SAP Solutions:

Storage area on the Archive Server for storing documents
An Archive Server may be partitioned into multiple logical archives
Is assigned its own exclusive set of partitions which make up its actual
storage capacity
A storage partition never contains documents of more than one logical archive
May be configured to treat stored documents according to certain rules,

appropriate for the types of documents stored exclusively there

8-31
Reasons for multiple logical archives
Business reasons
To allow for different document retention periods
OpenText reasons
Why use more than one logical archive?
To physically separate documents on different sets of media
To allow different authorization for different sets of documents,

e. g., documents belonging to different SAP modules, HR and FI
To represent company structure (different SAP clients)
different content: Documents and Data
To allow using different archiving and caching strategies

To use different media types (hard disk, DVD, UDO or WORM)
To distinguish test and production context
For maintaining background forms using the Archive Server add-on Forms Management, a
dedicated logical hard disk archive is strongly recommended.
Furthermore, it is recommended to use separate logical archives for document archiving and for
data archiving purposes.
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250
Restrictions for logical archives for SAP

Identify with two alphanumeric characters
Letters must be uppercase
E. g., F1, G1, AG
SAP archive
names
Archive IDs must be unique

Each logical archive ID must occur
on only one Archive Server
in your Livelink for SAP environment
Each logical archive must be used
by one single SAP only
archive names on
Archive Server
AM
AM
AR
AR
B1
B1
Exception: Test archives may be

shared among several SAP systems

The basis of the SAP Archive Server archiving dynamics is the name of the logical archive that
documents are to be sent to. In Livelink for SAP, a logical archive must be created with the
identical name as the logical archive in SAP.
In SAP customizing, a number of additional assignments must be made before archiving can
proceed as intended. For example, an object type/document type combination must be assigned to
the desired logical archive.
8-33
Create logical archive: HTTP settings
Name
Name of
of logical
logical archive
archive
ArchiveLink
ArchiveLink for
for
document
document archiving
archiving
Communication
Communication
and
and storage
storage basis
basis
ArchiveLink
ArchiveLink communicommunication
cation protocol
protocol
Archive
Archive Server
Server name
name
Connection
Connection port
port
program
program to
to start
start
Spool
Spool directory
directory
Choose
Choose path
path syntax
syntax
appropriate
appropriate for
for server
server
operating
operating system
system
Do
Do not
not omit
omit trailing
trailing
slash
slash or
or backslash!
backslash!
In order to make a logical archive in SAP HTTP-based, enter its maintenance view in transaction
OAC0 and make the following entries (as opposed to the settings previously described about
RFC-based archives):
Storage type:
HTTP content server
Protocol:
8-34
Version no.:
One of IX_HTTP* and IX_OLEU*. These are provided as SAP

transports delivered by OpenText on the Livelink for SAP product
CD in subdirectories.
0045
HTTP server:
Archive Server name
Port Number:
HTTP port of Archive Server; normally 8080
SSL Port Number:

HTTP script:
HTTPS port of Archive Server; normally 8090

archive
Basic/Archive path:
Path to a directory (or two different directories) where the SAP

server can temporarily store data and documents on their way to
the Archive Server (formerly the exchange directory).
No signature:
Check this only if HTTP requests to the Archive Server shall not
be authentified by SecKeys (see later in this chapter).
250
Logical archive, HTTPS settings

8-35
On OpenText side: General logical archive setup

1. Create archive
2. Create media pool
Determine pool type
(IXW, ISO, HDSK, FS, VI)
For optical media pools
(IXW, ISO):
Specify write
configuration
Schedule write job
Choose disk buffer
3. Configure security settings

4. Configure processing options
See
SeeLearning
LearningServices
Servicescourse
course
710:
710:Archive
ArchiveServer
ServerAdministration
Administration
for
forcomplete
completeinformation
information

The application-independent steps of setting up a logical archive on the Archive Server is

discussed in detail in the Learning Services course 710: Archive Server Administration. The
description above therefore provides a brief summary only.
8-36
250
Exercise: Create logical archive

Copy / Create by using TA: OAC0 a
new logical archive
Create a new logical archive on
Archive Server

8-37
Chapter Guide

Initial Customizing
Communication Setup
Basic Customizing

8-38
250
Basic customizing attributes

Document type
Meaning, role
Examples:
SAP object
Archive document
FIIINVOICE
SDOORDER
D01
ZSDIREMIND
To be linked
Document class
Object type
File format
Examples:
Structure/role
of data set
Examples:
Logical archive
BKPF VBAK
PREL DRAW
Storage location
FAX
ALF
OTF
DOC
TXT
PDF

It is ArchiveLinks task to store and work with references to archived documents. In order to
accomplish this, it stores as attributes of each maintained document reference the document type,
document class, and logical archive. Moreover, it keeps the object type of the SAP object that the
document is linked to.
Whenever a document is to be archived, ArchiveLink has to determine these four attributes for that
document before it can store the link record. It is exactly the objective of ArchiveLink basic
customizing to specify which values for those attributes ArchiveLink shall use in which archiving
situation.
Be careful when translating above terms to/from German:
English
German
Document type
Dokumentart
Document class Dokumenttyp

The following pages detail further aspects of document types, document classes, and object types;
logical archives are discussed in detail in chapter Configuring Logical Archives for SAP
ArchiveLink.
8-39
Object type
Describes internal format, key entries and properties
of SAP datasets (SAP objects)
Usually defined and used per application module
different object types used by different modules
Defines required fields for identifying an object

For example key fields of a BKPF object:
Company code document number fiscal year
Typical object types used in ArchiveLink customizing:

BKPF
for FI documents
VBAK
for SD documents
DRAW
for print lists
ARCHIVE for SAP data archiving

SOOD
for SAP office documents

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250
Document class
Indicates a file format
Different document classes are handled differently
Each archived as appropriate for that format
Each displayed as appropriate for that format
Managed by the ArchiveLink protocols specified for each document class
Common document classes

FAX
for scanned documents
ALF
for print lists
OTF
for outgoing documents (SAP < 4.0)
PDF
for outgoing documents (SAP 4.0)
DOC, XLS, PPT, for corresponding MS Office documents

8-41
Document type
Indicates a documents content, i. e., its meaning/role within a business
process
Normally associated to a single SAP object type
Both the document type and object type represent the same kind of business
process
SAP standard already supplies many document types for common

archiving situations/scenarios
Use them if appropriate for your archiving requirements
New document types can be defined as required

If you are archiving print lists and want to structure the reporting for specific
document types
If you want to archive document types other than the standard ones
Different document types are often handled by different business

workflows
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250
Basic customizing steps
Special customizing
Initial customizing
Communication setup
Basic customizing
Create logical archive
Set up document type
Module-dependent customizing
= Done before
Remember: Basic customizing has to be done almost every time you want to prepare archiving a
new type of document.
However, you do not need to carry out both of the mentioned steps each time:
You can use an existing logical archive for a new document type, provided that the logical
archive is used appropriately (for example, has the proper document retention period).
You may use an existing document type included in SAP standard. In this case, you do not
need to set up a new one (as described on the following page); you only have to properly
maintain the link of the document type to the designated logical archive (as described on
page Check/edit document type link to logical archive later in this chapter).
Creating a logical archive has been discussed in detail in chapter Configuring Logical Archives for
SAP ArchiveLink; the following pages therefore concentrate on setting up a document type.
The illustrations shown on the following pages reveal attribute values valid for setting up a
document type for archiving print lists as an example; attribute sets for other kinds of archive
documents are discussed in subsequent chapters describing the distinct archiving scenarios.
8-43
Display/ maintain document type definition

This and the following page describe what customizing settings are made behind the scenes by the
document type customizing wizard; this information is necessary for checking and for altering the
customizing you have done using the wizard.
The first customizing table manipulated by the wizard is the list of document type definitions
(illustrated above); you can access it via transaction OAC2. It stores the document type name,
description, and document class (file format) assignment. (A fourth attribute status is also
included, but it has no significance in the context of ArchiveLink archiving.)
For an existing document type, you may alter the description and document class here. Moreover,
you can add descriptions in other languages than the one used for creating the document type; this
is strongly recommended for companies operating SAP in multiple languages.
You may also choose to create a new document type directly here. For this, click button New
entries to invoke the New Entries: Details of Created Entries dialog, then enter the
requested document type attributes. If you do so, do not forget to link the document type to a
logical archive afterwards (described on the following page)!
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250
Display/ maintain document type link to logical

archive

The second half of the document type customizing wizards background work is to establish a link
between the given SAP object type, document type, and logical archive. You can review and alter
this information using transaction OAC3; the screen that appears contains an overview of all the
links defined (illustrated above). The fields have the following meanings:
Obj. type of the SAP object that an archived document of the specified document type (see
below) becomes linked to.
Doc. type of archived document to be processed according to this link information entry.
S (status): Effectiveness of the link customizing entry. X means active, everything else
means inactive.
Content R: ID of logical archive (= content repository) that will receive documents of the
specified document type.
Link: Name of the link table where this association is stored in the SAP database. (For print list
archiving, this field is meaningless since archived print lists are always handled by table
TOADL but, nevertheless, some dummy entry is required.)
Ret. per.: Retention period of an archived document (only for documentation); interpreted as
number of months.
For editing existing entries, you first have to switch from display mode to change mode by clicking
the pencil and glasses button. After this, you may also create new entries by clicking the New
Entries button.
8-45
Basic customizing attributes:

References and dependencies
Document type definition

Doc. type
Description
Doc. class
Z00PO
NPO invoice
FAX
Link to log. archive

Obj. type
Doc. type
Log. archive
Link table
Retention period
BUS2081
Z00PO
C0
TOA01
120
Legend:
Log. archive
Attribute
C0
Example value
Log. archive definition

Basic customizing data is stored in several ArchiveLink customizing tables of the SAP database.
The chart above illustrates this table structure and the involved references. Knowing about this
structure is important if you want to delete customizing you have made before (the customizing
wizard does not support deletion), if you have to alter existing settings, or in order to check
correctness of customizing in case of trouble.
The customizing part logical archive definition has been discussed in detail in chapter
Configuring Logical Archives for SAP ArchiveLink; for document type definition and link to
logical archive see the following pages.
Here is a summary of transactions used for the customizing structures shown above:
8-46
Logical archive definition OAC0
Document type definition OAC2
OAC3
250
Chapter Guide

Initial Customizing
Communication Setup
Basic Customizing

8-47
Archiving with workflow: Customizing
Initial customizing
Technical configuration
Special customizing
Basic customizing
Create logical archive
Set up document type

with workflow integration
Scenario dependent customizing
Module dependent customizing

= Done before
Customizing document archiving with workflow comprises elements of basic customizing (as all
scenarios do) as well as scenario specific parts. However, the ArchiveLink document type
customizing wizard merges all involved document type-related customizing steps into a single
action, relieving you of walking through all necessary steps yourself.
Setting up a document type for archiving with workflow is therefore mentioned in the above chart
as a single customizing step that is shared between the basic customizing and scenario dependent
customizing blocks.
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250
Workflow-specific attributes
for a VIM Archivelink document type
For store for entry later / store and enter:
Object method
What shall happen to the SAP object when the first workflow step is executed?
For Non OCR: PREPROCESS_NON_OCR, for ICC: PREPROCESS_OCR
Workflow task for document entry

For Non OCR: WS00275271, for ICC: WS00275270
Workflow parameter: type, value

Additional parameter for object method call
For VIM methods: Do nothing!
For store and assign / store for assignment later:

Workflow task for document assignment
For Non OCR: WS00275271, for ICC: WS00275270
For all scenarios:

Inclusion in presettings
What application area (SAP module) is the document type dedicated to?
Who shall execute the object creation/assignment?: Agent type, agent ID
In addition to the basic customizing attributes of a document type (document class, logical archive /
object type linkage), the properties mentioned above must be specified to link a document type to a
workflow. The document type customizing wizard asks for all of them; however, since none of the
available scenarios really requires all ones, you may omit some wizard entries in case you are
preparing a document type for only a subset of the scenarios. For example, if you are setting up a
document type for assign and store only, the presettings aspect is the only one you have to
maintain.
8-49
Set up workflow document type

using the customizing wizard (1)

This and the following pages describe how to set up a workflow document type with the
ArchiveLink document type customizing wizard. See the previous page about the meaning of the
attributes entered here. The illustrations show attribute values valid for setting up a document type
for incoming purchase orders handled by the SD module; attribute sets for other archiving
applications are discussed on page Customizing attributes for various types of documents later in
this chapter.
Invoke the customizing wizard by entering transaction OAD5. In the initial screen, click the
Continue button, then walk through the dialog sequence shown above:
Enter the name of your new document type and a meaningful description for it. The name
must begin with Y or Z.
You are queried for a document type template. If you know an already existing document
type whose attributes you would like to use as suggestions for your new document type, you
can enter its name here. Normally, you can leave this field empty.
Select option Workflow document type.
Enter the document class (file format) that documents of this type should have. For scanned
documents, this is usually FAX, but other choices are possible (see chapter Archiving from
Frontend / ArchiveLink Protocols (1) for more information).
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250

5
Only for: store and enter,

store for entry later
Only for: store and assign,
store for assignment later
6
7

Continued from previous page:

Enter the SAP object type that the document type is to be linked to. Furthermore, most of
the workflow-related parameters discussed before are to be entered here:
Section Entry: Only needed for preparing store and enter and/or store for enty later.
Section Assignment: Only needed for preparing store and assign and/or store for
assignment later.
If you are preparing assign and store only, nothing besides of the object type needs to be
entered.
The wizard will display a warning in case you have omitted one ore more entries, but this is
okay simply confirm it to continue.
This dialog appears only if you have filled out section Entry of the previous dialog. It
presents a list of possible workflow parameters for the chosen SAP object type and method.
Each workflow parameter is identified by its name. Possible, method-specific parameters
names are already listed in table column Parameter; you have to enter parameter values
to be passed to the object method in column Contents.
For most archiving contexts, it is sufficient to specify a value for parameter
TRANSACTIONCODE. The value has to be the code of an SAP transaction that, when
executed, creates an object of the given type. (For more possibilities, see Customizing
attributes for various types of documents later in this chapter.)
Enter the basic customizing attributes of the document type: logical archive ID where to
store the document, link table where to store the document link dataset, and document
retention period (number of months).
8-51

Existing presettings
New presettings
Browse
Browse through
through
chosen
chosen presettings
presettings
10
Workflow agent
specification

Continued from previous page:

This and the remaining dialogs let you decide which presettings (lists of available document
types for archiving; usually grouped according to departments or business areas) you want
to include your document type in. If you want to add your document type to one or more of
the existing presettings, mark them in the list presented here.
If you want to create a new presetting to add your document to, you may enter one (or
more) here. Make the following entries:
ID: A unique four-characters, alpha-numeric identifier. Since the list of presettings is
presented in alphabetical order of these IDs, your identifier will decide the position at
which your new setting will appear within the presettings list.
Name: The presettings description that will be presented to the user when he is about to
store a document.
You should choose at leat one existing entry in dialog step
presetting here.
or specify at least one new
For each presetting chosen in dialog steps and , specify here the workflow agent
responsible for processing a stored document of the given type. Make the following entries:
OT (object type left column): The type of the target agent. See page Types of
workflow agents for document archiving later in this chapter for explanation.
Agent ID: The specific agent for this document type. The value must be an existing
one with regard to the chosen agent type OT.
You may leave both fields empty. In this case, the SAP user who archives a document is
automatically chosen as responsible agent for this document.
Furthermore, you have to enable the desired scenarios by making checkmarks in the
corresponding columns. (For viewing the complete column headings, you may widen the
columns by dragging them with the mouse.)
Confirm the final wizard dialog (not shown above) with the Complete button.
8-52
250
Exercise: Customize
document archiving with workflow
Set up by using TA: OAD5 workflow
document types for
PO invoices with /OPT/V1001
NPO invoices with /OPT/V1001
Create by using TA: OAC3 additional

new entries for your own document
types! Link:
PO invoices with BUS2081
NPO invoices with BKPF

8-53
Workflow archiving attributes:

References and dependencies
Doc. type
Doc. class
Doc. type
Obj. type
Log. archive
Log. archive
Z00PO
FAX
Z00PO
/OPT/V1001
C0
C0
Log. archive definition
Doc. type definition
Doc. type / workflow linkage
Scenario-specific
customizing part
Entry
Legend:
Doc. type
Obj. type
Z00PO
/OPT/V1001
Attribute
Method
Assignmnt.
Task
Task
PREPROCESS_NON_OCR WS00275270 WS00275270
Workflow parameter(s)
Example value
Doc. type
Parameter
Param. value
Z00PO
Presetting
Workflow agent
ID
Name
Doc. type
VIM1
FI Europe
Z00PO
Presetting(s)
Type
Agent ID
Task definition
Agent assignment
to task
Workflow setup
The document type customizing wizard stores the entries you have made in several ArchiveLink
customizing tables of the SAP database. The chart above illustrates this table structure and the
involved references. Knowing about this structure is important if you want to delete customizing
you have made before (the wizard does not support deletion), if you have to alter existing settings,
or in order to check correctness of customizing in case of trouble.
Here is how to display and maintain the involved structures. If nothing else is mentioned, the style
of editing user interfaces is the same you already know from, for example, defining logical
archives; editing is therefore not further described here.
Doc. type / workflow linkage: Transaction SOA0, Workflow Document Types.
Workflow parameters: Transaction OACA, Parameter Definition Workflow.
Caution: When editing the parameter value (Contents column), always use uppercase
letters! The editing dialog does not automatically convert your entry to uppercase.
Presettings: See next page.
Workflow setup: This is not really part of scenario-specific ArchiveLink customizing; however,
since workflow document archiving depends on proper settings, the most important aspects
are explained later in this chapter.
The customizing parts document type definition, link to logical archive, and logical archive
definition have been discussed in detail in chapter Basic Customizing; see that chapter for more
information.
8-54
250
Display/maintain presettings

The chart above illustrates how to view and/or maintain document archiving presettings:
1. Enter transaction OAWS; the screen Change View Default setting: Overview
(shown above, left) appears, displaying a list of all defined presettings on the right window
half.
2. You may now add, rename, or delete presettings, using the well-known taskbar buttons.
To view/edit on document type level, continue as follows:
3. Mark the presetting whose contents you want to view/edit by clicking into the empty
rectangle button to the left of the list entry (as shown above).
4. In window section Dialog Structure, double-click on Entries; the screen Change View
Entries: Overview (shown above, right) appears, displaying the list of document
type entries of the chosen setting.
5. You may now add, change, or delete document type items, using the well-known taskbar
buttons.
8-55
Personal view configuration

for archiving presettings
Enable scenario choice

per click on scenario icons
Display presetting IDs
instead of presetting names
Do not show presettings list;
directly jump into
chosen presetting

ArchiveLink offers each SAP user to personalize his view to archving presettings. To maintain your
personal view, enter transaction OAWD (Store documents), then choose menu item Settings
User settings.
The interesting options are:
Fastpath to storage scenarios: When disabled, no scenario icons are displayed in the
presettings lists (transaction OAWD). To select a scenario, you must double-click on the
document type name; this will bring up another dialog box giving the choice among the
enabled scenarios.
Display key not long text: Normally, the presettings list will repesent presettings by their
names. However, names need not be unique. To have an unambiguous presettings
identifier displayed, select this option; presettings IDs will then be displayed instead of their
names.
Limit view to : Some users in duty of archiving documents will never need to visit more than
one specific presetting (that corresponds to their business activity / department
membership). In this case, this option can be chosen to jump directly into a setting when a
document shall be archived, omitting the intermediate step of choosing one of the available
presettings.
In order to activate this option, select the desired presetting from the list prior to opening the
User settings dialog.
8-56
250
Types of workflow agents

for document archiving
Label
Name
Description
US
User
Single SAP user
Examples
JOESMITH
As maintained in SAP user mgmt.

P
Person
Employee
Joe Smith, personnel no. 1357
As maintained in HR personnel
admin.
S
Position
All SAP users with this position assigned
Fin. Accountant
Director of Sales (US)
Production Manager
Job
All SAP users with this job assigned
Material handler
Plant manager
Organizational
unit
Self-defined set of SAP users
Controlling Sub department 1

Payroll Administration (US)
Sales group 120 B1
Work
center
Members of a certain local company

institution
(empty)
(none)
That user who archives the document
Representing a team, department,
Plant 1000
Quality inspection station
PC service center

The above table shows a complete survey of possible types of workflow agents for document
archiving with workflow (see page Workflow-specific attributes for a document type and
subsequent pages about how to use this information for customizing).
Most of the types bear a set of multiple SAP users as possible work item executors. All included
executors can access a certain work item in their respective workplace inboxes; as sonn as the
first one opens the work item, it automatically disappears from all others inboxes.
Since it is almost always reasonable to have a group of users as workflow agent, organizational
unit is the agent type commonly used in practice.
8-57
Agent assignment to workflow task
Assign
specific agent(s)
Declare task
as general

In addition to the work item recipient specification in the context of ArchiveLink customizing (see
page Workflow-specific attributes for a document type earlier in this chapter), at least one agent
must be assigned to a workflow task meaning that only the assigned agents are allowed to
execute this task. This implies that, performing document archiving with workflow, the work item
recipient determined by ArchiveLink customizing must also be assigned to the workflow task
implied by the document archiving step (otherwise, archiving the document will fail).
If you do not want to restrict the executablility of a workflow task to specific agents, you can declare
it as a general task meaning that everyone is allowed to execute it. This is the recommendable
configuration for cases without special restriction requirements.
To maintain a tasks agent assignment:
1. Enter transaction PFTS; the Maintain Standard task screen appears.
2. Enter the number of the task to be maintained in entry field Standard task, e. g.
30001128 for the default document entry task, and click the Display (glasses) button; the
Standard Task: Display screen appears.
3. Choose menu item Additional data
Agent assignment
Maintain; the
Standard task: Maintain Agent Assignment screen (shown above) appears.
To assign a specific agent, continue as follows:
1. Click the displayed task name and choose menu item Agent assignment
the Choose agent type dialog appears (shown above).
Create;
2. Choose an agent type. Depending on the chosen type, a selection dialog appears where you
can search for and select a specific object.
To declare the task as general task:
1. Click button Properties; the Task: (task name) dialog (shown above) appears.
2. Select option General task and confirm with button Transfer.
8-58
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9 Role Resolution
Slide 1
Role Resolution
9-1
Topics
Role Resolution Overview
VIM Roles
Role Framework
Template Framework
Maintenance Transactions
Role Resolution Slide 2

9-2
250
Role Resolution Overview

VIM
The VIM role
is used to determine the agent
for each workflow.
Essentially who needs to get the workitems in a process
VIM roles map to only a couple of SAP workflow roles (Rules or Roles
in SAP terminology)
The VIM role infrastructure:
Is a thin layer over the SAP workflow rule framework
Does not require programming role logic in most cases
Does not require creating custom tables
Provides one intuitive standard infrastructure for maintenance
VIM Workflow
Role Resolution
SAP Users and

Authorizations
VIM
The VIM role

should not be
confused with
SAP roles used
for authorizations

VIM: Package solution, once installed in production you can not change the workflow itself,
specifically in this case the agent assignments. This means you need another way to change who
get each workitem, thats what the role resolution infrastructure is about.
No programming required, the same infrastructure can be used in all cases.
The Invoice Approval workflow uses a separate infrastructure for role resolution.
Role Resolution
9-3
VIM Roles
Scanner
Indexer
Duplicate Analyst
Accounts Payable Processor
Coder
Vendor Maintenance
Contract Agent (PO)
Buyer (PO)
Tax Expert/Analyst
Requisitioner or requestor
Information provider
Receiver (PO)
Service requestor
Approvers
Service approver

How you structure your roles will depend on the available personnel, their jobs, their skills, and
their physical locations.
The baseline includes these roles. However, VIM is very flexible and you may create new roles
that meet your requirements as needed.
Maintaining roles is easy as it is configuration and does not require programming expertise.
See also Appendix: VIM Baseline Roles
9-4
250
Role Structure
Product Role Template Configuration
Link between the role
and the template
Role
Template Definition
Agent determination
infrastructure
Template Fields (Key Determination)
Container for template

attributes
Template Field Details

(Key Determination)
Template attributes and field

reference configuration
Mapping between the template
attributes and an SAP
business object attributes

Role
Open Text terminology for process agent.
This is not the same as SAP Business Workflow role.
Template
Container for template attributes.
All roles are based on a template.
Template Fields
Used to define template attributes and maintain reference configuration for help dialog.
Role Resolution
Used to maintain the actual mapping between the template attributes and an SAP business
object attributes.
9-5
Role Definition
Open Text terminology for Process Agent
Roles are defined by product codes specific to workflow
There are three main product codes used in role resolution:
005
DP based roles
LIX
LIV based product codes (both for PO parking and PO blocking
workflows)
PIR
Non-PO parking workflows
Every role assignment is based on the combination of a Product Code

and a Responsible Party.

DP WF
/OPT/V1001
PO parked
/OPT/B2081
PO blocked
/OPT/LIV
NPO parked
/OPT/FIPP
For an overview about all product codes use TA: SE16 and open the table /PTGWFI/Z_PROD
9-6
250
Role Description Maintenance

Roles are installed out-of-box during VIM installation
New Roles can be created but have impact of process flows and thus an
advanced topic
Role Description may be changed to better fit a clients requirements
Execute TCode: /OPT/CP_9CX5
scroll right
for other
fields

VIM roles can be thought of as job descriptions.

VIM roles should not be associated with SAP roles (PFCG) or SAP Business Workflow roles.
The maximum length of role name (Responsible Party) can be 15 character, the maximum length
of description 80 character.
Key Determination
Select the check box, if the role is defined by object information the context in which the
role is used.
Deactivate the check box, if the role is fixed and defined by organization data, for example:
if you want to determine the role by company code, scan location, or plant.
Role Resolution
9-7
Role Template Definition

The template contains the options to control how a role is resolved
A template can be reused for multiple roles (if configured properly)
Defining a template is typically considered configuration, not
administration
There are three types of templates:
Organizational unit (HR)
Functional module
Key determination

9-8
250
Role Template Types

Organizational unit (Semi_Dynamic):
Simple static assignment of SAP org objects to the role
Always send to the structure such as a position or work center
Example: Tax Experts are users attached to a single work center
Function module (Dynamic):

Baseline or custom logic can be incorporated
Example: The buyer is the PO creator. The function module extracts the buyer
from the PO
Example baseline function module: /OPT/BL_ROLE_BUYER
Key determination (Static):

Flexible way to define roles without programming
Template definition is created with template fields
Template fields can be made up of multiple field ID which can be pointing to
multiple business object attributes
Easy maintenance without the need for programming

Role Resolution
9-9
Key Determination Example

Role
Definition
Key Template
Role
Object type
Attributes
AP Processor
PO Inv
Company Code
Receiver
PO Inv
Plant
Role
Keys
Agents
Roles
Company
Code
Plant
User
AP Processor
1000
1000
J Smith
AP Processor
1000
2000
A Jones
Receiver
2000
M King

9-10
250
Maintaining Role Templates using Key

Determination
The following section will cover the maintenance of role templates using
key determination. The following topics will be covered in details:
1. Display / maintain a Template Definition
2. Display / maintain Template Fields for the Template Definition
3. Display / maintain details of each Template Field
4. Display / maintain assignment of Template Definition to a role
Note: When maintaining a template definition with types Org Unit or
Function Module, there is no need to maintain template fields (step 2) and
template field details (step 3).
NOTE: Please refer to step by step detailed and up to date

Administration Guide included with Installation package sent by
Open Text

Role Resolution
9-11
Step 1: Display / maintain Template Definition

TCode: /OPT/CP_9CX2
Structure
Select Template Definition from Dialog
Each template definition must include the following details:

Template ID
Description
Template Type: Org unit, Function Module or Key Determination
Allow Org check box: always select this check box when using key
determination as template type
Object ID and Agent ID: specify only when template type is Org unit
Function module: only applicable when template type is function module

9-12
250
Template Definition /OPT/CP_9CX2

Role Resolution
9-13
Step 2: Display / maintain Template Fields

for the Template Definition
Each template definition with key determination type must have template
fields defined.
TCode: /OPT/CP_9CX2
Structure
Select Template Fields from Dialog
Each template definition can be composed of multiple template fields.

Each template field includes the following info:
Field ID
Reference table and field
Search help (optional)
Allow range check box
Allow wildcard check box

9-14
250
Template Fields
/OPT/CP_9CX2

This is used to maintain multiple agents based on configuration.
In this case company code and plant are used to determine who to send the work items to.
Wild cards also are supported.
Here you only maintain the tables/fields that will be used by the template for help/possible values,
the end role resolution logic does not use these fields. Custom help can be defined.
You can specify preferences to allow or disallow wildcards and ranges.
Ranges: If you want to use Company Code from 1000 to 2000 you need to allow ranges.
You do not enter the actual agent. The agent will be configured later.
Role Resolution
9-15
Step 3: Display / maintain details of each Template

Field
Each template field can reference the same attribute of different
business objects which can be used by the VIM role determination
process at different stages of VIM.
TCode: /OPT/CP_9CX2
Structure
Select Template Field Details from Dialog
The following details are specified in the Template Field Details:

Product code
Object Type
Attribute
The VIM product codes determines which object type to be used

9-16
Product code of the workflow type will be used.
Object type for selection of fields from SAP object type
250
Template Field Details /OPT/CP_9CX2

Template field details for Company Code:

Product Code:
Roles are used is various components of VIM. The product code must be maintained here to
indicate the particular workflow/process (for example 005 for the DP workflow).
Object Type:
The template fields must be associated with a business object attribute. The various VIM
components (workflows) are based on various business objects (for example the business object
/OPT/V001 is used in the DP workflow). Any attribute of the business object can be used as the
bases for determining template field (otherwise and extension is required to define a custom
attribute).
Attribute:
This is the specific attribute of the business object that will be used to determine a value.
Reason for multiple entries:
A template can be used for multiple roles, which could be used in multiple components/workflows.
Remember that each workflow is based on a business objects. If a template will be used in multiple
roles for multiple workflows (multiple business objects) then the template field details must include
the product codes for each workflow (business object). If the template will only be used in roles
based on one workflow (one business object), then only one template field detail entry is required.
Role Resolution
9-17
Product Code to Business Object table

Product Code
Business Object
005
/OPT/V1001
LIX
/OPT/B2081
/OPT/LIV
PIR
for parked inv WF

for blocked inv WF
/OPT/FIPP

9-18
250
Step 4: Display / maintain assignment of Template

Definition to a Role
Once a template definition is created, it can be assigned to multiple VIM
roles.
TCode: /OPT/CP_9CX2
Select Product Role Templates
Configuration from Dialog Structure
The following info must be specified in order for the assignment to be
active:
Product code
Responsible party (VIM Role)
Key Determination Template
for template definition using function module
or org unit, you will specify the template ID here as well
Active check box

Role Resolution
9-19
Assign Template to Role
/OPT/CP_9CX2

For definition of Role
9-20
Responsible Party use TA: /OPT/CP_9CX5
250
Role Structure: Key Configuration Fields

Product Code
Responsible Party
Key Determination Template ID
Product Code
Template ID
Responsible Party
Type (Template Type)

Field ID
Field ID
Product Code
Product Code
Object Type
Object Type
Object Attribute
Object Attribute

Template Fields

Template Fields
Template Definition
Role

Product Code:
Which Workflow?
Responsible Party:
How to go to user?
Role Resolution
9-21
Role Structure: Key Field Correlation

Product Code
Responsible Party
Product Code
Template ID
Responsible Party
Type
Key Determination Template ID
Field ID
Product Code
Object Type
Attribute
Template Fields
Role
Template Definition

9-22
250
Simple Mode Role Maintenance

Assigning real organization objects (user IDs, workcenters etc.) to
defined roles
Step 1: Simple Mode /OPT/CP_9CX4
Used only with Role Template
Table layout easy to understand and use

Administration Guide included with Installation package sent by
Open Text
Role Resolution
9-23
Fail_Safe Role Maintenance

Step 2: Fail_SAFE /OPT/CP_9CX10
Table layout easy to understand and use

9-24
250
How works the Key determination

If Key determination is X
Then the role resolution will first try to do an exact match to the key
determination object attribute values you would have set up (ex: match to
Co. Code = 1000) to know which entry on the table /PTGWFI/W_ORG to use.
If no matches are found then use the DEFAULT entry, if that fails then use
the FAIL_SAFE entry
If Key determination is not X:

Then we expect either an ObjType and ObjID in the table /PTGWFI/W_ORG
or a FM Name;
If this does not yield a valid user ID then it will use the entry for FAIL_SAFE
in table /PTGWFI/W_ORG

Role Resolution
9-25
Role Resolution Flow

DP
4
005 = Document Processing
IE
LIX = PO Park/Block
PIR = Non-PO Park
/opt/cp_9cx4
/ptgwfi/org
FM = ex: /opt/bl_
005
AP_Processor
LIX
AP_Processor
PIR
AP_Processor
005
BUYER
LIX
BUYER
Function Module Template
/opt/cp_9cx5
/ptgwfi/role
/opt/cp_9cx2
Org Unit Template
or
Org. Unit = A Work Center

Co. Code
Plant
Agent
1000
7000
Bob
2000
5000
Mary
3000
4000
Jim
4000
2000
Donna
5000
1000
Bill
Key Determination Template

Template Field Company Code
005
/opt/v1001
Company Code
LIX
/opt/B2081
Company Code
PIR
/opt/fipp
Company Code
3
Template Field - Plant
005
/opt/v1001
Plant
PIR
/opt/fipp
Plant
9-26
250
Exercise: What template can we use for role

determination?
Requisitioner is user ID in
Requisitioner field on PO line item
There are 2 users who do all the

Vendor maintenance for entire
organization. They are part of the
master data department.
We want to assign each AP processor

to a specific company code
Each Buyer is assigned to a specific

plant

Role Resolution
9-27
Role Resolution Review: What template can we

use for role determination?
Requisitioner is user ID in Requisitioner field on PO line item
Function Module
There are 2 users who do all the Vendor maintenance for entire
organization. They are part of the master data department.
Org structure
We want to assign each AP processor to a specific company code
Key determination
Each Buyer is assigned to a specific plant
Function Module

9-28
Please do not look at this page while we complete the activity as a group.
250
Exercise: Template Identification

For each of the following VIM roles,
please identify the active template ID
used and details behind each template
definition:
VIM Role
Active Template
ID and Type
Template Details
(business object
attribute or FM or
Org Unit)
005/
INFO_PROVIDER
LIX/
RECEIVER
TCode: /OPT/CP_9CX2
Role Resolution
9-29
Exercise: Assigning Organizational objects to

Roles
Expand Product Code
005 Open
Text Document Processing
NPO_AP_PROC tree folders
Select Display/Change button
Add own SAP User ID under User
Name field
Save Entries

9-30
250
Exercise: Create new Roles and Assign them

Create new Roles
for Product Code 005, e. g.
Z##INDEXER and Z##AP_PROC
Create a new Template Definition,

e. g. copy an existing Template
Definition and adapt them
Connect your Roles to different

Template Definitions
Connect your Roles to SAP user,

organizational units or work center

Role Resolution
9-31
9-32
250
10 Role Resolution Alternate

Method
Slide 1
10-1
Role Resolution
Uses the standard OpenText Role/Actor infrastructure
Uses the standard Key determination infrastructure to configure complex

actor determination logic without programming
Main TCodes: /PTGWFI/ROLE and /PTGWFI/ORG
Main Tables: /PTGWFI/W_ROLE and /PTGWFI/W_ORG
Role Resolution Alternate Method Slide 2

10-2
250
Role Configuration (1)

Transaction Code: /PTGWFI/ROLE
Table: /PTGWFI/W_ROLE

Alternate to Transaction Code: /OPT/CP_9CX5 in the newer versions

The maximum size for Role ID description are 15 characters, for Description are 80
characters.
10-3
Role Configuration (2)

Product Codes:
005 = DP Workflow
LIX = PO Parked and Blocked Workflows
PIR = Non-PO Parked Workflows
Role ID Unique Identifier name for VIM role

KeyDet Flag Indicates if role is subject to key determination
max. 15
Character
max. 80
Character
Definition: Key Determination allows core functionality to use object attributes

to select appropriate group of users to receive workitems
10-4
250
Organizational Configuration
Transaction Code: /PTGWFI/ORG or SM30
Table: /PTGWFI/W_ORG

Alternate view to Transaction Code: /OPT/CP_9CX4
10-5
Organizational Configuration: Modifying Entries

Select entry from radio button and click MODIFY button

Useful for generating of different roles with same parameters.
10-6
250
Organizational Configuration: Creating New Entry

Select INSERT button
Role can be assigned as:

Organizational Unit (User ID, Workcenter, Position)
Function Module
Key Determination
10-7
Organizational Configuration:
Key Determination Roles
Entry will prompt for Key Determination setup

Alternate to Transaction Code: /OPT/CP_9CX2
10-8
250
Organizational Configuration:
Key Determination Objects
DP Workflow = /OPT/V1001
PO Parked Workflow = /OPT/B2081
PO Blocked Workflow = /OPT/LIV
Non-PO Parked Workflow = /OPT/FIPP

Fields in table:
Obj Attrib
read the value from this attribute and
Offset
search in the string beginning on sign number (Offset)
Length
for this number of signs
In case field Length is blank
read all signs up to the end
10-9
Organizational Configuration: Object Attribute

Configure Object Attribute values to be evaluated
Select Multiple Selection icon
List all values to be evaluated when the workflow is to select the role
being configured.
Note: Be sure to configure for both lower case and upper case data
scenarios.
Click SAVE when all attributes are configured
10-10
250
11 Creation of Organizational
Units and Work center
Slide 1
11-1
Chapter guide
Create Organizational Unit
Create Work Center
TA: PPOCW
TA: PPSC
Creation of Organizational Units and Work center Slide 2

11-2
250
Start creation transaction TA: PPOCW and valid

time range for Organization

11-3
Type in new name and Hide Object Manager

11-4
250
Right mouse key on new organization and Create

new Position

11-5
Type in Position name and description

11-6
250
Assign position holder
search user

11-7
select them and delimit vacancy

11-8
250
Chapter guide
Create Organizational Unit
Create Work Center
TA: PPOCW
TA: PPSC

11-9
Start Create Strukture with TA: PPSC
Next page

11-10
250
Select Object Type and Evaluation Path and Create

the Structure

11-11
Choose relationship to the holder
search User

11-12
250
select and assign them

11-13
For changes on Work Center use TA: PPSM

11-14
250
12 Document Processing (DP)

Configuration
Slide 1
12-1
Document Processing (DP)
Scan
DP Workflow
Dashboards
Document Processing (DP) Configuration Slide 2

12-2
250
Chapter Guide
Basic Concepts
DP Document Type
Process Type
Process Options and BDC Configuration
Indexing Screen Options
Business Rules
Duplicate check
Other Customization Items
Advanced Customization Items

12-3
Document Processing (DP) Basic Concepts

DP workflow processes images and metadata (index) to create SAP documents
DP captures index data by:
Interfacing with OCR software
Providing Indexing screen for manual entry
DP works with images through standard SAP Archivelink interface

DP processes image and metadata in three steps:
Validate metadata against SAP master data
Check for duplicate invoices
Apply Business Rules and create SAP document
Basic Concepts:
Document Types
Process Types
Dashboard Options
Business Rules
Duplicate check logic
Rescan reasons
Obsolete reasons
OCR and External Data mapping infrastructure
NOTE: Please refer to step by step detailed and up to date configuration guide
included with Installation package sent by Open Text
Validating metadata against SAP master data is done in SAP rather than duplicating SAP
tables. This increases processing efficiencies using less time and resources.
Open Text provide own OCR functionality - ICC. It is also possible to use OCR functionality
provided by third party vendors.
12-4
250
Overview of DP Customizing Steps

Implementing process scenarios in the DP workflow component of VIM
comprises the following steps:
1. Identify the various DP Document Types that are required based on the
different process flows and business rules.
2. Create and configure the association between DP Document Types and
SAP ArchiveLink document types.
3. Identify the various Process Types that are required for realization of the
process scenarios.
4. Identify and configure the indexing screen fields.
5. Identify the various roles and configure the roles in the appropriate process
types.
6. Identify and configure the process options according to the swimlanes.
7. Identify and configure the business rules to be executed to identify
exception processing.
8. Configure global customization setting as per customer requirements.

12-5
Chapter Guide
Basic Concepts
DP Document Type
Process Type
Business Rules
Duplicate check

12-6
250
DP Document Type Definition

DP document type organizes images and meta-data processing by DP
workflow
Each DP document type has associated one SAP ArchiveLink document
type
Document type controls SAP document type created:
PO Invoice
Non PO invoice
Credit memo
Freight only invoice

The DP document type is not the same as the SAP document type. The DP document type
controls how the scanned document is analyzed for exceptions and routed for resolution.
The person doing the scanning must choose the document type when setting up the scan. If
the incorrect document type is chosen, the incorrect SAP document type and work flow will be
initiated.
12-7
DP Document Type Maintenance Screen (1)

TCode: /OPT/SPRO
Document Processing
Configuration
Maintain Document Types
Document Type

DP Document type:
12-8
create own DP document types in each case as a copy of one original DP document
type
if the original DP document type is changed or overwrite by patches or upgrades

normally the characteristics of the copies not changed.
250

DP Document Type:
Unique free form name to identify a DP Document Type
Document Index Type:

Type of indexing to be used (Manual, OCR etc.)
Invoice Type:
PO, Non-PO etc.
Number Range:
/OPT/DOCID number range ID created at installation
Archive Doc. Type:

Archivelink document type created at installation
Lines Item Data:

Indicates if line item data to be used during indexing, if the flag is set Item Program and
Item Subscreen added to the screen
Ignore Item Data from External System (new up from version 5.2):
Header Program/ Subscreen:

Header level data indexing screen
Item Program/Subscreen:
Line level data indexing screen
12-9

12-10
Duplicate Check Grp:

Duplicate check rule group to be used (Baseline included two groups)
Duplicate Check Role:

VIM role to receive duplicate check item (default)
Default Process Type:

Default DP process type if all else fails or if all rules pass but no autopark or post if
enabled
Posting Role:
VIM role in charge of final manual posting
Display Index Data:

Show index screen tab for Posting Role
Skip Dashboard:
Skip showing the DP Dashboard when executing SAP Doc. Create step
Display Image:
Display Invoice image upon execution of DP workitems
Rescan Role:
VIM role in charge of receiving RESCAN workitems
250

Tax Code Determination:

When data flows to Vendor Invoice Management from External System such as an OCR
system, tax code may not be supplied. Because for auto tax calculation, the tax code is
important, VIM provides a Tax Code determination rule which tries to determine tax code
corresponding to the supplied tax rate.
There are four options to choose from Tax Code Determination which will be discussed in
detail on the next sections:
SAP Tax Determination logic + Open Text Tax Table (Simple maintenance)
Open Text Tax Table (Simple maintenance)
SAP Tax Determination logic
Customer tax Determination
For more details please read Configuration Guide VIM 5.2
Beginning whith VIM 5.1.6 SP2:
BAPIs for PO parking and PO blocking where adjusted to handle passing of withholding tax
rates for extended withholding tax scenarios.
PO Line Determination:
When data was captured by Vendor Invoice Management from External System such as OCR
system, more often the PO line number is not supplied. Since PO line numbers are important
for PO based invoices, VIM provides a PO line Determination Rule Procedures feature which
will help the system to determine the PO line numbers.
For more details please read Configuration Guide VIM 5.2
12-11
DP Document Type Maintenance Items (1)

Indexing Screen
Use standard screen program or insert custom screen program (Header Program,
Header Subscreen, Item Program, Item Subscreen)
Decide whether line items to be captured (Lines item data)
Test Indexing screens
Further customization possible under Index Screen Options sub menu
Duplicate Check
Define duplicate check group to be used
Define duplicate check role
Document Creation Step Options

Default Process Type (Start Type
Initial Actor)
Define default document posting role
Decide to show index data (Display Index Data)
Decide to skip the dashboard with options (Skip Dashboard)
Decide to automatically show invoice image upon workitem execution (Display Image)
this applies to all DP workitems
Rescan Options
Define rescan role
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250
DP Document Type Maintenance Items (2)

Tax Calculation
Define the tax calculation options for the DP document type
Auto Calculate Tax
Allow Zero Tax Rate (not blank, value 00.00)
Allow without Tax (only works if "Auto Calculate Tax" not marked)
Tax Code Determination

SAP Tax Determination Logic
Open Text Tax Table (Simple maintenance, TA: /N/OPT/VIM_BL_TAX_CFG)
SAP Tax Determination Logic + Open Text Tax Table
Customer Tax Determination (own function module)
PO Line Determination

1. Auto Calculate Tax This option is used when one wants the system to calculate tax
based on the tax code ( either supplied explicitly or determined by the system from
supplied tax rate) .
2. Allow Zero Tax Rate By default Tax Rate 0.00 is not recognized , so when this option
is set system can identify Zero tax rates. Zero Tax Rate is 0 or 0.00 and not a blank
value. If blank or empty value is supplied its not considered as Zero Tax Rate and even
if this option is set tax code cant be determined . Tax Code is determined only for non
blank values.( it could 0.00 or greater than 0 ).
3. Allow without Tax This option is set in scenario where there is no input tax .So if
nothing is supplied from Tax perspective and still you want the system to carry it
forward this option should be enabled.
12-13
Chapter Guide
Basic Concepts
DP Document Type
Process Type
Business Rules
Duplicate check

12-14
250
Process Type
Process Type defines the process flow
Process Type may be either
Specific invoice handling, such as, park non PO invoice in the background
Exception handling configuration, such as, PO not released or is incomplete
Process Type defines the process by specifying

Roles, such as AP processor and Buyer, involved in the defined process
(who is the executer)
Options, such as, Create new PO, available to each role
(Bottom in the Dashboard)
SAP transactions and BDC setup to create SAP document

The process type defines what will happen
12-15
Process Type Maintenance

TCode: /OPT/SPRO
Document Processing
Maintain Process Types
Process Configuration

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250
Process Type Definition (1)
Initial Actor: The initial role that to receive the work item
Initial Actor Function Module: Custom function module to determine the initial role
Is Exception: Mark the process type as an exception (no background processing)
Auto Start: Used to automatically start the approval workflow (only for approval items)
Workflow Type: Define approval workflow type (Open Text, External or SRM)
Task ID: Workflow template ID to be started for the approval workflow
If necessary make copy of the baseline Process Types and change them. Typically own
Process Types start with 9xxx.
12-17
Process Type Definition (2) (Advance Topic)
Binding Function
Max Retry Counter
Retry Time (Min.)
Mail Config ID
Function Module for Rcvr Email
Function Module to Send Email
Logical System
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250
User Process Options for Process Type (1)

12-19
User Process Options for Process Type (2)

Option Id Process option identifier

Description Description of the option
From Actor Select the source role that gets the work item
To Actor Select the target role that receives the work item if the action is performed. This is
only available if the option is a referral
Check FM Enter a check function module to restrict the option for a role. You find the interface
for the check function module using /OPT/VIM_BL_CHECK_FM_2012
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250
Process Type Maintenance Items

Process Type Definition
Define the role that will receive the work item first Initial Actor
Define a custom function module to determine the initial role
Define the process type as an exception or standard process
Define whether the approval workflow should start automatically or not
Define the approval workflow type (Open Text, External or SRM)
Define the workflow template ID to be started for the approval workflow
User Process Options for Process Type

Add or Delete DP Dashboard Options (visible buttons for From Actor and
To Actor roles)
Define further logic to selectively display options (Check FM)

12-21
Chapter Guide
Basic Concepts
DP Document Type
Process Type
Business Rules
Duplicate check

12-22
250
Process (Dashboard) Options

TCode: /OPT/SPRO
Document Processing
Maintain Process Options

12-23
Process (Dashboard) Options Maintenance View

Option Id:
for own objects use ids starting with 9xxxx
Option Type: (marked with * are the most often used Object Types)
BDC Action *
Referral *
Class Method
Call Transaction *
Workflow Task
Confirm Check Rules:
12-24
if active
end user see an additional popup with question, to select an a additional
check of business rules
250
Process (Dashboard) Options Maintenance Items

Create new Options
Define Option Button Text
Option Type: BDC Action, Referral, Call Transaction
BDC Action requires configuration of BDC ID (Menu Path: Document Type
Configuration
Maintain BDC Procedures)
Change existing options text

Maintain User pop-ups for option confirmation (Confirm Execute, Confirm
Completion)

12-25
Display BDC Configuration (1)

BDC ID Maintenance
TCode: /OPT/SPRO
Document Processing
Configuration
Maintain BDC Procedures
Document Type

12-26
250
Display BDC Configuration (2)

BDC Types:
BDC Session (define fields, data and sequence)
BDC Function Module (template: /OPT/VIM_IF_BDC_DOCLINES_PO)

12-27
Chapter Guide
Basic Concepts
DP Document Type
Process Type
Business Rules
Duplicate check

12-28
250
Index Screen Options

TCode: /OPT/SPRO
Document Processing
Document Type
Configuration
(Select a DP Document
Type)
Additional Index Screen

Option Configuration
(See next pages)
Here you define how the dashboard looks like for each role in the DP process.
12-29
Index Screen Options default settings

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250
Index Screen Options changed to

Disable Obsolete and Rescan

12-31
Index Screen Options changed to

Enable Simulate and Enable Bypas

12-32
250
Country Specific Screen configuration

New up from version VIM 5.2
Necessary after copy or creation of DP document types for
1. Header screen
2. Line Item Screen
(See next pages)

12-33
Missing field descriptions and Line Item Details

after copy or creation of DP document types
?
12-34
250
Index Screen Header Field Configuration

TCode: /OPT/SPRO
Document Processing Country Specific
Localization
Screen config for Document type indexing screens
(Select a DP Document Type)

12-35
Index Screen Item Field Configuration

TCode: /OPT/SPRO
Localization
Screen config for Document type indexing item screens

12-36
250
Views of field descriptions and Line Item Details

after sucessefull customizing

12-37
Country Specific Configuration

TCode: /OPT/SPRO
Localization
Country specific Document type configuration
1
2

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250
Country Specific Attributes

Posting date: Determines the date to be used as Posting date when creating a
SAP Invoice Document from a DP Document. This configuration will be
applicable to all the invoice posted to SAP for the country.
Conversion Date: This determines the date to be used while converting the
invoice amount from foreign currency to company code/local currency.
Max Amount Limit for simple Invoice: If the invoice amount is less than this
number, the invoice will be considered as a Simple Invoice. Some the process
types can be skipped for such invoices.
Simplified Invoice Function Module: Customer can write their own logic to
determine if a invoice can be termed as simple invoice. The name of the function
module will be added here.
Credit Memo Reference Number Required: Indicator for credit memo check. If
this is checked the Credit memo must have a valid reference invoice number.
Credit Memo Reference Date Required: Indicator for credit memo check. If this is
checked the Credit memo must have a valid reference invoice date.


The following country specific attributes configuration would handle the invoice transaction
processing requirements for the specific country in SAP IM:
12-39

12-40
250
Country Specific Process Types

1. Invoice Type: This will specify the type of Invoice to which the process
type is applicable in the country. Supported Invoice types are:
PO Based Invoices
Non PO Based Invoices
All Invoices
Not Applicable
2. Ignore for Simple Invoice (Ignore Sim): If this check box is selected, the
process type will be ignored for a Simple Invoice.
3. Invoice Category (Inv. Cat.): The applicable invoice categories for the
process type. The current invoice categories are:
Domestic Invoice
Intra-Community Invoice
Triangulation Invoice
Imports Invoice

12-41
Country Specific Process Types

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250
Chapter Guide
Basic Concepts
DP Document Type
Process Type
Business Rules
Duplicate check

12-43
Business Rules
Business Rules Engine examines the metadata
Business Rule used to change or fix metadata
Business Rule output can be
Document type
Current process type
Update metadata
Rules are executed at these points

Beginning of the DP workflow
Before or after certain options by configuration (Confirm Check Rules)
Explicitly executed by a user on DP Dashboard

Business rules are also applied in the Exception workflow.
12-44
250
Business Rules Check Type: Table Field

TCode: /OPT/SPRO
Document Processing
Document Type
Configuration
Type)
Proc. Type. Det. Sequence
Sequence Steps

Exclusive Indicator:
if failed more than one rule than VIM generate one workitem for each rule
Examples for different Sequence Steps:
Step 4
against table
Step 10
against module
Step 11
against module with line item
12-45
Business Rules other Check Types

Function Module
Required Field

Exclusive Indicator:
if failed more than one rule than VIM generate one workitem for each rule
Examples for different Sequence Steps:
12-46
Step 4
against table
Step 10
against module
Step 11
against module with line item
250
Business Rules Bypass / Simulate Feature

Exclude from Simulate
Will exclude the Business Rules from Simulation
Bypass possible
Will enable the Bypass icon on Simulate/Bypass Screen as shown below for
user.

12-47
Business Rules Maintenance Items

Define Business Rule Logic:
Field Name and Value Check
Custom FM (use templates ex: /OPT/VIM_DETERMINE_PROC_***)

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250
Document Processing (DP) Customization Tip

The following customization items will show how to change baseline preconfigured and installed items
TIP: Use the COPY icon (with subsequent entries) to initially make a
copy of baseline configuration items as a future reference

12-49
Document Processes
For field description view in the note part

Here you define the valid Process Types for each Document Type.
Additionally you maintain the BDC Id for each process type.
Process Type
Select the process type that is valid for the document type.
Active check box
Select this check box to achieve that the process type is considered for the document
type, for example if you want to delimit a specific process type delivered by Open Text
or defined in the system but no longer used.
BDC Transaction Id
Select the BDC Id that the system uses to process an SAP transaction to create an
SAP document in user context.
Background Tran Id
Select the BDC Id that the system uses to process an SAP transaction to create an
SAP document in the background. This is relevant if the user does not want to see the
index data (dashboard) during document posting.
Autopost Flag
The following settings are possible:
Enter X to let the system try to create an SAP document in the background,
using the BDC Id set in the Background Tran Id field. If the posting fails, the
role defined in the Posting Role field in the document type definition receives a
work item to post the SAP document in dialog.
Enter a custom function module that can be used to determine if the system
should automatically post the document. The interface for the function module is
defined in the /OPT/BL_IF_DETERMINE_AUTOPOST function module.
ParkReason
Enter the parking reason the system uses to park the document.
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250
Maintain connection between Document Types,

Process Types and Business Rules
TCode: /OPT/SPRO
Document Processing
Document Type
Configuration
(Select Document Type)
Proc. Type. Det. Sequence
Each DP Document Type has unique Process Type Sequences and
Business Rules
Define step sequence of Process Types and thus Business Rules for
execution

12-51
Maintain additional fields

12-52
250
Exercise: Copy and modify DP Document Types

1. Execute TCode: /OPT/SPRO
Document
Processing
Document Type
Configuration
Select a DP Document Type and COPY icon

copy ALL entries
Prefix the name of the new DP Document
Type with: Z## (## Group #)
Navigate to Document Type Customization
Items

Document
Processing
Maintain Process Types
Navigate to Process Type Customization

Items

Document
Processing
Maintain Process Options
Navigate to Dashboard Options

Document
Processing
Document Type
Configuration
Proc.
Type. Det. Sequence
Sequence Steps
Navigate to Business Rules Customization

Items

12-53
Chapter Guide
Basic Concepts
DP Document Type
Process Type
Business Rules
Duplicate check

12-54
250
Duplicate Check
Duplicate Check executed
After OCR index fields imported and validated
Or, when indexer submits manual indexes
Document type controls duplicate procedure

Baseline Non-PO Invoice Duplicate Check (KR)
Invoice date, gross amount, vendor reference number, vendor number
Baseline PO Invoice Duplicate Check (RE)

PO number, invoice date, gross amount, vendor reference number, vendor
number
117
118

Checked group values (out of the box):

Group 1: NPO invoices
BLDAT Document date in document
BUDAT Posting date in document
BUKRS Company code
GROSS_AMOUNT gross amount
LIFNR Different invoicing party
RMWWR Gross invoice amount in document currency
XBLNR Reference document number
Group 2: PO invoices
BLDAT Document date in document
EBELN Purchasing document number (PO#)
GROSS_AMOUNT gross amount
LIFNR Different invoicing party
XBLNR Reference document number
12-55
Duplicate Check Maintenance

TCode: /OPT/SPRO
Document Processing
Document Type
Configuration
Maintain Duplicate Check Procedures

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250
Duplicate Check Group Maintenance Items

Display indexing fields checked for duplicate evaluation
Fields in a group are ANDd together

12-57
Duplicate Check Group Advanced Maintenance

Display indexing fields checked for duplicate evaluation
Fields in different steps of one group are ORd together
Duplicate if all fields from Step 1:
OR
Step 2 equal!

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250
Chapter Guide
Basic Concepts
DP Document Type
Process Type
Business Rules
Duplicate check

12-59
Rescan / Obsolete Reasons

Action buttons in Dashboard
TCode: /OPT/SPRO
Document Processing
Display / Maintain Rescan Reasons
Display / Maintain Obsolete Reasons

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250
Display / Hide Rescan and Obsolete Reasons

Rescan and Obsolete reason buttons can be selectively displayed based
on a Process Type within a Document Type
TCode: /OPT/SPRO
Document Processing
Document Type
Configuration
Type)

12-61
Maintain Scan Locations and Document Priorities

TCode: /OPT/SPRO
Document Processing
Maintain Scan Locations
Maintain Document Priorities

Maintain Scan Locations: Yon can use this to specify the scanning location during document
archiving.
Maintain Document Priorities: You can use this to categorize document priorities during
Document Processing.
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250
Maintain Dynamic Columns - Overview

TCode: /OPT/SPRO
Document Processing
Maintain Dynamic Columns
Workflow Configuration
Define for Task:

TS00275257 (DP Workflow 5.1.6) or TS9578003 (DP Workflow 5.2)
12-63
Maintain Dynamic Columns - Details

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250
Exercise: Duplicate Check and Reason Codes

1. Duplicate Check Logic
Execute TCode: /OPT/SPRO
Document
Processing
Document Type
Configuration
Maintain Duplicate Check
Procedures
Select a Duplicate Check Group and COPY
icon
copy ALL entries
Prefix the name of the new Duplicate Check
Group with: 9## (## Group #)
Select new duplicate check group and
GROUP FIELDS
Add or remove new duplicate check fields
2. Configure Rescan Reason Codes

Document
Processing
Maintain Rescan Reasons
Create new reason code
3. Configure Obsolete Reason Codes

Document
Processing
Maintain Obsolete Reasons
Create new reason code
12-65
Chapter Guide
Basic Concepts
DP Document Type
Process Type
Business Rules
Duplicate check

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250
Advanced Customization Items (1)

TCode: /OPT/SPRO
LiveLink VIM Configuration
Document
Processing
General Configuration
Global Configuration
Change only if
necessary, e. g.:

Document Processing (DP) provides enhanced functionality. For this purpose, global
configuration parameters are used.
Important: Take care when you change the global configuration parameters. Changes can
affect the functionality of the process.
12-67
Advanced Customization Items (2)

Extending Document Data Fields
It is possible that the Open Text delivered data fields are not sufficient for the
business requirements. If this is the case you can enhance the following
structures to capture additional data.
/OPT/VIM_1RDOC_DATA
This structure is used to capture data that is document specific, not process specific. If a
field is document independent (used for both PO and Non-PO invoices), enter it here. An
example is the field Company Code which is used for both invoice types.
/OPT/VIM_4RAPP_DATA
This structure is used for Non-PO invoice approval field data only!
/OPT/VIM_BL_1RIDX_DATA
This field is used to capture index data that may be used in a subsequent process.
Use TCODE: SE11 to append structures mentioned above (requires

development access and knowledge of SAP table and structures).

Steps to append a structure:

1. Execute transaction SE11
2. Display the corresponding structure (see structures above).
3. Click on Append Structure.
4. Maintain the Append Structure definition and fields.
5. Activate you settings.
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250
13 OCR and Invoice Capture

Center (ICC)
Slide 1
13-1
Chapter Guide
Capture index
Invoice Capture Center (ICC)
VIM OCR Integration
OCR and Invoice Capture Center (ICC) Slide 2

13-2
250
Capture Indexes from Image: Two Ways

OCR software captures automatically
VIM does not have an OCR engine
VIM uses OpenText ICC or third party OCR software to provide OCR service
VIM has defined OCR interface using SAP RFC technology
Data validation Business Rules executed when indexes are passed to DP
workflow
Indexer captures manually

Index screen is part of VIM Dashboard
Basic data validation done on the index screen
Can customize Index screen
Business rules executed after indexes are submitted

13-3
Chapter Guide
Capture index
VIM OCR Integration

13-4
250
Invoice Capture Center at a glance

Open Text Invoice Capture Center (ICC) is the OCR option for Open
Text Vendor Invoice Management (aka SAP Invoice Management by
Open Text).
Invoice Capture Center provides automatic data extraction via OCR/IDR
for invoice header and item data.
Invoice Capture Center interfaces with Open Text Vendor Invoice
Management and increases productivity and data quality of the VIM
business scenario. VIM interface is delivered with VIM Software.

13-5
Invoice Capture Center at a glance (2)

Invoice Capture Center is a preconfigured system which automates and
simplifies invoice processing.
Invoice Capture Center improves data quality as logical checks are
made during recognition process, e. g.
sum checks for invoice amount fields
check for valid invoice data
Intelligent document capture recognizes not only data found on the image but
determines also data which are needed for invoice processing in SAP, e. g.
Vendor number
Company code
by matching invoice data offline with SAP master data.

13-6
250
Chapter Guide
Capture index
VIM OCR Integration

13-7
Details on ICC
Recognition
Freeform Recognition and Training with ART
Company Code Detection
Vendor Detection
Tax rates, currencies, sum checks
Training
Extensions
Additional fields in ICC (Extraction, Validation, Training)
Transfer to VIM
Miscellaneous
Barcodes
Country specific Validation UI
Best practices document separation,
OCR and Invoice Capture Center (ICC) Slide

Slide8 8
Learning Services December
2, 2009
Copyright
Open Text2008
Corporation.
Allrights
rightsreserved.
reserved.
Copyright
Open
Text Corporation
- 2009. All
13-8
250
Open Text VIM Automated paper-to-post invoice

management
Inbox
(incoming
mail / fax)
PREPARE
Invoice
Recognition
TRANSFORM
Scanning
OCR
UMWANDLUNG
Archiving
Validation
Invoice
Verification
Collaboration &
Monitoring
Prfung und
VERIFY AND
Vervollstndigung
COMPLETE
Trigger workflows
Invoice
Completion
EXCEPTION
HANDLING
Comment
APPROVE
Payment
PAY
Post invoices
Automated reconciliation and posting
Open Text
Archiving for
SAP Solutions*
Open Text
Invoice
Capture Center
ERP (FI/AP)
* or another SAP ArchiveLink-certified repository, not part of Open Text Vendor Invoice Management
13-9
Architecture& Infrastructure: High Level Architecture
ICC
Validation Client
ICC
Customizing Client
ICC
Validation Client
SAP Central System

ICC
Recognition
Server
SAP Satellite System
SAP IM 5.2 providing

Dispatch function for ICC
Administration for ICC
Downloads for ICC
Approval
Portal
SAP Satellite System
LiveLink Enterprise Archive

OCR and Invoice Capture Center (ICC) Slide
Slide
1010
Learning Services December
2, 2009
Copyright
Open Text2008
Corporation.
Allrights
rightsreserved.
reserved.
Copyright
Open
Text Corporation
- 2009. All
13-10
250
Architecture & Infrastructure: ICC-VIM Integration

Master Data:
Vendor master data, PO data,
(Periodic download)
VIM Dispatch
VIM
SAP R/3
Entererprise
Scan
Invoice data ok?
Invoice
Data
OCR / IDR
Invoice
Image
ECM Suite
Recognition
Invoice data extraction,
data mapping with
download data
Validation
Manual keying of
missing data
VIM Business Rules

Validate and complete
invoice data, exception
handling, approval
VIM/SAP Invoice
Processing
Posting

13-11
ICC Monitoring
Use ICC data monitor
Or VIM Analytics

13-12
250
Architecture&infrastructure: SAP/VIM Integration

ICC 3.0 and Vendor Invoice Management 5.1.6
Scanning
ICC-Dispatch
OCR IDR
SAP / Vendor Invoice Management
Duplicate
check
Validation
.
SAP System
Capture Frontend
ICC 5.2 and Vendor Invoice Management 5.2
Scanning
SAP / Vendor Invoice Management
OCR IDR
Validation
Duplicate
check
.
SAP System
13-13
Infrastructure: ICC Hardware configuration

13-14
250
Architecture

13-15
Data flow steps in sequence

1.
Enterprise Scan calls SAP through Early Archiving Scenario
2.
Enterprise Scan deposits the image to the archive server.
3.
ICC-Extraction engine calls API(B) via a scheduled batch job on ICC side - /OPT/VIM_IF_GET_NEW_DOC_LIST and
gets new documents for processing. Gets all the documents in "Ready for OCR" Status along with Secure URL for
Image and XML document which will be created by ICC extraction engine.
4.
ICC Extraction engine picks documents from step 3 and imports the corresponding images from LEA (archive server)
5.
ICC- Extraction engine Export module calls API(D) /OPT/VIM_IF_VIM_OCR_DATA_UPDATE with call point EX,
updates the status and OCR data appropriately . This API exports the data to SAP after completion of extraction phase
6.
ICC- Extraction engine sends the results XML file of the exported data to the archive server using the URL retrieved
early from SAP at step 3.
For each Exported Data to SAP corresponding Results are stored in XML file and archived back to archive server
7.
Periodic job runs on SAP side and picks up the DP Items with status Sent to OCR and checks the time elapsed and if
it exceeds the configured time, set the status back to Ready for OCR . It also picks up DP items with status Sent for
validation and after elapsed time sets the status to Ready for Validation.
8.
Periodic job runs on SAP side and picks up DP items with status Extraction Completed and runs business rules for
validation required and if validation required, sets the status to Ready for Validation If it is not required, it will start DP
Workflow. --- If Validation is required then System evaluates the agents for the VALIDATOR role and updates the SAP
tables
9.
ICC-Validation engine calls API(G) - /OPT/VIM_IF _GET_VAL_DOC_LIST and gets list of documents for validation
Gets all the documents in "Ready for Validation" Status along with Secure URL for Image and XML document
10.
ICCValidation engine picks documents (both image and XML) for each validation document and sends the results
XML file to the archive server using the URL retrieved from SAP at step 9
11.
ICC-Validation engine calls API(D) - /OPT/VIM_IF_VIM _VIM_OCR_DATA_UPDATE with call point VA, Updates the
status and OCR data appropriately . This API exports the data to SAP after completion of validation phase
13-16
250
Status Flow
E
D
10-Obsolete
80-Validation
Retry Exceeded
10-Obsolete
89-Error in
OCR
Validation
A
B
01-Scanned
72-Sent to OCR
73-Extraction
Completed
74-Ready for
Validation
75-Sent for
Validation
76-Validation
Completed
00-Created
77-Sent to
Workflow
87-Error in
OCR
Extraction
86-Error in Invoking
DP Workflow
85-Error Resolving
Validation Agents
79-Extraction Retry
Exceeded
10-Obsolete
10-Obsolete
A. Function module /OPT/VIM_IF_GET_NEW_DOC_LIST

B. Batch job program /OPT/VIM_STATUS_EXTR
C. Function module /OPT/VIM_IF_OCR_DATA_UPDATE
D. Admin tool transaction /OPT/VIM_7AX8
E. Batch job DP Trigger - /OPT/VIM_DP_TRIGGER
F. Function module /OPT/VIM_IF_GET_VAL_DOC_LIST
G. Batch job program /OPT/VIM_STATUS_VALI
84-Mapping Error
VIM Statuses
00- Created
01- Scanned
10-Obsolete
72-Sent to OCR
73-Extraction Completed
74-Ready for Validation
75-Sent for Validation
76-Validation Completed
77-Sent to Workflow (Multibackend scenario)
79-Extraction Retry Exceeded
80-Validation Retry Exceeded
84-Mapping Error
85-Error in Resolving Validation Agents
86-Error in Invoking workflow
87-Error in OCR Extraction
89-Error in OCR Validation

13-17
Infrastructure: ICC VIM Data Flow

SAP Masterdata Download
SAP
SAP
WFL/Archi
veLink
SAP IM
Dispatch
Function
ICC
ICC Admini
Admini
OCR result
stration
stration
Image
Configuration Data
ICC Validation
Client(s)
(Windows)
ICC Recognition
Server (Windows)
Archive
Image
SAP IM
SAP Table
Validation result
OT
Enterpri
se Scan
SAP DB
ICC Customizing
Client (Windows)
Detailed results XML

Image
13-18
250
Infrastructure: ICC Download Flow

SAP
SAP
WFL/Archi
veLink
SAP IM
Dispatch
Function
ICC
ICC Admini
Admini
OCR result
stration
stration
Image
Configuration Data
ICC Validation
Client(s)
(Windows)
ICC Recognition
Server (Windows)
Archive
Image
SAP IM
SAP Table
Validation result
OT
Enterpri
se Scan
SAP DB
ICC Customizing
Client (Windows)

Image
13-19
Infrastructure: ICC Configuration Flow

SAP
SAP
WFL/Archi
veLink
SAP IM
Dispatch
Function
ICC
ICC Admini
Admini
OCR result
stration
stration
Image
Configuration Data
ICC Validation
Client(s)
(Windows)
ICC Recognition
Server (Windows)
Archive
Image
SAP IM
SAP Table
Validation result
OT
Enterpri
se Scan
SAP DB
ICC Customizing
Client (Windows)

Image
13-20
250
Infrastructure: VIM ICC Document Type Concept

Document types are used for managing document and business process
Archive Document Type

CC Code assignment
Recognition Profile (e.g.
country)
Validation Agent
assignment
Validation mode: Validation
yes/no
ES/ICC Document &

Data Capture
VIM document type (Default,

PO/NonPO,country)
VIM Dispatch
VIM Indexing
VIM business rules
VIM exception workflows
VIM Business
Process
13-21
Recognition: Division of work ICC - VIM

ICC doesnt duplicate SAP business logic in external system
ICC only uses SAP data download for recognition purpose
ICC does some internal logical and mathematical checks on the invoice
(check invoice amounts, check line item amounts) for recognition
purpose but delivers no check result to Validation or VIM
ICC delivers data 1:1 from the invoice, if they are recognized with high
reliability. If reliability is not sufficient, field is delivered empty
ICC doesnt apply business rules and doesnt modify or deduct data
ICC doesnt complete e.g. tax rate by calculating from amount fields
ICC Validation does no field comprehensive checks
For two fields ICC makes exception: Vendor ID, Line item mapping
VendorID: if not found, field remains empty. No address data is delivered
Line item mapping: recognition data are completed item by item by PO number
and PO line item number for unmapped lines PO number and PO line item
number fields remain empty
13-22
250
Long term effect of different Approaches
Form
(template)
based
Recognition
Free Form
Recognition
Adaptive
(=learning)
technology
Combining
Free Forms
and adaptive
ICC approach
Increase of recognition rate during production time

Each invoice has a different layout. Several approached have been taken to tackle the
challenge of data extraction from unstructured or semi-structured documents. Historically the
template approach has been the first. One creates a template for each vendor describing
where the relevant data can be found on the invoice. The more template one creates the
higher the automation rate. However there are very many vendors and they change their
invoice layout from time to time thus this approach could not suffice.
The free forms recognition implements rules which describe in a general way how invoices are
structured. If implemented carefully and tested against a large number of sample invoices it
yields a high recognition rate in constant manner.
Adaptive technologies start from zero but learn as the observer the manual keying clerks and
creating rules from there. However learning will stuck from a certain point when the created
rules start to contradict. Performance may even degrade.
Obviously the best approach is to combine the techniques as is done by Open Text
13-23
Invoice Knowledge Base

Invoice Capture Center comes with a built in Knowledge Base
Extraction rules have been developed and verified based on thousands
of international sample invoices
Language samples from > 20 countries
Recognition rates up to 95 % at field level,
typical values between 70 % and 90 %
Continued refinement based on field experience

13-24
250
Localization and Country Support

available in 5.2
Destination
(business logic for invoice
processing)
Source
(Specific extraction
User Interface
Language
knowledge base)
(Incl. user manuals)
North
America
United States
United States
Europe
Austria
Belgium
Denmark
Finland
France
Germany
Italy
Netherlands
Norway
Spain
Switzerland
Sweden
United Kingdom
Austria
Belgium
Denmark
Finland
France
Germany
Italy
Netherlands
Norway
Spain
Switzerland
Sweden
United Kingdom
Japan
Japan
Asia
Dutch
English
French
German
Italian
Japanese
Portuguese
Spanish

13-25
Recognition Configuration:
Multiple Country Application for EU
Recipient Country Recognition Application
User Interface
Language
Number of
Number of
applications
applications
restricted to 10
restricted to 10
EU country
EU country
Recognizes also invoices from
other supported EU countries
Configure one or more EU
country applications
Depends on basic
application
*Default settings
*Default settings
(currency) depen(currency) depending on basic
ding on basic
application
application

In standard 15 country applications are delivered. After installation in a post installation

configuration step one or more country applications are to be configured.
ICC 5.2 supports to run 10 applications in parallel. In a SSC it may occur that invoices for
more than 10 clients have to be processed countries can be grouped by UI languages as
proposed you could even group all EU countries in one application if UI language can be the
same. UI language means display of field names menu language settings can be changed
by user starting validation, but field name language depends on recognition application.
13-26
250
Recognition Configuration:
Multiple Country Applications for SSC
Number of
Number of
applications
applications
restricted to 10
restricted to 10
North
America
Recipient Country Recognition Application
United States
User Interface
Language
English
Europe
Germany, Austria, Switzerland*
Asia
German
Belgium, France
French
Norway, Sweden, Denmark*
English
UK, Finland*
English
Italy
Italian
Spain
Spanish
Netherlands
Dutch
Japan
Japanese
*Default settings
*Default settings
(currency) depen(currency) depending on basic
ding on basic
application
application

In standard 15 country applications are delivered. After installation in a post installation

configuration step one or more country applications are to be configured.
ICC 5.2 supports to run 10 applications in parallel. In a SSC it may occur that invoices for
more than 10 clients have to be processed countries can be grouped by UI languages as
proposed you could even group all EU countries in one application if UI language can be the
same. UI language means display of field names menu language settings can be changed
by user starting validation, but field name language depends on recognition application.
13-27
Typical Invoice Data Extraction
Supplier
Invoice Number
Invoice Date
Order, Delivery note
Items
Net Amount
Tax Rate,
Amount
Currency

13-28
250
Recognition Process
OCR
Analyze
Extract
Normalize
Verify
10/24/08
3
CLERK: 12
DATE SHIPPED
ORDER DATE
10/30/02
10/24/02
COVER CODE
PA
Turn pixels into characters using optical

character recognition
Order Date =
10/24/08
Date
Format (US)
Day = 24
Month = Oct
Year = 2008
24.10.2008
Valid
?
yes
no
Word
24.10.2008
Numbe
r
Find meaningful
entities and tag them
Manual
keying
Find the correct date

among all detected
alternatives
Decompose string into

subunits and re-format
as required
Export
Manual
keying
Check against
business and
plausibility rules
Validation
Export

The recognition process breaks down into several steps as shown in the above diagram.
Manual validation means keying in those data that could not be extracted automatically or
which failed to run through the verification step.
13-29
Recognition: Company Code Detection

ICC supports three ways of company code detection:
1. Fix company code for defined SAP system
If customer has only one company code that setting can be used
2. Company Code per archive document type

If incoming invoices are scanned separately for subsidiaries scan jobs can be
linked to archive document types. Every subsidiary has its one document type.
Allows to assign Validation task to be done in subsidiary or by VALIDATON user
assigned to subsidiary
3. Automatic Company Code detection

Company code is detected by invoice recipient address (in US: ship to address).
Ship to address can be downloaded from SAP- that is the home address assigned
to the company code - can be used as template to extend for address synonyms
which are also valid (consider different spelling, abbreviations etc.). In some
countries only one registered address will be valid.

13-30
250
Use of Company Code in ICC

Company Code is used for Vendor Detection
Vendor detection in 5.2 is made by SnapMatch
SnapMatch delivers all vendor alternatives found by mapping vendor master
download data with invoice data
If company code is known, filter is set for company code
Makes sense if
company code is used for subsidiaries in foreign countries
Due to company mergers vendors exist with different vendor numbers in different
company codes
Company code filter will be switchable on/off from SP2 on.
Company Code is used for line item mapping with SnapMatch

Download contains all PO numbers for all company codes
For performance reasons a filter is set for line item mapping . Filter is defined
by company code and PO numbers, identified on the invoice

13-31
Invoice data sample (Vendor)

Vendor
Data
Master data
(excerpt from
ERP system)
Vendor ID
Vendor name
Vendor ID not to be found on the invoice

Vendor ID as in master data
Vendor name
How is the data extracted?

Use of invoice knowledge base
SnapMach data mapping with master data
Use of vendor master data including
auxiliary information (company name, Fax +
tel. number, address , )
Usage
Name
Address
Tel / Fax
number
Required for posting

Can be set as mandatory field
Configuration
Presentation
Automation
Other
Bank account

13-32
250
Recognition: Vendor Detection

Vendor field in Validation standard settings
Vendor number edible
Alternatives for company presented in lookup list
Vendor address - not edible
Recognition status is not flagged explicitly

Field will be empty if vendor mapping has not been successful
Empty field means that mapping of vendor master data with OCR data has not
been successful
Vendor address data not handed over to VIM because

If vendor number field is filled, mapping with master data was successful,
unnecessary to hand over master data to VIM
address data recognized without matching with address data base may be so
erroneous that VIM cannot match

13-33
Invoice data sample (Amount(s))

Amount(s)
Data
Net, gross amount and currency (default)
Tax rate(s), amount(s), freight, (optional)

Iterated key value search (an invoice is
cluttered with amounts)
Logical and geometrical relationships
between values are used for disambiguation
Usage
Mandatory field
Configuration
Language setting
Selection of required amounts

13-34
250
Invoice data sample (invoice data, - number)

Invoice date, invoice number
Data
Date of issue
Vendor reference number

Iterated key value search (many dates on an
invoice)
Often invoice date and number are in
proximity
Usage
Mandatory field
Configuration
Language setting
Valid accepted date ranges

13-35
Invoice data sample (Purchase order number)

Purchase order number
Data
Purchase order number

Iterated key value search
Use predefined syntax (450..) or
downloaded list of open orders
Usage
Required for posting and for line item
matching
Mandatory field
Configuration
Company syntax for order numbers

13-36
250
Invoice data sample (Line items)

Line items
Data
Order number, order line number
Quantity, unit
Unit price, total price, tax rate + amount
Description (optional)
Delivery note number (optional)

Layout analysis and content analysis
Optional use of column headings
Varying order of rows
Usage
Data matching against PO data and
delivered goods
Use: Optionally
Configuration
Turn on/off for NPO

13-37
Recognition: Invoice Line Items

Line item recognition allows for straight through processing of P/O based
paper invoices.
ICC line item mapping is generic and works for unknown invoices no
templates need to be trained.
In order to post an invoice related to a purchase order corresponding PO
and invoice lines have to be found.
Automatic posting is possible if quantities and prices of invoice and PO
items match. That should be checked automatically.
The technical challenges are the huge variations of invoice line items
shown on an invoice. Vendor material numbers and texts may have few
accordance with purchase order data.

13-38
250
Recognition: Invoice Line Items

Two strategies are used in combination:
1. If the line items show a regular tabular structure, e. g. one line per item,
and for NonPO invoices, free form table recognition component is
used.
It identifies columns and rows by a combination of the syntactical structure
of the information (like an amount, or a unit of measure), geometric structure
(like above, left-of) and subject matter knowledge (total amount column is
typically the right-most one).
Once the table is found and extracted, for PO invoices, data are mapped
against download of open purchase order items to order number.
2. The second approach starts from the open order items and searches
the document for them.
Open order items of related PO for vendor are identified in PO download
data
Elements of the PO data can be found on the invoices and those are then
assembled and verified being a reasonable invoice line item.

13-39
Recognition: Invoice Line items ICC Parameters

Line item recognition on/off
Should not be deactivated in general, as VIM requires line item data for PO
invoices
Check line items against PO data

Activates SnapMatch Algorithm for mapping PO download data for known
vendor and company code with invoice data
Completes line item data with PO number and PO line item number line per
line PO line item number is rarely to be found on the invoice
If line item check is not activated invoice knowledge base table recognition will
work no PO line item number will be delivered, multiple PO numbers will not
be delivered exception will arise in VIM.
Line item recognition on/off for Non-PO invoices

Makes sense if customer does not need invoice line item data for cost center
assignment

13-40
250
Recognition Invoice Line Item Mapping

Use of fields for mapping: quantity, unit price, amount, delivery notes
number, more may be implemented customer specifically (from SP2)
Download of PO data extract from SAP
Mapping considers with first priority goods receipt data. If no goods receipt
data available, mapping against PO data for vendor and company code
If vendor and/or company code have not been detected, mapping is not
possible
If algorithm detects additional table rows and data match with goods
receipt/PO data, these rows are identified as valid line items and are also
exported to VIM
Partially mapping: even if not all relevant fields per line item are mapping
100%, results may be delivered for the line item with indication of
confidence
Generic line item mapping API for setting up customer specific line item
mapping strategy (will come with SP2)
For additional fields (like material numbers, texts etc.)
Implementing additional mapping criteria
13-41
Recognition: Invoice Line Item Result Data

For the lines mapping with PO data, line item data (quantity, unit price,
item price, unit, quantity, etc.) are completed by the following data and
handed over to VIM:
PO line number
PO number
Delivery note number (optionally)
For lines not mapping, above mentioned fields remain empty, other ICC
line item fields are handed over to VIM
Result data may be displayed in table view of Validation client and be
completed manually, if that may support automatic PO data matching in
VIM, depending on invoice and PO accordance in customer
environment.
In general no validation should be done for line items too much effort

13-42
250
Recognition - Training with ART (1)

ICC has two recognition modes:
1. Standard mode is DOKuStar freeform recognition using invoice knowledge
base.
2. ART Adaptive training mode can be used for training optional fields, for
Japanese invoices and for new fields. Training with ART creates a template
e.g. for a vendor invoice.
Training with ART is easy:

Training is done in Validation process by Validation User. Template is
created in 1-2 minutes in Validation Client by clicking data from image using
SingleClick Entry.
All fields filled in in Validation Client are trained automatically if training button is
pushed
Training can be done offline in Customizing Client by Administrator

Training is done in advance by administrator for defined vendor invoices
Training data is stored in data base and used in production for voting with
DOKuStar recognition data

13-43
Recognition - Training with ART (2)

ART training is used to train the optional fields
Supply Date
Freight Amount
Handling Charges
For the following fields optimization may be obtained by using ART

training:
PO number
Invoice number
Net amount
Tax amount
Total amount
Currency
For new fields automation method generic template based recognition

can be assigned
13-44
250
Recognition - Training who takes profit?

Training with ART provides results for fields which are not recognized by
DOKuStar Knowledge Base (= Optional Fields)
Training with ART may provide higher recognition rates for special
effects on generic invoice fields which cannot be recognized by
knowledge base. With activation of ART voting between DOKuStar and
ARTwill be activated.
For some countries like JAPAN, ART has to be used for recognizing
some invoice fields not supported by knowledge base.
With ART recognition results will improve customer specifically as
training takes place with invoices typical for customer environment.
Recognition will adapt automatically to customer invoice material.

13-45
Miscellanous
Barcode recognition
Barcode can be detected by Enterprise Scan but due to early archiving
scenario no standard transfer to VIM exists. Could be implemented project
specially.
So barcode should be detected by ICC. That feature exists in basic DOKuStar
recognition, is not accessible in standard customizing, but barcode field
recognition is accessible by advanced customizing and can be implemented
by Open Text Global Services and certified partners.
Country specific Validation

Validation is automatically prepared if one of the standard country applications
will be selected in post installation configuration
If application mix is configured validation UI of basic application will apply
Language for user menu can be changed by user. Field name language is
predefined by application. Example: Basic application German y is used for
Germany, Switzerland, Luxemburg, Austria. User menu will be German, but
can be changed to French by User, field names will be German, cannot be
changed.
13-46
250
Extensions: New Field (1)

Add new field
In Customizing Client of ICC new field can easilybe added by using
Standard customizing
Extended customizing
New fields can be

freeform recognition fields using invoice knowledge base
ART adaptive recognition technology fields to be trained by Validation or
Customizing Client
Transfer to VIM is preconfigured in mapping table

For being used by VIM,ICC field field has to be active in mapping table and has to
mapp to dedicated VIM field
In Baseline 45 ICC fields are active in mapping table and are mapped to 45 VIM
fields
Mapping of ICC fields can be modified choice of 100 VIM fields available
10 VIM fields for custom use are prepared and can be used to introduce and mapp
new ICC fields not contained in the list

13-47
Extensions: New Field (2)

Advanced settings
Name, data type etc.
Field presentation in validation
Recognition of the field

13-48
250
Miscellanous: Document Separation Best Practise

Early Archiving Scenario prerequisites document separation during
scanning
Document separation should be 100% because errors will cause multiple
effort in follower processes
Automatic document classifiaction will need manual step for documents
which could not be separated automatically
Best practice
Scan single page invoices in one batch
Scan multiple page invoices separated by separator page or by barcode
If invoices addressed to different subsidiaries are delivered separately there is
no need to mix them up for scanning.
Scan them with separate scan jobs assigned to one or several ICC
applications (e.g .Companies running country subsidiaries in separate
company codes )

13-49
SAP ICC out of the box customizing steps (1)

1. Configuration Content repository using TA: OAC0
2. Defining new Archive Doc types using TA: OAD5
Three Archive Doc types:
/OPT/ICC for Images
Use workflow Task WS00275270 and Method PREPOCESS_OCR
Set SAP Object Types for /OPT/V1001, BKPF and BUS2081
/OPT/XML for XML documents (for recognition)

/OPT/OTHERS for Additional Images in E-Invoice Scenario
3. Setting the Retry limits for Extraction & Validation

4. Defining new Validation group & assigning to Archiving doc type
5. Creating new role template for VALIDATOR & assigning Validators for
Archive doc types

13-50
250
SAP ICC out of the box customizing steps (2)

6. Configuring ICC Integration relevant Z-constants
Channel ID
Validation errors
Validator Role
Workflow Template
Preprocess Exit Function module
7. VIM-ICC field mapping

8. System Determination Procedure (Default Company Code)
9. Defining new channel for ICC (if necessary)

13-51
ICC Configuration entry point

TA: /OPT/SPRO
Document Processing
ICC Configuration

13-52
250
Maintain Parameters for Archive Doctype (OCR)

13-53
Maintain Retry count and Time Limit for OCR

Extraction & Validation
ICC Dispatcher changes the DP Document status back to Scanned or
Ready for Validation if a particular DP Document is in Extraction or
Validation process in more than the allowed time.
Maximum allowed time limits & maximum number of tries for Extraction
and Validation will be maintained here.
Call point EX EXTRACTION
Call point VA VALIDATION

13-54
250
Validation Determination Procedure (OCR)

Validation framework determines whether a DP Document needs
validation or not
assigns the validation agents to validate the DP Document.
Validation Determination Group will determine whether Validation is
required or not. We have another option too, which checks the listed
fields whether they are maintained.

13-55
Set Up Validation Determination Condition

Define your Validate Groups
And select the type: Selected Fields or Never or Always

Maintain Validation Determination ID as follows

1. Description: Enter a short description
2. Check Type: Function Module or Index Data Fields
3. Validate Chk Func: the function to validate
4. Validation type
Validate for selected fields: Validate the DP Document on missing data for listed
fields
Validate Never: DP Document will not go for validation
Validate Always: All DP Documents need to be validated with this Validation
Determination ID.
13-56
250
Set Up Validation Determination Fields

In case of selection
define also the Determination Fields

13-57
Link Archive Document Type to Validation Group

Define what validation should be used for specific Archive Doctypes

13-58
250
Advanced Configuration
Here you can maintain the Default values for some constants

13-59
Default values for Advanced Configuration

All values for Product Code 005
Constant
Description
Constant Value
DP_DOC_TYPE
Default DP Doc type
DEFAULT
DP_EX_VA_CANCEL
OCR Extraction/
Validation is Cancel
Cancel
DP_EX_VA_ERROR
OCR Extraction/
Validation is Error
Error
DP_EX_VA_SUCCESS
OCR Extraction/
Validation is Success
Ok
URL_READ_FM
Function module to
read the Image/
Document URL
SCMS_DOC_URL_READ
XML_AR_OBJECT
AR Object of XML
Document
/OPT/XML

13-60
250
Maintain Channel ID constants

You can maintain here the Default ICC Channel ID

13-61
Maintain Constants for Validate on Mapping errors

DP Trigger job maps the extraction data. In case of any Mapping errors,
the system check if it is necessary to validate such documents based on
the value of this Constant.
Default value: YES

This means send DP Documents to validate every time on mapping errors.

13-62
250
Maintain Validator Role

Maintain here the Name for the Role of the Validator, it can be used in
the Role definition
Default value: VALIDATOR

13-63
Maintain Workflow Template Constants

Maintain here default Workflow template for Document processing.
Default is: WS00275269

13-64
250
Maintain Preprocess Exit constants

In case a "Preprocess Exit Function Module" should be used, maintain
the name of the Module here

13-65
Multi Backend scenario

For multiple system landscape, in Central system you can define your
Archive Doctype<->Backend system Mapping as shown below (Before
this make sure your system landscape directory is fully defined)
Follow menu path LiveLink VIM Configuration Document Processing
General Configuration MultiBackend Scenarios System Determination
Procedure System Determination via Archive Doc Type
If you are using any archive doc type in Central system which you are going
to use trigger DP Workflow in another backend system then please maintain
that archive doctype configuration in the corresponding backend system (by
linking it to appropriate DP Document Type at DP Document Type Definition
level)

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250
ICC Batch Jobs

ICC Extraction job
Picks up document with overdue from extraction status and resets the
status to scanned so that they will be sent to extraction again.
Program name: /OPT/VIM_STATUS_EXTR
ICC Validation job

Picks up document with overdue from validation status and resets the
status to Ready for Validation so that they will be sent to Validation again.
Program name: /OPT/VIM_STATUS_VALI
DP Trigger job
Triggers DP workflow
Program name: /OPT/VIM_DP_TRIGGER

13-67
ICC Download programs

Vendor Download
Downloads vendors with all companies and Bank information
Program name: /OPT/IR_DL_VENDOR_TO_STG_TABLE
Downloads to staging table
PO Download
Downloads all POs
Downloads all Open POs
Program name: /OPT/IR_DL_PO_TO_STG_TABLES
Downloads to staging tables

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250
Non-ICC Integration
1. Non OCR Scenario
2. VIM Integration with non ICC OCR / E-Invoice Scenario
3. EDI Integration

13-69
Non OCR Scenario

Use Workflow Template WS00275271

13-70
250
VIM Integration with non ICC OCR/ E-Invoice

Scenario (Swimlane)

13-71
VIM Integration with non ICC OCR / E-Invoice

Scenario
1. API /OPT/ARCHIV_DOC_URL_CREATE
This function module allow for archiving a document. This will facilitate the
generation of URL to be used by the 3rd party application to archive the
invoice image onto the content repository.
2. API /OPT/VIM_START_DOC_PROCESS_EXT
This function module facilitates the receipt of meta data of the invoice and
start the processing in SAP Invoice Management.
3. API /OPT/VIM_DOCUMENT_STATUS
This function module allows for a 3rd party software to query the status of a
document that was
Detailed document can be found at Documentation of VIM 5.2 SP1 SAP IM
Interface doc

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250
EDI Integration Scenario

New function module to handle IDocs
/OPT/DP_INBOUND_IDOC_PROC
IDoc type used : INVOIC02
Two step mapping
IDoc to Intermediate
Intermediate to VIM

13-73
E-Invoicing Process Flow Picture

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250
E-Invoicing Process Flow

1. E-Invoicing Provider receives digitally signed Invoices from Vendors
2. E-Invoicing Provider verifies the authenticity of the digital signature (via
Digital Signature Application) before calling SAP IM APIs
3. E-Invoicing Module then archives the invoice image to Archive Server
via HTTP Post action (Before archiving URL is retrieved by making use
of Open Text provided API (FM1)
4. E-Invoicing Module thereafter calls second API(FM2) to trigger the
invoice processing in SAP.
5. While invoice processing continues in SAP, E-Invoicing Provider can
query the status of the document by calling API(FM3)

13-75
Admin Tool
Transaction code /OPT/VIM_7AX8
Admin tool is used to take the following actions
Discard Image of DP Document
Reset Extraction/Validation retries count
Change Status of DP Document
Trigger DP Job
We can view the following information

Scanned Image of DP Document
Application log of DP Document
Status log of DP Document (Log Data)
Refresh the list after each action

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250
Admin Tool: Selection and Report Screen

13-77
OCR Test Tool

Transaction code /OPT/VIM_7AX7
It is a tool to simulate the ICC Integration, without ICC system.
You have all core steps of ICC Integration here
Archiving
Extraction
Checking Validation required
Validation
Triggering DP Workflow

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250
OCR Test Tool Screen

13-79
Application log
Transaction code to view SLG1
Will be used to analyze the issues in Document processing
Log point helps us to locate the issue easily
Log points configured through transaction /OPT/IT_LOG_PNTV
Log levels can be maintained through /OPT/VIM_LOG_CFG

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External System Data (OCR/ IDoc)

TCode: /OPT/SPRO
Document Processing
External System Data
(OCR/IDoc)
External System Data Mapping (Idocs)

13-81
Maintain Mapping Fields - Overview

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250
Maintain Mapping Fields Single Field Example

13-83
Maintain Document Type Procedure Definition

13-84
250
Maintain Document Type Procedure Definition:

Step Details View

13-85
Maintain PO Line Determination Procedure

13-86
250
14 PO Invoice Exception
Processing
Slide 1
14-1
Topics
PO Invoice process flow
Baseline exception handling
PO Invoice exception roles
Maintenance Items
PO Invoice Exception Processing Slide 2

14-2
250
SAP PO Invoice Processing: Three Way Match

Increase Inventory, Expense,
or Fixed Asset and
Accrue Liability (GR/IR)
Material
Document =
Financial
Document =
Manual
Exception
1. The buyer creates the purchase order (PO) by converting an optional purchase requisition (PR)
into a PO or from scratch. A PO has no financial impact. If you are using Commitments, the
financial data is included in commitment reports.
2. When goods are received, Inventory Management (receiving) posts the goods receipt (GR) to
the PO.
3. When the receiver posts the GR, the system automatically adopts the values (line items and
quantities) from the PO. The receiver verifies the quantity received and changes the quantity in
the GR if necessary.
4. The GR financial document increases the inventory, expense or fixed asset account and credits
GR/IR clearing account to accrue the vendor liability. The related Materials (MM) document
increases the inventory quantity.
5. Accounts Payable posts the vendor invoice receipt (IR) through logistics invoice verification in
Materials Management.
6. When A/P posts the IR, the system automatically adopts the values (line items and quantities)
from the GR. The prices, payment terms, and other data from the PO also default into the IR. If
the IR quantity is greater than the GR, A/P can post the invoice document but it will be blocked
from payment until the quantity difference is resolved (quantity block). If the invoice price is
greater than the PO price and outside the pre-set price tolerance, A/P can post the invoice
document but the document will be blocked from payment until the price discrepancy is
resolved (price block).
7. The A/P financial document credits the vendor and debits the GR/IR account to clear the
vendor liability (accrual). The GR/IR account will then have a balance of zero for this PO.
8. Both the GR activity and the IR activity are tracked through the PO by individual line item.
14-3
PO Invoice Process Flow Without OCR

Scan
document
Document
Processing
Enter index in
Dashboard
Invoice
Exception
Background:
Check for
duplicate invoice
Background:
Apply business
rules
Manually post
invoice
Exceptions
Invalid PO number
Invalid Vendor number
Invalid unit of measure
(UOM)
Invalid currency
Rescan Required
Suspected duplicate
invoice
Unable to auto-park
Approval required
Vendor audit
Vendor maintenance
Vendor mismatch
Service entry required
Currency mismatch
Unit of measure mismatch
Freight on invoice
(see appendix)
Unable to auto-post
Invoice blocked for
payment due to:
Price discrepancy
Quantity discrepancy

This is the baseline flow to process a PO related invoice using manual indexing.
14-4
250
PO Invoice Process Flow With OCR

Scan
document
OCR
Document
Processing
Invoice
Exception
Option
Validate OCR
metadata
Background:
Check for
duplicate invoice
Background:
Apply business
rules
Auto post
invoice
Exceptions
Invalid Data Format
Invalid Invoice data PO
number
Invalid vendor number
Invalid unit of measure
(UOM)
Invalid currency
Suspected duplicate
invoice
Unable to auto-park
Approval required
Vendor audit
Vendor maintenance
Vendor mismatch
Service entry required
Currency mismatch
Unit of measure mismatch
Freight on invoice
(see appendix)
Unable to auto-post
Invoice blocked for
payment due to:
Price discrepancy
Quantity discrepancy

This is the baseline flow to process a PO related invoice using OCR.
14-5
OCR Considerations: PO Invoice Key Information

Determining PO number
Determining PO line items
Vendor must include line item number or use logic to determine line item
number
Single line PO easier to recognize and auto post than multiple line PO
Tax recognition
Amount
Tax code
Tax jurisdiction code based on zip code
Determining credit memo

The word Credit
Minus sign near a value

OCR software processes the image and recognizes invoice data needed to post the document in
SAP. An optional part of the OCR subsystem is validation station where missing data can be
completed or where data that where flagged as suspect by the OCR can be verified manually. In
any case most data produced by the OCR are validated and checked against business rules.
However additional validation and business rule application occur in SAP as part of VIM. This
allows the detection of a problem and automatic document routing for resolution inside SAP.
The OCR software passes information to SAP to determine the document type. These rules in
SAP determine the invoice type for purchase orders:
PO invoice if a PO number is found.
Credit Memo PO if the term Credit Memo, Credit Note or Adjustment Note is found with a
PO number or Delivery Note.
Some data is derived and will automatically pre-populate the Indexing screen, such as the
vendor number derived from the PO number.
Your OCR software vendor will work with you to map vendor invoice data to SAP fields.
14-6
250
6
Indexing Considerations: PO Invoice

Line items not indexed unless OCR used
Indexer enters invoice metadata from the invoice image
Required fields are configurable based on DP document type
Various validations executed to ensure valid and required data captured

Search help possible in this SAP screen
Can configure roles so different users index different document types

This metadata stored in Open Text tables and is later used to prepopulate related SAP transaction

After scanning, the image ID is passed to SAP and the document processing workflow starts. The
User views the image in SAP to enter additional index data.
This data are used in VIM Suspected Duplicate testing, auto parking selected invoices, and to
route the SAP document to Accounts Payable for review and completion. The indices should only
contain sufficient data to initiate the process so as not to slow down the process.
The user who enters the indexing data can be based on selected organizational unit (SAP ID or
Position) and / or company code. The index is completed inside of SAP. The user can look up data
as needed in the associated field search. (F4)
Standard SAP data validations apply.
A complete list of fields that can be captured is in Appendix A.
The manually entered index data and data passed from OCR are stored in Open Text index tables
and start the business rule processing execution.
14-7
Check for Duplicate: PO Invoice

Before SAP document creation, use meta data to check for duplicate, for
example:
PO number
Invoice date
Gross amount
Vendor reference number
Vendor number
SAP duplicate check is still valid

Duplicate analyst determines if invoice is duplicate
If duplicate, process ends, image status updated
117
118

This background process compares the invoice to other invoices that have been entered through
the index process. It also compares the invoice to SAP documents, both parked and posted.
The logic tests both PO and Non PO invoices. If the Vendor sends and invoice with a PO number
and then sends one without a PO number, the Non PO test will find the duplicate based on other
criteria.
VIM duplicate checking is more robust than the default SAP duplicate check. SAP is limited to
duplicate checking within a single company code.
You can configure VIM to use multiple evaluation formulas.
The standard logic compares PO number, Amount, Company Code and Vendor Number and
Amount.
Database fields:
Document Date in Document BLDAT
Posting Date in the Document BUDAT
Purchasing Document Number EBELN
Different Invoicing Party LIFNR
Gross invoice amount in document currency RMWWR
Reference Document Number XBLNR
The Duplicate Analyst has the choice to confirm the invoice is a duplicate. If confirmed as a
duplicate, the workflow ends.
If the invoice is not a duplicate, the Duplicate Analyst must change the invoice information so the
workflow can continue. Typically, this means changing the Reference (invoice number) field
according to a pre-established business rule, such as adding A to the end of the Reference
number.
14-8
250
Business Rules
Determine Document Type
PO invoice with OCR
PO invoice without OCR
Non PO invoice with OCR
Non PO invoice without OCR
Determine Process Type

Process type may
Route to others to correct data
Park the invoice
Post the invoice

The process type controls the exception processing screens and available options on the
Dashboard.
An exception is also a process type.
14-9
SAP Document Creation

Configure document creation as background or foreground processing
If basic metadata (index data) collected, can automate SAP document
creation
If only header data indexed, system parks document
Sophisticated infrastructure pre-populates the SAP create transaction

with the metadata
OCR system
Recognizes line item and matches, the system automatically posts document
Only recognizes header information, the system parks document

After document scanning and OCR processing, the captured invoice data passes to the OT SAP
index tables for further processing. VIM extracts additional data based on the OCR input. For
example, OCR provides the PO number and VIM determines the company code and vendor
information from the PO.
The VIM logic determines the next process step. If the selected data is invalid, such as the vendor
number, VIM routes a workitem to the appropriate user to correct the index data.
If the index data is valid, the business logic determines if the invoice should be posted, or parked
and routed for problem resolution.
14-10
250
Exception Handling Process: PO Invoice

Exceptions are handled throughout the invoice lifecycle
These exceptions are handled before system can create SAP document
Duplicated invoices
Invalid Vendor Master
Invalid PO number or PO closed
Data discrepancies are handled when invoices are parked

Invoice data do not match PO data
Special topics such as freight, tax, service entry
Invoice matching (Invoice, PO and GR) failures are handled by posting

the invoice but block for payment

14-11
Exception Handling Methods

Collaboration
Refer for action: request someone to take an action, such as change the PO
Refer for information: request someone to provide information
Correct data in SAP using SAP transaction

Create and/or Change PO
Create and/or Change Goods Receipts
Create and/or Change Vendor Master
Process invoice
Cancel the invoice
Cancel and re-enter with new information
Short-pay invoice
Pay the invoice as-is

14-12
250
Dashboard
Change PO
Create New PO
Refer to AP to Post invoice
Dashboard
AP
Buyer
Swimlane Example PO Invoice Exception
Post Invoice
Refer to Index w/comments
Refer to Buyer to take action
Scan
Indexer
A
B
Dashboard
Enter Index
Refer to other for information
Scan
Invoice

A swimlane is a visual representation of the roles involved in the business process and the process
steps. It shows the handoffs that are made and the options that are available to each role at each
step.
Each role is listed on the left has its own horizontal swimlane. A role is a physical person, such as
a buyer or AP processor, or a Background process that occurs without human intervention.
related swimlanes to determine how the process works and exactly where the change will take
documentation.
14-13
PO Invoice Exception Process Flow

Block or
Park
invoice
Inbox Work
Item list
VIM Dashboard
User
Interface
Click
Open
Workitem
Click
[Option]
Authorize
Role
resolution
Initiate
role
resolution
SAP transaction
screen
Determine
routing &
actions
Save
change
User
Actions
Action
Refer
Determine
next user (all
options)
Functions
inside SAP

Exception Resolution Workflow provides a highly flexible, yet simple 3-step process:
1. Determine routing and actions: starts when the invoice is blocked or parked. Using custom
table entries, workflow determines the correct user who is to take action on the item. You may
set up a wait state in some situations, for example, when an invoice is received before the
goods receipt is posted.
2. Present the processing options: The Process Selection Screen displays. It is a custom dialog
developed by Open Text to present all the information needed to handle an invoice exception:
Line item information for the invoice, the purchase order, and the goods receipt
Options to display the full invoice, P.O., and receipt
Available actions display in the center portion of the screen.
A log or history of previous activity displayed in the lower portion of the screen
3. Take action: Referral is used to gather relevant information from another department. For
example, an item with a quantity block may be referred to receiving to verify the accuracy of the
goods receipt.
Action is the SAP transaction that may executed to resolve a blocked or parked invoice
item. Examples of actions include Change PO, Change Goods Receipt, and Cancel Invoice.
Authorization is used when one department authorizes another department to take an
action. For example, purchasing can authorize AP to short pay an invoice.
After an action or authorized action occurs, the invoice is checked to see if the exception has
been resolved. If so, workflow ends. If an exception still exists, the process continues until the
exception is resolved.
For each invoice exception, you determine:
Who should take action?
What are the possible actions?
When the action should occur?
14-14
250
SAP Documents
Parked invoice document
Temporary document
AP processor can change and post
SAP assigned document number becomes real number if posted
If document not needed, AP processor can delete
Posted invoice document

Can only change free-form text fields
Related documents such as POs or good receipts may be created or
changed to effect the invoice
If document not needed, must cancel (PO invoice) or reverse (non-PO
invoice)

A parked document is a temporary, changeable document that does not update the General
Ledger accounts payable liability account or offsetting G/L accounts. However, the amounts are
included in the line item display in the associated vendor account detail.
At any time, accounting can use the VIM liabilities (VAN) report to determine the potential A/P
liability. A parked document can span months. That is, it may be created in a different month than it
is eventually posted in as long as the months do not cross fiscal years. This is due to SAP
constraints. VIM includes a year end program to close outstanding parked documents at year end
and move them to the new fiscal year.
Best practices recommend that all parked document be resolved before year end close.
If a parked document is not needed, it can be deleted. This effectively removes the document from
the SAP database.
After a document is posted, it is not possible to change any fields except free form text fields. This
is standard SAP. If a document was posted in error or contains incorrect information, it must be
cancelled (PO invoice) or reversed (non-PO invoice) to negate the affect. This cancellation or
reversal creates a new document that contains the opposite postings from the original invoice.
14-15
Baseline Exception Handling

Pre-configured processes out-of-box
Builds rules into system to standardize business processes to simplify
invoice resolution
Collaboration within SAP means clear audit trails, adherence to
business rules, shorter resolution time
Limited configuration necessary at installation time using baseline wizard
Default installs all exceptions
Turn off individual exceptions at installation as required
Role resolution selection from pre-defined options
Core VIM
Functions

Baseline configuration means a rapid implementation time, saving you time, money and resources.
VIM also includes a implementation guide (IMG) that experienced SAP users will find easy to use.
Exception processing will
14-16
Improve internal efficiency
Focus A/P on knowledge-based work
Capture early payment discounts
Minimize late payment charges
Allow buyers to negotiate better terms with vendors
Identify common exception reasons, problem vendors
250
Baseline Exception Handling: Blocked Workflows

Blocked PO invoice line item workflow
Handle invoices that posted but block for payment
Price and Quantity blocks are set at line item level
Each line and each blocks will trigger a own workflow instance
Blocked PO invoice header level workflow

Handle header level actions, such as cancel invoice
Triggered by authorization from line item workflows
Authorizations for all line item workflows are consolidated and trigger only
one header level workflow
Core VIM
Functions

Line item:
different lines with information about specific e. g. products;

row of a table
14-17
Baseline Exception Handling: Reason Codes

Determines process flow and control
Determines the responsible parties and their available options
Resolution options are:
Action
Authorization
Referral
Core VIM
Functions

The parking reason controls how the document exception is processed and the roles involved.
Options are:
Action make a change or launch an SAP transaction (I can do it)
Referral send work item to another role (someone else will do something)
AuThorization give A/P permission to do something with the invoice such as delete or short-pay
To easily remember these 3 options, think ART
Multiple reason codes may be valid for the same document. Each reason must be resolved before
A/P can post the document. An option will only display when the user has authorization to the
underlying SAP transaction.
If an invoice was parked, A/P has to either post the invoice or delete the parked invoice to end the
workflow.
14-18
250

Blocked PO invoice exception
reasons:
Price Discrepancy
Quantity Discrepancy
Date Discrepancy
Parked PO invoice exception reasons:

PO Invoice Approval
Vendor Audit Required
Vendor Maintenance Required
Vendor Mismatch
Service Entry Required
Currency mismatch
UOM Mismatch
Freight on Invoice
Tax Audit Required
DP PO invoice exception reasons:

Invalid PO Number
Invalid Vendor Number
Invalid UOM
Invalid Currency
Suspected Duplicate
PO not released or incomplete
Unable to match PO lines
Core VIM
Functions

It is possible for an invoice to have both an price and quantity block. Each block must be resolved
and removed before the invoice will be included in the automatic payment program.
Using a Delay
Because a vendor invoice is often received and posted before the related Goods Receipt is
posted, you may configure a delay (a number of days) to control the workflow so the GR
may catch up with the invoice. The workflow process will start but will be placed in a wait
mode for a pre-specified number of days.
If the goods receipt quantity offsets the invoice quantity during the wait period, the quantity
block is removed and the workflow will end without notifying a user.
If the time passes without the offsetting goods receipt, the wait mode is terminated and the
system will notify the appropriate user.
14-19
PO Invoice Exception Roles

Scan operator
Indexer
Duplicate Analyst
Buyer (PO)
Requisitioner or Requestor
Receiver (PO)
Vendor Maintenance
Contract Agent
Tax Analyst
Core VIM
Functions
that meet your requirements if needed.
Who is involved in this process?
You will remember from the Overview section that every VIM user must be associated to a role.
PO invoice processing shares roles with non-PO invoice processing. The roles it does not share
are
Buyer
Creates and maintains the PO
Resolves price related exceptions
Requisitioner
Creates the SAP requisition or the user ID the Buyer enters in the PO
Receiver
Posts the goods receipts and related reversals as required
Contract Agent
Negotiates and maintains contracts
May be the same user as a buyer but is a different role
Information Provider
14-20
Receiving role for option Refer for Information
Person who knows all
250
Maintenance Item Parking Reasons

TCode: /OPT/SPRO
PO Based Invoice Configuration
Parked
Invoice Processing Configuration
Park Reason Maintenance
Parking Reason Definition Maintenance
RemoveActive
ActiveIndicator
Indicatoras
asrequired
required
Remove

Active Object Indicator for Park Reason - PO
Indicated which reason should be checked
If this field is not set, the Parking Reason cannot be used in Invoice Processing Workflow.
In the background all actions would be recorded to a log, so that is possible later to find out
why the invoice would be parked
14-21
Maintenance Item Block Reasons

TCode: /OPT/SPRO
Blocked
Block Reason Maintenance
Block Reason
Definition
Removeblock
blockreasons
reasonsas
asrequired
required
Remove

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250
Maintenance Item Block Reasons: Details

14-23
Maintenance Item Rollout Criteria (Parked)

TCode: /OPT/SPRO
Parked
Rollout Criteria (Workflow Start
Conditions)
Allowed Company Codes; Plants, Doc Types

In earlier versions of VIM only Plants and Document Types allowed!
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250
Maintenance Item Rollout Criteria (Blocked)

TCode: /OPT/SPRO
Blocked
Rollout Criteria (Workflow Start Conditions)
Allowed Company Codes; Plants, Doc Types

In earlier versions of VIM only Plants and Document Types allowed!
14-25
Maintenance Item Process (Dashboard) Options

(Parked/Blocked)
TCode: /OPT/SPRO
PO Based
Invoice Pocessing Configuration
Parked Reason Maintenance
Process Option Definition
Dashboard options can be displayed here
Display BDC ID configuration through Menu Path: Maintain BDC Procedures

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250
Customization Item: Dashboard Options

(Parked/Blocked)
Option Types
A - Action Execute transaction
R - Referral Send workitem to others
T - Authorization authorize others to execute the transaction
1 - Approve Internal use only
0 - Reject internal use only
B - BDC Action execute transaction using BDC
W - Workflow Task internal use only
NOTE: Select this

option to show
technical keys in
dropdown lists

14-27
Maintenance Item User Process (Dashboard)

Options (Parked/Blocked)
TCode: /OPT/SPRO
Parked
Technical Configuration
Advanced Process Option Configuration
PSS User Process Options
OST
Dashboard options assigned by Role and Exception Reason
BLOCKRSN:11==Price,
Price,22==Quantity,
Quantity,33==Date,
Date,99==PO
POParked
Parked
BLOCKRSN:

In case of an Blocking Reason (BLOCKRSN), e.g. 2 = Quantity,

it comes from Responsible Party (Resp Party), e.g. AP_PROCESSOR
and go to Responsible Party (Resp Party), e.g. INFO_PROVIDER
to solve the Blocking Reason.
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250
Maintenance Item Delay Logic (Parked/Blocked)

Delay logic can be configured to delay the start of VIM PO Invoice
exception workflows
Typically for Quantity Discrepancy scenarios
TCode: /OPT/SPRO
Blocked
Block Reason Maintenance
Block Reason
Definition
CustomizeDelay
DelayFM
FMorordefine
defineentries
entriesinin
Customize
/PTGWFI/F_SHPCON
/PTGWFI/F_SHPCON

14-29
Maintenance Item Dynamic Columns

(Parked/Blocked)
TCode: /OPT/SPRO
PO Based Invoice Configuration Parked Invoice
Processing Configuration
SAP Inbox Configuration
Dynamic Column
Configuration (PO Parking)
Define for Tasks:
TS00275262 (PO Parked)

TS00275265 (PO Blocked)
TS00275267 (PO Blocked Header)
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250
Maintenance Item Workitem Text

(Parked/Blocked)
TCode: /OPT/SPRO
PO Based Invoice Configuration Parked Invoice
Change Task Titles
Define for Tasks:

TS00275262 (PO Parked)
TS00275265 (PO Blocked)
TS00275267 (PO Blocked Header)
14-31
Maintenance Item Image Display

(Parked/Blocked)
TCode: /OPT/SPRO
PO Based Invoice Configuration Parked
Image
Display
Image Display Function
Define custom display FM if required

14-32
250

Event Linkage (SWE2)
BADI (PO Parked)
Receiver Function Modules
Binding Function Modules
Parking data collection subscreens
Dashboard screen replacement
Initial Actor Function Modules
Option Condition Function Modules
Custom Object Attributes
configuration guide included with Installation package sent by
Open Text
14-33
Exercise: Parking Reasons and Process Options

1. Deactivating baseline parking reasons
PO Based
Invoice Configuration
PO Based Invoice
Park Reason
Maintenance
Parking Reason Definition
Maintenance
1. Park a PO Invoice and notice the reasons in
VIM parking reason screen
2. Select a parking reason and remove the
Active Indicator flag
3. Park another PO Invoice and notice the
missing reason code
4. Go back and Re-Activate the parking reason
2. Changing Dashboard Options text

PO Based
Invoice Configuration
Parked Reason
Maintenance
Note the Option text field is in change mode

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250
15 Non PO Invoice Exception

Processing
Slide 1
15-1
Topics: Non-PO Invoice Exception Handling

Non PO Invoice process flow
Baseline exception handling
Non PO Invoice exception roles
Maintenance Items
Non PO Invoice Exception Processing Slide 2

15-2
250
SAP Non-PO Invoice Processing
Approve / Reject
No
Approval
Approval
Required
Financial
Document =
Master Data
Exception
Manual
Exception
1. A Requestor orders goods or services without a Purchase Order.

2. When the material is received, no goods receipt is entered in the system.
3. Typically approval is required by the Requestor and possibly other management to ensure
goods or services were received.
4. Accounts Payable posts the vendor invoice through Financial Accounting.
15-3
Non-PO Invoice Process Flow

Scan
OCR interface
With OCR
Enter Index
in Dashboard
Approve
invoice
Without OCR
Validate OCR
metadata
Background:
check for
duplicate
Background:
Apply
business rules
Post invoice
Exceptions
Invalid data vendor
Invalid currency
Invalid requestor ID
Suspected
duplicate invoice
Unable to auto park

Approval required
Vendor maintenance required
Vendor audit required
Tax audit required
Non PO Credit Memo
(see appendix)
As with the PO invoice process, exceptions may occur throughout the non-PO invoice process.
A big difference between non-PO and PO invoice processing is it is not possible to initially
recognize line items in the non-PO process even if you use OCR.
15-4
250
OCR Considerations: Non-PO Invoice

Communicate with vendor to provide correct data on invoice
Decide how to determine company code
Determine requestor from data on invoice
Used to initiate the approval process
Determine from user email address (preferred) on invoice
Determine from user ID on invoice

The OCR software passes information to SAP to determine the document type. These rules in
SAP determine the invoice type:
Non PO invoice if no PO number found.
Credit Memo Non PO if the term Credit Memo, Credit Note or Adjustment Note is found with
an Employee ID, and PO Number or Delivery Note Number not found.
Your OCR software vendor will work with you to map vendor invoice data to the SAP fields.
15-5
Indexing Considerations: Non-PO Without OCR

How to organize indexers
Shared services
Scan location
Data entry role, not coding

Data may automatically pre-populate index screen
Company code (if presorted)
Document type
Data entry date

With OCR exceptions go to the Indexer if data fails validation.

After scanning, the image ID is passed to SAP and the document processing workflow starts. The
User views the image in SAP to enter additional index data.
This data are used in VIM Suspected Duplicate testing, auto parking selected invoices, and to
route the SAP document to Accounts Payable for review and completion. The indices should only
contain sufficient data to initiate the process so as not to slow down the process.
The user who enters the indexing data can be based on selected organizational unit (SAP ID or
Position) and / or company code. The index is completed inside of SAP. The user can look up data
as needed in the associated field search. (F4)
Standard SAP data validations apply.
A complete list of fields that can be captured is in Appendix A.
The manually entered index data and data passed from OCR are stored in Open Text index tables
and start the business rule processing execution.
15-6
250
Duplicate Check: Non-PO

Compare index data to
In-process documents in SAP and Open Text tables
Posted documents
If a possible duplicate, process routes to duplicate analyst

Duplicate analyst handling
Confirm as duplicate and end workflow
Confirm not duplicate and continue workflow
Change index and check for duplicate again
Can configure VIM process with multiple evaluation formulas

Standard SAP duplicate checking applies
119
181
=
In the background, the process compares selected values to previously processed invoices. The
previous invoices are those currently in process, those stored in the Open Text tables, and posted
in SAP.
If the invoice is a possible duplicate, the process auto parks the invoice and routes the invoice to
the duplicate analyst.
The standard logic compares Amount, Company Code and Vendor Number and Amount,
Company code, Reference Number and Vendor Number as a second comparison logic. The user
notified of the potential duplication will have the choice to confirm the invoice as a duplicate or not.
If it is a duplicate, the workflow will end.
If it is not a duplicate, the process will continue.
15-7
Dashboard
Change Vendor master

Create New Vendor
Refer to AP
Dashboard
AP
Vendor
Maintenance
Swimlane Example Non-PO Invoice Exception
Post Invoice
Refer to Index w/comments
Refer to Vendor maintenance
Scan
Indexer
A
B
Dashboard
Enter Index
Refer to other for information
Scan
Invoice

Remember the swimlane? It is used for both PO and non-PO invoice processing.
A swimlane is a visual representation of the roles involved in the business process. It shows the
handoffs that are made and the options that are available to each role.
Each role is listed on the left has its own horizontal swimlane. A role may be a physical person,
such as a buyer or AP processor, or it may be a Background process that happens without human
intervention.
related swimlane to determine how the process works and exactly where the change will take
documentation.
15-8
250
Non PO Invoice Exception Process Flow
Inbox Work
Item list
Park
invoice
VIM Dashboard
SAP transaction
screen
User
Interface
Click
Click
[Option]
Open
Workitem
Authorize
Refer
Save
change
User
Actions
Action
Role
resolution
Initiate
role
resolution
Determine
routing &
actions
Determine
next user (all
options)
Functions
inside SAP

15-9
SAP Documents
Temporary document
AP processor can change and post
SAP assigned document number becomes real number if posted
If document not needed, AP processor can delete

A parked document is a temporary, changeable document that does not update the General
Ledger accounts payable liability account or offsetting G/L accounts. However, the amounts are
included in the line item display in the associated vendor account detail.
At any time, accounting can use the VIM liabilities (VAN) report to determine the potential A/P
liability. A parked document can span months. That is, it may be created in a different month than it
is eventually posted in as long as the months do not cross fiscal years. This is due to SAP
constraints. VIM includes a year end program to close outstanding parked documents at year end
and move them to the new fiscal year.
Best practices recommend that all parked document be resolved before year end close.
If a parked document is not needed, it can be deleted. This effectively removes the document from
the SAP database.
After a document is posted, it is not possible to change any fields except free form text fields. This
is standard SAP. If a document was posted in error or contains incorrect information, it must be
cancelled (PO invoice) or reversed (non-PO invoice) to negate the affect. This cancellation or
reversal creates a new document that contains the opposite postings from the original invoice.
15-10
250
Baseline Exception Handling

Pre-configured processes out-of-box
Builds rules into system to standardize business processes to simplify
invoice resolution
Collaboration within SAP means clear audit trails, adherence to
business rules, shorter resolution time
Limited configuration necessary at installation time using baseline wizard
Default installs all exceptions
Turn off individual exceptions at installation as required
Role resolution selection from pre-defined options
Core VIM
Functions

Baseline configuration means a rapid implementation time, saving you time, money and resources.
WIM also includes a implementation guide (IMG) that experienced SAP users will find easy to use.
Exception processing will
Improve internal efficiency
Focus A/P on knowledge-based work
Capture early payment discounts
Minimize late payment charges
Allow buyers to negotiate better terms with vendors
Identify common exception reasons, problem vendors
15-11

Determines process flow and control
Determines the responsible parties and their available options
Resolution options are:
Action
Authorization
Referral
Core VIM
Functions

The parking reason controls how the document exception is processed and the roles involved.
Options are:
Action make a change or launch an SAP transaction (I do it)
Referral send work item to another role (someone else will do something)
auThorization give A/P permission to do something with the invoice such as delete or
short-pay
To easily remember these 3 options, think ART
Multiple reason codes may be valid for the same document. Each reason must be resolved before
A/P can post the document. An option will only display when the user has authorization to the
underlying SAP transaction.
If an invoice was parked, A/P has to either post the invoice or delete the parked invoice to end the
workflow.
15-12
250

Parked Non PO invoice exception reasons:
Non PO Invoice Approval
Vendor Maintenance Required
Tax Audit Required
DP Non-PO invoice exception reasons:

Invalid Vendor
Invalid Currency
Invalid Requester ID
Suspected Duplicate
Unable to determine Company Code
Non-PO Credit Memo Processing
Non-PO Expense Type
Core VIM
Functions
Pre-approved
15-13
Non PO Invoice Exception Roles

Scanner
Indexer
Duplicate Analyst
Originator or requestor
Coder
Approvers
One or more based on invoice amount and other criteria

Vendor Maintenance
Tax Analyst
Core VIM
Core VIM
Functions
Functions

that meet your requirements if needed.
You will notice that non-PO invoice processing shares some of the PO invoice processing roles.
Roles that are different are:
Originator or requestor
Must be included on the invoice as user ID, name, email address etc.
In baseline it is the same user as the first approver
Coder
In baseline, it is the same user as the first approver/ Cost Center
Approvers
15-14
One or more based on the chart of authority (discussed later)
250
Maintenance Item Parking Reasons

TCode: /OPT/SPRO
Non PO Processing
Configuration
Maintenance
Non PO Parking Process

Parking Reason
NOTE:Active
ActiveIndicator
Indicator
NOTE:

15-15

15-16
250
Maintenance Item Rollout Criteria (Parked)

TCode: /OPT/SPRO
Non PO Processing
Configuration
Rollout Criteria (Workflow Start Conditions)
Allowed
Company Codes; Plants, Doc Types

15-17
Maintenance Item Process (Dashboard) Options

(Parked)
Dashboard options can be modified (ex: text label) or created
May require BDC ID configuration through Menu Path: Maintain BDC
Procedures
TCode: /OPT/SPRO
Non PO Processing
Configuration
Parked Reason Maintenance
Process Option
Definition

15-18
250
Customization Item: Dashboard Options

(Parked/Blocked)
Option Types
A - Action Execute transaction
R - Referral Send workitem to others
T - Authorization authorize others to execute the transaction
1 - Approve Internal use only
0 - Reject internal use only
B - BDC Action execute transaction using BDC
W - Workflow Task internal use only
NOTE: Select this

option to show
technical keys in
dropdown lists

15-19
Maintenance Item User Process (Dashboard)

Options (Parked)
Dashboard options assigned by Role and Exception Reason
TCode: /OPT/SPRO
Non PO Processing
Configuration
Advanced Process Option
Configuration
PSS User Process Options - OST
BLOCKRSN:VV==Non
NonPO
POParked
Parked
BLOCKRSN:

15-20
250
Maintenance Item Delay Logic (Parked)

Delay logic can be configured to delay the start of VIM Non PO Invoice
exception workflows
TCode: /OPT/SPRO
Non PO Processing
Configuration
Maintenance

Parking Reason
CustomizeDelay
DelayFM
FM
Customize
15-21
Maintenance Item Dynamic Columns (Parked)

TCode: /OPT/SPRO
Non PO Processing
Configuration
Dynamic Column
Configuration (Non PO)
Define for Tasks:

TS00275260 (Non PO Parked)

15-22
250
Maintenance Item Workitem Text (Parked)

TCode: /OPT/SPRO
Non PO Processing
Configuration
Change Task Titles
Define for Tasks:

TS00275260 (Non PO Parked)

15-23
Maintenance Item Image Display (Parked)

TCode: /OPT/SPRO
Non PO Processing
Configuration
Image Display
Image
Display Function Non PO
Define custom display FM if required

15-24
250

Event Linkage (SWE2)
BTE (Non PO Parked)
Receiver Function Modules
Binding Function Modules
Parking data collection sub screens
Dashboard screen replacement
Option Condition Function Modules
NOTE: Please refer to step by step detailed and up to date configuration guide included with Installation package sent by Open Text
15-25

Non-PO Invoice Process Flow without
OCR including Scanning and Approval
Working with your partner, put the

process steps in order including
where exceptions are processed
and the invoice rejection flow
Step
Step
Step
Step

15-26
250

1. Deactivating baseline parking reasons
Non PO
Processing
Configuration
Parking Reason Maintenance
1. Park a Non PO Invoice and notice the
reasons in VIM parking reason screen
2. Select a parking reason and remove the
Active Indicator flag
3. Park another Non PO Invoice and notice the
missing reason code
4. Go back and Re-Activate the parking reason
2. Changing Dashboard Options text

Non PO
Processing
Configuration
Note the Option text field is in change mode

15-27
15-28
250
16 Invoice Approvals
Slide 1
Invoice Approvals
16-1
Chapter Topics
Overview
VIM Invoice Approval Roles
Chart of authority
Web Approvals
Tools and scheduled jobs
Invoice Approvals Slide 2

16-2
250
Overview
Invoice Approval is a VIM component that enables users to perform
coding, approving and rejecting of invoices
Designed specifically for invoices to pass hierarchical approvals
For Non-PO invoice, collect entered accounting assignment (coding)
Supported interfaces:
SAP GUI
SAP Enterprise Portal (Universal Worklist)

For a Non-PO invoice, the first approver is generally the requestor.

The requestor can enter the account assignment data (coding) or the coder may be a dedicated
AP role.
Invoice Approvals
16-3
Non-PO Invoice Approval Process

Submit for
Coding and
Approval
Reject
Coder enters
account
assignment
(coding)
Reject
Additional
Approvers
if required
Requestor
reviews
Approve
Approve
Post
Approve
Return to
A/P
No
Auto
Post?
Yes
Posted by AP if Auto post is not set

VIM automatically validates approval limits and continues sending the work item up the hierarchical
chain to reach the user with the appropriate authorization level. VIM logs and monitors the routing
process so you can associate time with each activity and generate reminders as needed.
All Non-PO invoices are coded, validated that the goods or services were received as billed, and
approved based on the approval matrix. After all steps are complete, the parked invoice is auto
posted or routed to Accounts Payable for posting.
16-4
250
Invoice Approval Swimlane

The above diagram discusses the Invoice Approval process that was delivered with VIM baseline.
This gives you a general understanding of the Non-PO approval process from the users
perspective. This discusses the process options that are available for each actor such as Coder.
Invoice Approvals
16-5
VIM Invoice Approval Roles

Coder
Enters accounting data to allocate cost
Approve coding only, not invoice
Invoice Requester
After coder completes coding, approves invoice
Verifies that accounting data was entered correctly by the coder
Subsequent approvers cannot change coding
Invoice Approver (or Approvers - IT, Facilities, HR)

Approve invoice until approval process is complete
If rejected, must enter comments for rejection reason
AP Processor
If Requestor rejects invoice, resubmit invoice for approval or change parking
reason

You can include account assignment fields as required for the G/L account being posted to. The
following fields are included in the baseline:
G/L Account, Cost Center, Internal Order, WBS element
Profit Center, Plant, Material, Earmarked fund
Item Text, Tax Code, Tax Jurisdiction Code
You must create lookups by downloading data from SAP periodically to the Open Text tables. This
could easily be set up as an automatic job.
Approval Process Actions:
Approve
One or more approvers based on invoice amount and other criteria
Reject: return to previous level. Examples:
Coder rejects return to A/P
1st approver rejects return to coder
Approver Options
16-6
Enter coding and approve
Approve and forward to different user to enter coding
Forward to different user to approve and enter coding
Authorize A/P to make changes
250
User Interface: VIM Dashboard Invoice Approval

ParkedDocument
DocumentInformation
Informationshows
shows
Parked
header
data
and
links
to
original
documents
header data and links to original documents
CodingBlock
Blockallows
allowsfor
forallocation
allocationofofcosts
costs
Coding
to
GL
Accounts
to GL Accounts
ProcessHistory
Historyincludes
includesuser
userComments
Comments
Process
log
and
history
of
previous
actions

Invoice Approvals
16-7
Accessing the Invoice Approval SAPGUI interface

The options to perform coding, approving, and rejecting the invoice are
role based or delegated based on configuration
You can perform the aforementioned tasks if you:
are assigned as Coder, Requestor, Approver, Account Payable
have workitem is under Approve Invoice task and is waiting for approval with
title Invoice <nnn> is waiting for approval
Double click on the workitem from your inbox to display the Invoice
Approval screen

To access your inbox click on SAP Business Workplace button (icon next to Inbox above) and
navigate to Inbox->Workflow and select the Grouped By folder you wanted.
16-8
250
Invoice Approval SAPGUI Entry Screen

This is the general screen for Invoice Approval

View Invoice Image: Displays the scanned image. It will invoke the Image Viewer that was
installed and configured on your desktop.
SAP Invoice: Displays the original SAP invoice
Unified Dashboard: Will start the Open Text Unified Dashboard
Additional Details tab: Will show more details about this invoice
I will enter accounting information: Display Coding section
I want someone else to enter accounting information: Display Delegation section
Add Comments: Allow you to enter comments
Approve: Display Approve section
Reject: Display Reject section
Return to Inbox: Return to SAP Workplace Inbox
Invoice Approvals
16-9
Invoice Approval SAPGUI Coding

If you are assigned to perform coding, click on I will enter accounting
information to perform coding

Please consult with your Account Payable department for further detail on the information that you
need to enter Account Information.
16-10
250
Invoice Approval SAPGUI Delegation

To have someone else to code the invoice, click on I want someone
else to enter accounting information
Click on Name Search and select the user you want to do coding
Click on Approve to continue to the next screen and finish the process

Invoice Approvals
16-11
Invoice Approval SAPGUI Approve

To approve the invoice, click on Approve on the invoice approval screen
Enter comments in the Approve Confirmation page and click Continue to
approve the invoice and return to the inbox
Now this invoice will go to the next approval if any, be posted, or will be
routed back to accounts payable for more processing depending on the
configuration

16-12
250
Invoice Approval SAPGUI Reject

To reject the invoice, click on Reject on the invoice approval screen
Enter comments in the Reject Confirmation page for rejecting and click
Continue to reject the invoice and return to the inbox
You may also need to choose a rejection reason if it is presented to you
Now this invoice will go back to previous approver if any or will be routed
back to accounts payable for more processing depending on the
configuration

Invoice Approvals
16-13
Invoice Approval Email

If the system is configured to send an email when there is a new invoice
that is waiting for approval, the user will receive an email similar to the
above email

You can configure the e-mail notification as a standard text in SAP (SO10 transaction). Set the text
name to INVOICE_APPROVAL_NOTIFICATION.
16-14
250
Chart of Authority (COA)

Main repository of Approval Hierarchy
Determine first approver and next approver by combinations of:
Company Code (specific or range)
Expense Type (marketing expense, utility)
Cost Objects (G/L account, Cost Center)
HR objects (Position, Job code)

Chart of Authority controls the approvers and their limits

Can determine user authorization by any combination of attributes above:
Expense Type such as marketing expense, utility
Cost Objects: Cost Center, project, G/L account
HR objects such as Position, Job code
Approval authority may be configured in different currencies. A single currency is designated as

the default currency. If the invoice is presented in a currency without approval authority configured,
it will be converted into the default currency. Built-in delegation mechanism
Invoice Approvals
16-15
Chart of Authority: Example

The baseline Expense Types are:
Standard
Utilities
Capital (to be capitalized)
Pre-approved
Technical approval (usually IT related)
You may configure other expense types as needed.

Use transaction /OPT/SPRO or /OPT/VIM_7CX1
16-16
250
Chart of Authority Maintenance (1)

Execute TCode: /OPT/VIM_7CX1
Step 1: Maintain User in Approver Details tab (including SAP user ID and
email address)

Table: /ORS/USERMAP
User mapping is critical to work with users from separate systems, such as Sap, .NET, Enterprise
Portal, etc. All user IDs have to be mapped to an internal OPT_USERID. The mapping is maintained in table /ORS/USERMAP and in the transaction /OPT/VIM_7CX1.
OpenText UId User Id (generated automatically)
Deleted
Check box indicating if the user is deleted from COA.
Manager Id
OpenText User Id of the user's manager. This must be an existing user in COA.
Last Name
Users last name
First Name
Users first name
Middle Name Users middle name (optional)
Department
User's department (optional)
Win Domain If implementing optional Invoice Approval .NET component: Windows domain.
Required if COA uses Invoice Approval .NET component and users are authenticated using Windows domain.
Windows_ID If implementing optional Invoice Approval .NET component: Windows Id. Maintain
it in conjunction with Win Domain. The Windows Id will be the domain user id.
Pers. No
Personnel number of the user
User Name
SAP User Id of the user
EP6 User ID
If implementing optional Invoice Approval Enterprise Portal component:
EP6 User Id. Required if COA is maintained using SAP Enterprise Portal
authentication instead of .NET Invoice Approval.
Email Addr.
User's email address. Identifying field for all COA users (approvers). This field
cannot be duplicated with existing users.
Name
Name, other form of user's address (optional)
Telephone # User's telephone number
Invoice Approvals
16-17
User details - Required fields
NET required:
Windows domain & Windows_ID
EP6 required:
SAP user ID & SAP Portal

16-18
250

Step 2: Maintain User Approval limit and associated Plant in COA Details
Tab

Values in table: /OPT/BL_APPCOA

UserObjID
Open Text User Id
Count
Internal generated number
Amount
Approving amount that the user is authorized to approve.
Currency
The currency that the user is authorized to approve.
Company Co
The company code that the user is authorized to approve.
Cost Center
The cost center that the user is authorized to approve.
WBS Element The WBS element that the user is authorized to approve.
Note: One user cannot have different approval limits for the same combination of org units
in the same currency. However the user can have different approval limits in different
currencies for the same combination of org units.
Invoice Approvals
16-19

Step 3: Maintain Coder to Requestor reference in Coder Details Tab
see next page for maintenance these view

Values in table: /OPT/BL_AP_CODER

Step is optional, only required if Coder and Requester different
16-20
Coder
User ID of the coder for this combination
Counter
Counter, cannot be modified.
Default
Select the check box to determine that the user is always a coder.
Requestor
Person who the invoice belongs to.
CoCo
The company code the coder is authorized to perform coding accounting

information for.
250
Maintain Coder Details View

open table /OPT/VIM_ZCONST in TCode: SM30
select in the maintain screen
Product Code: IAP
Constant: CODER_DETERMINING

Invoice Approvals
16-21
Maintain Coder Details View Constant Values

S (default)
View is not visible, System will give a
message
R Requester column/field
is available along with Coder, Counter
and Default columns/fields for
editing/display
C Company Code column/field

editing/display
B Both Requester and

Company Code column/field
editing/display

16-22
250
Customization Item: Selecting Approval Matrix

Fields
Table: /OPT/BL_T401
Maintain with TCode: SE16

Invoice Approvals
16-23
Configuring approver persona attributes

Maintain table /OPT/BL_AP_CONF in TCode: SM30

16-24
250
View to Configuration table for Coder & Approver

options

Invoice Approvals
16-25
Values of Configuration table for Coder & Approver

options
Note: For value description look in the Notes area of the page
APPROVAL_FLAG
Select this check box always.
CODING_FLAG
Select this check box to achieve that the approver is able to enter
accounting data.
CODING_DISPLAY
Select this check box to achieve that the approver is able to view
accounting data.
CODING_DELEGATE Select this check box to achieve that the approver is able to delegate the
coding to others.
16-26
CONFIGURATION
Select this check box to achieve that the approver can set the persona for
the next approver.
OVERRIDE
Select this check box to achieve that the approver can override the system
generated next approver.
LOOK_AHEAD
Select this check box to achieve that the approver is able to retrieve all the
approvers.
CUSTOM_FLAG1
Select this check box to indicate the expense type as read only.
CUSTOM_FLAG2
Select this check box to indicate the approver as a delegated coder.
CUSTOM_FLAG3
Not used
250
Exercise: Chart of Authority Maintenance

Execute TCode: SU01
Create a new SAP User,
e. g. copy your training account:
USER-##
Execute TCode: /OPT/VIM_7CX1

Select Display/Change button
Create new approver entry by entering:
Last Name, First Name, SAP User ID,
SAP portal name (e. g. test), Email
Address
Save new entry
Assign approval amount to newly
created approver
Save new entry

Invoice Approvals
16-27
Chart of Authority: Delegation (1)

Approver may delegate other user as approver
Must have same authorizations limits as original approver
Delegate has effective start and end dates
Invoices sent directly to delegates Inbox

Approval audit trail
Log shows delegate on behalf of original approver



16-28
250
Chart of Authority: Delegation (2)

TCode: /ORS/MAIN_SUBS
1
2

1. Select user to map

2. Substitutes with
3. Selected another user and
4. activated (Status = X) this user and set the time range for substitution.
Invoice Approvals
16-29
Enter Account Assignment (Coding)

Coding allocates invoice to G/L account and cost object if required
Coding fields are configurable
Coding validated in two steps
When coding saved, validated against SAP master data and application rules
Standard validation in SAP transaction FBV0, using BDC
If error occurs in either step, data not saved and error messages are passed
back to Web or SAP
G/L account,
Cost center,
Description

Coding is validated against SAP master data that includes G/L accounts and cost objects such as
Cost Center, internal order, WBS element.
Why is coding validated in 2 steps?
The first validation is completed outside of the SAP transaction. It verifies that the master data
exists and the required fields are completed.
The second validation does the same and also includes (client) customized SAP validations and
substitutions that are related to the FI transaction code. The VIM solution is not able to apply
customized validations or substitutions outside of SAP.
Example
The field status group for expenses requires a cost object (cost center, internal order or WBS
element) However, G/L 421000 requires internal order number as well as a cost center. This would
be a custom validation created through the IMG that is applied when the FI document is posted.
16-30
250
Maintenance Item Auto Post

TCode: /OPT/SPRO
Non PO Processing
Invoice Approval Process
Approval Workflow
Parking Reason Maintenance
(Select
Approval Required Parking Reason)
2
SetororRemove
RemoveAutopost
Autopost
Set
asrequired
required
as

Invoice Approvals
16-31
Customization Item: Credit Memo Document Type

TCode: /OPT/SPRO
Non PO Processing
Financial Processing
Credit Memo Document Type
Enterdefined
definedcredit
creditmemo
memo
Enter
SAP
document
types
SAP document types

16-32
250
Customization Item: Online Coding (advanced)

TCode: /OPT/SPRO
Non PO Processing
Online Coding
GL Configuration
ActivateFields
Fieldsas
asrequired
required
Activate

Invoice Approvals
16-33
Customization Item: Missing Coding Message

TCode: /OPT/SPRO
Non PO Processing
Online Coding
Message for missing coding
SettotoHard
HardError
Error CHECK_SP:ERROR
CHECK_SP:ERROR
Set
or
Warning
CHECK_SP:WARNING
or Warning
CHECK_SP:WARNING

16-34
250
Maintenance Item Currency and Language

TCode: /OPT/SPRO
User Experience
Non PO Processing
Multilingual
Supported Currency/Language
Setlanguage
languageand
andcurrency
currency
Set
values
values

Mainly used with Web Approval Pages
Invoice Approvals
16-35
Customization Item: Dynamic Columns

TCode: /OPT/SPRO
Non PO Processing
Non PO Approval
Parking Reasons
Dynamic Column
Configuration (Non PO)
Define for Tasks:

TS00275253 (Approvals)
16-36
250
Customization Item: Workitem Text (Parked)

TCode: /OPT/SPRO
Non PO Processing
Parking Reason
Non PO Approval
Change Task Titles
Define for Tasks:

TS00275253 (Approvals)

Invoice Approvals
16-37

BTE (Non PO Parked)
Parking data collection subscreens (first approver/coder)
Dashboard screen fields
Email Notifications
Custom approval hierarchy logic
Web approval page customization
NOTE: Please refer to step by step detailed and up to date configuration guide included with Installation package sent by Open Text

16-38
250
Invoice Web Approvals Overview

Supported web interfaces
SAP Enterprise Portal (Universal Worklist)
Standard SAP ITS Based Web GUI
Optional: Web component provided by Open Text
Users are authenticated by

SAP Enterprise Portal login

Invoice Approvals
16-39
Invoice Web Approvals Workflow Overview
Email next
Web Approver
with URL link
to Invoice list
Web Invoice
List
Click URL
in email
Next Approver
Confirmation
page
Invoice
Approval page
Click
Invoice
Number
Retrieve
User
Information
Retrieve
user
Invoice
List
Retrieve
Invoice
Detail
Call when
page
initially
opened
Call when
page is
opened or
refreshed
Call when
page is
opened or
refreshed
Click
[Approve]
or [Reject]
Save
Coding
Call when
clicking
[Approve]
or
[Save]
Retrieve
next
approver
Call when
page is
opened
User
Interface
Click
[Continue]
Confirm
Next
Approver &
update log
User
Actions
RFC
Functions
inside
SAP
Call when
clicking
[Continue]

16-40
250
Invoice Web Approvals - Secure Logon
User logs into Sap Portal site with unique User ID and Password
User presented with Summarized List of invoices awaiting his users
action (Invoice List)
Invoice Approvals
16-41
Invoice Web Approvals SAP Portal (1)

Invoice List Page

16-42
250

Coding Page

Invoice Approvals
16-43

Approval Page
Override Approver (configurable)
Reject Page
Comments Mandatory

16-44
250

User Preference Page

Invoice Approvals
16-45
Approver Delegation
Approver may delegate another user as an approver
Must have same authorizations limits as original approver
A delegate has effective start and end dates
A delegate can be deactivated during validity dates
Invoices sent directly to delegates Inbox

Approval audit trail
Log shows delegate on behalf of original approver



16-46
250
Patches Web Approval

Backup configuration files
Uninstall old version
Remove virtual directories
Use installation tool to accept Default Installation
Replace configuration files with your backup

Because the Web approval program files are relatively small, as compared with other programs,
we do not use a patch in the generally accepted manner where a patch is an actual piece of object
code that is inserted into (patched into) an executable program.
When an update is required, you will complete a Web Approval re-installation using the
Configuration Tool. As long as you have a copy of your original configuration files, the process is
fast and easy to complete.
Invoice Approvals
16-47
Diagnostic and Utility Tools

Diagnostic to debug approval process: /ORS/VIM_DIAG
Reassign and Recall Utility: /ORS/UMREASSIGNED
Substitution Utility: /ORS/MAIN_SUBS
User Preferences: /ORS/USER_PREFER_T
Table: /ORS/USER_PREFER
Table: /OPT/BL_T401
Used to select the approval fields to be used in chart of authority
Table: /OPT/BL_AP_CONF
Used to configure approval screen attributes (coding, override etc.)
NOTE: Please refer to step by step detailed and up to date administration guide included with Installation package sent by Open Text

Set of diagnostic tools is available. You can use these tools to simulate the approval process.
16-48
250
Reassign and Recall Utility: /ORS/UMREASSIGNED
Reassign
Reassignthe
the
Approval
Approval
workitem
workitemto
toother
other
approver
approver
Create
Create
Substitute
Substitutefor
for
selected
selecteduser
user
Recall
Recallthe
theinvoice
invoice
to
toAP
APand
and
terminate
terminatethe
the
approval
approvalworkflow
workflow

Invoice Approvals
16-49
Substitution Utility: /ORS/MAIN_SUBS
An utility to centrally maintain

the substitution. Useful when
the approver is absent and
there is a need to delegate the
approval authority to others.

16-50
250
Exercise: Approvals
1. Recall and Reassign Approval Item
Execute TCode:
/ORS/UMREASSIGNED
Run without any variant data
Select an invoice under one approver
and REASSIGN button
Enter new approver from drop down list
2. Maintain Approval Substitutes

Execute TCode:
/ORS/MAIN_SUBS
Search for a user
Select: Select a substitute
Set new substitute and from and to
dates

Invoice Approvals
16-51
16-52
250
17 VIM Reports
Slide 1
VIM Reports
17-1
Chapter Guide
VIM Analytics (VAN)
VIM Reminder Report
VIM Liability Report
VIM Reports Slide 2

17-2
250
Topics VIM Analytics (VAN)

Overview
VIM Analytics (VAN)
Data collection and synchronization
Main Selection Screen
List of Fields Available for Selection
Report Results Screen

Individual Line Details (Document View)
Individual Line Details (Workflow View)
Customization Items
VIM Reports Slide 3

VIM Reports
17-3
Overview
VIM Analytics (VAN) provides users clear data report on their documents
with exceptions as well as the invoice exception workflows. It is intended
to give further ability to track the documents routed through SAP
workflows via the VIM solution.
VAN features include

Statistics on processing
Status report on process metrics
Use standard SAP reporting tools as needed
VIM Reports Slide 4

/OPT/VIM_ANALYTICS
This is not a productivity report, but a status report that shows various process metrics.
It shows the number of days until the invoice is due and so can help you manage due dates. A
negative in the Days to Due column means the invoice payment is overdue.
17-4
250
Questions answered by VAN

What types of problems do we see?
Who are the problem vendor?
How long does it currently take to approve invoices?
How has the cycle time changed in the last year?
Where are my bottlenecks?
Who is involved internally in resolving these problems?
What is the status of a particular invoice?
VIM Reports Slide 5

VIM Reports
17-5
VAN Information Reported

Statistics
Header level statistics: Number and Amounts
Group Statistics on Number of Invoices, Total Amounts and Average Cycle
times
Individual Invoice status

Header information
Image of original scanned invoice
Current workflow agent
Cycle time
Link to Open Text Unified Dashboard, SAP documents and Workflow
technical log
VIM Reports Slide 6

Transaction Code: /OPT/VIM_ANALYTICS

Support for Business Warehouse will be part of a future release.
17-6
250
VAN Report Views

Document View
Invoice centric reporting: vendor, payment due date etc.
One invoice per line
Workflow View
Workflow centric reporting: all tasks, current task and agent etc.
One workflow instance per line
TCode: /OPT/VIM_ANALYTICS
VIM Reports Slide 7

VIM Reports
17-7
VAN Report Fields: Document View

1. COMPANY_CODE Company Code
27. UPDATE_DATE
2. DOC_NUM
Accounting document number
28. UPDATE_TIME
Update date
Update time
3. FISCAL_YEAR
Fiscal year
29. BLOCK_REASON
Exception Reason
4. DOC_LINE
Document Line Item
30. LINE_AMOUNT
Doc Line Amt in Rpt
5. DOC_TYPE
SAP Document Type
31. GR_TOTAL_AMOUNT
Gross Amt
6. VENDOR_NUM
Vendor Number
32 GR_LINE_AMOUNT
Gross Line Amt
7. REF_DOC_NUM
Reference document number
33. GR_CURRENCY
Gross Currency
8. DOC_STATUS_CODE
Document Status
34. REASON_TEXT
Reason text
9. DOC_DATE
Document date in document
35. BAL_DAYS
Days to Due Day
10. EXCEPTION_DAT
Exception Date
36. OVERDUE_FLAG
Overdue
11. TOTAL_AMOUNT
Doc Amount
37. PO_DOC_NUM
Purchasing Document No.
12. DOC_CURRENCY
Doc Currency
38. PO_DOC_LINE
Purchasing Document Line
13. REVERS_DOC_NUM
Accounting document number
39. PLANT_NUM
Plant
14. REVERS_DOC_FY
Fiscal year
40. PURCH_GROUP
Purchase group
15. CREDITMEMO
Credit Memo flag
41. VENDOR_NAME
Vendor Name
16 . DOCID
DP Document Number
42 . BLOCK_PARK_FLAG
Block flag
17. DP_DOCTYPE
DP Document Type
43. DOC_STATUS
Document Status Text
18. DUE_DATE
Due date
44. POST_DATE
Post Date
19. ENTRY_DATE
Document entry date
45. OLD_DOC_NUM
Document number
20. ENTRY_TIME
Time of entry
46. OLD_FISCAL_YEAR
Fiscal year
21. START_DATE
Document entry date
47. OLD_COMPANY_CODE
Company Code
22. START_TIME
Time of entry
48. PROCESS_DURATION
Cycle Time
23. END_DATE
Document entry date
49. DP_PROCESS_TYPE
DP Process Type
24. END_TIME
Time of entry
50. RESCAN_REASON
Rescan Reason
25. PARK_REASON
Parking Reason
51. DELETE_REASON
Obsolete Reason
26. REQUISITIONER_ID
Requisitioner ID
52. TARGET_SYSTEM
System ID
VIM Reports Slide 8

17-8
250
VAN Report Fields: Workflow View

1. WI_ID
Work item ID
2. CURR_AGENT
Current Agent
3. CURR_ROLE
Current Role
4. WI_STATUS
Processing status of work item
5. MULTIPLE_AGENTS
Indicator that there are multiple agents
6. LAST_OPTION_TYP
Last selected Option Type
7. LAST_OPTION_ID
Last Selected Option ID
8. TASK_ID
Workflow Task ID
9. OPTION_TEXT
Last selected Option text
10. AGENT_FIRSTNAME
First name
11. AGENT_LASTNAME
Last name
12. WI_STATUS_TEXT
Workitem Status Text
VIM Reports Slide 9

VIM Reports
17-9
VAN Main Selection Screen

TCode: /OPT/VIM_ANALYTICS
Application Tool Bar
Selection Field Panel
Report Option Panel
VIM Reports Slide 10

All functions of the VIM Analytics are controlled via a common selection screen. Your screen might
look different as each user can decide on what selection fields to appear in the screen. There are
tree main sections: The Application Tool Bar, Selection Field Panel and Report Option Panel.
Here is the summary of each panel.
The Application Tool Bar has the following actions:
Execute
Get Variant
Invoke Additional Selection Criteria Screen
The Selection Field Panel is divided into the following sections:
Invoice Information
DP Data
Status
Vendor Information
Exception
Agent
Report Options
Approval Workflow
Other extensions (If any)
Additional Information (If selected by invoking Additional Selection Criteria)
The Report Option Panel included different selections:
17-10
View type
Status
Included fields
250
VAN Configurable Selection Screen

Start
StartVIM
VIMAnalytics
Analyticswith
with
/OPT/VIM_ANALYTICS
/OPT/VIM_ANALYTICS
Available
selection fields

VIM Reports
17-11
Report Results Screen

Header Section
This section is only visible if
Display Summary is
checked on the selection
screen (see previous slide)
ALV Grid - Document View

Results presented in a
document perspective i.e.,
irrespective of the number of
workflows.
ALV Grid - Workflow View
(not displayed) Results
presented in a workflow
perspective i.e., there will be
one record for each of
workflow that is started for a
document

There are essentially two modes or views in which this report can be run. Each of these views is explained in the following sections. Also,
during the output display, the users can toggle between the two views.
Header Section
This section is only visible if Display Summary is checked on the selection screen.
This section provides high level summary of all the documents in the system based on the selection criteria. This section is same for both
the Document View and Workflow View as the system considers all the information both document and workflow based. Information is
presented in a matrix format with various categories as rows and statistics as columns.
The statistics information is presented in
two main categories in the columns:
- PO based documents
- Non-PO based documents
Separate summary is presented for the following items:
- DP Items
- Total Open Invoices - Cancelled Documents
- Total Invoices
Three types of information is presented:

- Total Amount (in reporting currency)
- Total Invoice (count)
- Total number of workflows (count)
- Deleted Documents
- Credit memos
ALV Grid (Document View)

Document view presents the results in a document perspective i.e., irrespective of the number of workflows and exceptions that a document
might have passed through, this view counts the document once. At a high-level view will present the document Status, exception reason
and various other document related information.
How to run it
On the main selection screen, the Report Options panel, select Document View or Click on Document View at the list layout whenever
available.
ALV Grid (Workflow View)
Workflow view presents the results in a workflow perspective i.e., there will be one record for each of the workflows that are started for a
particular document. One of the main uses of this view is to look at who the current agent for a particular workflow in case the workflow is
still in process. Also process times, cycle times etc are presented as well.
How to run it
On the main selection screen, the Report Options panel, select Workflow View or Click on Workflow View at the list layout whenever
available.
17-12
250
Header Section
This section is only visible if Display Summary is checked on the report option panel.
This section provides high level summary of all the documents in the system based on the
selection criteria. This section is same for both the Document View and Workflow View as
the system considers all the information both document and workflow based. Information is
presented in a matrix format with various categories as rows and statistics as columns.
The statistics information is presented in two main categories in the columns:
PO based documents
Non-PO based documents
Three types of information is presented:

Total Amount (in reporting currency)
Total Invoice (count)
Total number of workflows (count)
Separate summary is presented for the following items:

DP Items
Deleted Documents
Total Open Invoices
Cancelled Documents
Total Invoices
Credit memos

VIM Reports
17-13
ALV Grids
ALV Grid (Document View)
ALV Grid (Workflow View)
Document view presents the results in

a document perspective i. e.,
irrespective of the number of
workflows and exceptions that a
document might have passed through,
this view counts the document once.
At a high-level view will present the
document Status, exception reason
and various other document related
information.
Workflow view presents the results in

a workflow perspective i.e., there will
be one record for each of the
workflows that are started for a
particular document. One of the main
uses of this view is to look at who the
current agent for a particular workflow
in case the workflow is still in process.
Also process times, cycle times etc
are presented as well.
How to run it:
How to run it:
On the main selection screen, the

Report Options panel, select Document
View or Click on Document View at the
list layout whenever available.
On the main selection screen, the

Report Options panel, select Workflow
View or Click on Workflow View at the
list layout whenever available.

17-14
250
Report Results Screen (continued)
Group statistics
options
Individual
invoice detail
Header level
statistics

/OPT/VIM_ANALYTICS
VIM Reports
17-15
VAN Report Data Collection

To improve report performance, data collected and cached in these
tables:
PO Invoice Header: /OPT/VIM_HD_PO
Non PO Invoice Header: /OPT/VIM_HD_NPO
PO Invoice Workflow: /OPT/VIM_PO_WIH
Non PO Invoice Workflow: /OPT/VIM_NPO_WIH
Document Processing Header and Workflow: /OPT/VIM_HD_DP

17-16
250
VAN Data Synchronization

Initial data load transaction: /OPT/VIM_RPT_DATA_LD
Updates data tables with history
Periodic update program: /OPT/VIM_RPT_SYNC_TABLES

Updates changes invoice made outside of workflow
Recommend run at least semi-daily (see Administration Chapter)

Because it is possible to make changes to parked and posted documents in native SAP, the VAN
tables must be updated with those changes. These changes include:
Parked document:
Changes to all the changeable fields including amount, account assignment, (coding), and text
fields
Posted document:
All the SAP change rules apply. Unless there are customer specific change rules in place, this
means the only allowable changes are to fields that do not update an account balance anywhere in
SAP. These are generally text fields.
VIM Reports
17-17
VAN Report Customization Items

Selection Screen Items
Copy template program /OPT/VIM_RPT_SEL_SCR_TEMPLATE to a Z* or Y* program
and make custom changes
Add logic to USER_PROCESS method in sub class
/OPT/VIM_RPT_CALL_USER_EXTEN
Define new program in /PTGWFI/Z_CONST table (product code = VAN and ZCONST
= USER_SEL_SCR_PROG)
Process Logic for custom output data

Add fields to /OPT/VIM_DISPLAY_STRUCTURE
Add logic to USER_PROCESS method in sub class
/OPT/VIM_RPT_CALL_USER_EXTEN
Define new subclass in /PTGWFI/Z_CONST table (product code = VAN and ZCONST
= OBJ_LOGIC_EXTENSION)
Custom Controls (ALV push buttons)

Add push button function to table /OPT/VIM_FCODE
Copy the function module /OPT/VIM_RPT_DASHBOARD to a Z* or Y* FM and make
custom changes
NOTE: Please refer to step by step detailed and up to date configuration

guide included with Installation package sent by Open Text

17-18
250
Exercise: VIM Analytics Report

Execute TCode:
/n/OPT/VIM_ANALYTICS
Run Report in Document View
Run Report in Workflow View
Notice output field differences

VIM Reports
17-19
Chapter Guide
VIM Analytics (VAN)
VIM Reminder Report

17-20
250
VIM Reminders Report

Send collective email notification to users with overdue workitems
Does not forward workitem only notification for action sent
Use various selection criteria
See supporting Reminder report documentation for details
Transaction code: /OPT/REMINDER: VIM Reminder

VIM Reports
17-21
VIM Reminders Report: Selection screen

TCode: /OPT/VIM
WF Administration
Reminders Program

17-22
250
VIM Reminders Report. Search result screen

VIM Reports
17-23
Customization Items
Notification Configuration: TCode: /OPT/VIM_8CX50
Notification Role
Enter VIM Role ID for Notification (Blank for all roles)
Inbox Days
Enter number of days grace period from workitem creation date
Notification Text
Enter Standard Text ID of email reminder body
Notification Exclusion: TCode: /OPT/VIM_8CX51

User ID to be excluded from receiving notification
User Notification Switch: TCode: /OPT/VIM_8AX50

Switch notification on/off for user

configuration guide included with Installation package sent by
Open Text

17-24
250
Chapter Guide
VIM Analytics (VAN)
VIM Reminder Report

VIM Reports
17-25

Generate Liability Reports
grouped by different options
Company Code, Vendor, Cost Center,
different report options

Document Type
Document process
see next slide
Transaction code: /OPT/VAN_LIABILITY: Current Liability Report

17-26
250
VIM Liability Report: Selection screen options

TCode: /OPT/VIM
Reports
Current Liability Report (scroll down)

VIM Reports
17-27
VIM Liability Report: Selection screen

17-28
250
VIM Liability Report: Search result screen

VIM Reports
17-29
Exercise: VIM Analytics Reports

Execute TCode:
/n/OPT/REMINDER
Run Report with different process
options
Notice output field differences
Execute TCode:
/n/OPT/VAN_LIABILITY
Run Report for different group options
Run Report with different report options
Notice differences

17-30
250
18 Administrative Tasks
Slide 1
18-1
Topics: General SAP Workflow Administration

Scheduled Jobs
Month End Report
Year End Report
Versioning and Patches
Standard SAP Workflow tasks
Administrative Tasks Slide 2

18-2
250
VIM Administration Areas
SAP AP
processes
SAP
workflow
General VIM
maintenance &
administration
VIM
Installation
Technical
details
Hardware
Invoice
approvals
Upgrades
The roles who are involved with VIM administration vary by implementation.
However, these are the general areas that may apply to all implementations, based on the installed
components.
18-3
VIM Scheduled Jobs (1)

Program
Program:
RM08RELEASE
Description
Suggested Min. Freq.
- To release blocks on MM
documents and payment
blocks on FI document
(equivalent to MRBR
transaction)
- To handle actions taken

1x day
Program:
/PTGWFI/R_LIX_CLEANUP_WFS outside of workflow which Run after RM08RELEASE
can clear a blocked invoice
- This job removes
associated redundant
workitems and completes
workflows
- To handle actions taken
Program:
/PTGWFI/R_PIR_CLEANUP_WFS outside of workflow which
can clear a parked invoice
- This job removes
associated redundant
workitems and completes
workflows
Parameters
1x day
Automatic Release
As currently scheduled by Client
checked
None if Daily
Invoice Creation Date
Range
1x day After
None if Daily
/PTGWFI/R_LIX_CLEANUP_WFS Invoice Creation Date
completes
Range

Plan in Background Jobs with TA: SM36
18-4
250
VIM Scheduled Jobs (2)

Program
Description
Suggested Min. Freq.
Parameters
Program:
/ORS/000007_LOCK_CLEANUP
To release invoice locks

as set by approval W/F
Every 30 min.
none
Program:
/OPT/VIM_RPT_DATA_LOAD
To initialize VAN report

tables
ONLY ONCE AT GO LIVE

(DO NOT SCHEDULE AS JOB)
none
Program:
To synchronize VAN
/OPT/VIM_RPT_SYNC_DP_TABLE report DP tables with
SAP data
2x per day
none
Program:
/OPT/VIM_RPT_SYNC_TABLES
To synchronize VAN
report tables with SAP
data
2x per day
/OPT/VIM_RPT_SYNC_DP_TABL
E
Completes
none
Program:
/OPT/VIM_R1A_REMINDER
To send out VIM

reminder emails for
overdue items
1x day
Select: Background
Mode
Table: /OPT/T852
sets the number of
grace days
Program:
RSWWERRE
Restarts workitems that

are in error reduces
workflow admin
As defined by WF config
/PTGWFI/R_LIX_TRG_HDWF
LIV Header Level

Workflow Triggering
2x day or more depending on the none

requirements
For Program: /ORS/000007_LOCK_CLEANUP, please do not plan this job more often.
18-5
Month End and Year End Reports

Month End Report
Tool to handle posting date changes for parked PO and Non-PO documents
due to closing periods
Year End Report

Tool to handle posting date year object key changes for parked PO and NonPO documents
NOTE: Please refer to step by step detailed and up to date Year End
Report guide included with Installation package sent by Open Text
18-6
250
Month End Report Non-PO Documents

Transaction /OPT/VIM_MEND_NPO

18-7
Month End Report PO Documents

Transaction /OPT/VIM_MEND_PO

18-8
250
Year End Run Log

Transaction /OPT/VIM_YEND_LOG

18-9
Versioning and Patches

Every product version component has patch history list
Every patch has a pre-requisite as detailed in the patch note
In some cases, pre-requisites span across product components
Patch imports are not mandatory and subject to specific customers

functional requirements

The next product release will include a utility to determine the current customer patch level.
Patches to SAP components are handled in the same manner as standard SAP patches through
transports or SPAM
Patches to the Web-based components, Invoice Approval and VSS, involve a reinstallation using
the related Installation Wizard. This is a simple, straight forward process.
18-10
250
VIM Workflows
There are 6 workflow templates for VIM processes:
WS00275255 Document Process Workflow (from receiving the scanned
invoice info until the invoice is parked/posted or the document is marked as
obsolete or duplicates)
WS00275260 Parked PO invoice workflow (from the time a PO invoice is

parked until the invoice is posted or deleted)
WS00275264 Blocked PO invoice line level 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 when AP sends back).
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 (from the time an invoice is

sent for web approval action until approval is completed or invoice is fully
rejected)
18-11
VIM Event Linkages

Usage
Comments
Object Type
Event
Receiver Type
Receiver Function Module
Check Function Module
FIPP
DELETED
TS00275270
SWW_WI_CREATE_VIA_EVENT
Invoice
Approvals
FIPP
POSTED
TS00275270
Invoice
Approvals
BUS2081
DELETED
TS00275270
Invoice
Approvals
BUS2081
POSTED
TS00275270
Invoice
Approvals
BUS2081
POSTED
WS00275264
/OPT/BL_PO_BLK_RECEIVER
Invoice
Exceptions
/OPT/FIPP
ZWFI_CREATED
WS00275254
/OPT/BL_NPO_PRK_RECEIVER
/PTGWFI/PIR_F_CHECKFM
Invoice
Exceptions
/OPT/B2081
ZWFI_PARKED
WS00275260
/OPT/BL_PO_PRK_RECEIVER
/PTGWFI/PRK_M_CHECKFM
Invoice
Exceptions
FIPP
DELETED
/OPT/VIM_RPT_RECEIVER_FM
VAN
FIPP
POSTED
/OPT/VIM_RPT_RECEIVER_FM
VAN
BUS2081
DELETED
/OPT/VIM_RPT_PO_INV_RECEIVER
VAN
BUS2081
POSTED
VAN
BUS2081
RELEASED
VAN
BUS2081
CANCELLED
VAN
/OPT/VPR
SUBMITTED
SWW_WI_CREATE_VIA_EVENT_IBF
VSS
WS00275251

18-12
250
Key VIM Namespaces

/PTGWFI/
Process Technology Group Workflow FI
/ORS/
Optura
/OPT/
Open Text
All VIM Core and Baseline code and objects are within the above
namespaces

18-13
Key VIM ABAP Tables

DP Workflow
Indexing Tables: /OPT/VIM_1HEAD, /OPT/VIM_1ITEM
BDC Error Log: /OPT/VIM_1BDCLOG
DP Log: /OPT/VIM_1LOG
PO Blocked Workflow
Monitor Table: /PTGWFI/F_LIXMTR
PO Parked Workflow
Monitor Table: /PTGWFI/M_PRKMTR
Non-PO Parked Workflow

Monitor Table: /PTGWFI/F_PIRMTR
Approval Workflow
Monitor Table: /ORS/STACK_VIEW
Chart of Authority: /OPT/BL_APPCOA, /OPT/BL_AP_CODER, /OPT/BL_T401, /OPT/BL_AP_CONF
Usermap: /ORS/USERMAP
Role Resolution
Role Table: /PTGWFI/W_ROLE
Org. Table: /PTGWFI/W_ORG
Key Determination: /PTGWFI/Z_KEYDET, /PTGWFI/Z_KEYRNG, /PTGWFI/Z_KEYVAL
General Tables
Constant Table: /PTGWFI/Z_CONST
Options: /PTGWFI/F_POT, /PTGWFI/F_OST
Parking/Blocking: /PTGWFI/F_BCT, /PTGWFI/F_PRKRSN, /PTGWFI/M_PRKRSN

18-14
250
Routine WF Related Tasks (1)

Review workitems with error status
SWI1
Where used list for a task
SWI11
Task Profile Authorizations
SWI13
Workflow Diagnosis
SWUD
Transaction RFC
SWU2
Restart WF after error correction
SWPR
Process workitems as administrator
SWIA
Workload by user
SWI5
Access workflow log for a specific invoice
SWI6
Create substitute user (user side)

From Business Workplace Inbox
Run other standard SAP reports

Tools > Business Workflow > Development > Reporting

These are standard SAP transactions.

You must have administrator authorizations perform workload analysis.
Workload analysis provides an overview of what work has been done or is still to be done by a
single user, job, position, or organizational unit.
Find tasks under:
Tools > Business Workflow > Development > Reporting
and
Tools > Business Workflow > Development > Utilities
18-15
Routine WF Related Tasks (2)

Automatic Workflow Customizing
SWU3
Display Workflow Event Trace
SWEL
Synchronize Runtime Buffer
SWU_OBUF
Diagnosis of Work Items Containing Errors
SWI2_DIAG
Maintain Business Object
SWO1
Workflow Builder
SWDD
SAP Business Workflow
SBWP
Create/ Maintain Organizational Structure
PPOC/PPOM
Create/ Modify Structure (Workcenter (A008))
PPSC/PPSM
Create/ Maintain Tasks
PFTS or
PFAC_CHG/PFAC_INS

18-16
250
Workflow Tasks
Other VIM Workflow Administrator tasks:
Role Maintenance
User ID changes
Role Error investigation and resolution
Chart of Authority (approvals) Maintenance

User ID changes
SAP Inbox substitutes setup

Reassigning workitems
Approval Items: TCode: /ORS/UMREASSIGNED
Other Items: Use standard Inbox Forward functionality
Releasing locked objects

Approval Items: TCode: /ORS/RELEASE_LOCK
Table size monitoring and archiving

Contacting Open Text Customer Support (if required)
OT CSS user ID required
NOTE: Please refer to step by step detailed and up to date Administration Guide
included with Installation package sent by Open Text
18-17
18-18
250
19 Troubleshooting
Slide 1
Troubleshooting
19-1
Topics
Role resolution
Workitem Role Flow
Dashboard Options
Authorizations
Invoice Approvals
Workflow Triggering
Open Text Support Portal
Troubleshooting Slide 2
19-2
250
Role Resolution
Workflow may go into error status if the agent resolution fails
Steps:
1. Execute TCode: SWI1 to look for the Error workflows
Use the following information on selection screen:
Type: F
Status: Error
Task: WS00275255, WS00275260, WS00275254, WS00275252, WS00275264,
WS00275266
2. Validate role resolution error as:
3. Display container contents of error workitem

Troubleshooting
19-3
Role Resolution (2)

Steps:
4. Read element Actor or Next Role to determine the role causing the error
5. Fix role logic issue

Use Role test TCode:
/OPT/VIM_ROLETEST
to find and fix issue
6. Restart workflow using TCode: SWPR

19-4
250
Role Flow Issue

Workitem flows to unexpected Role
Workitem flows according to configured swimlane flows
Conditions can be configured in VIM to dynamically determine next step in
flow
Use of TCode: SWI1 to display step by step flow and roles
Occasionally workitem is sent to DEFAULT or FAIL_SAFE groups within
roles subject to Key Determination in which key determination logic has failed
Use Role test TCode: /OPT/VIM_ROLETEST to find key determination issue
and fix
Troubleshooting
19-5
Authorization Issues
User Authorization issues manifest themselves in several ways:
1. User does not see specific options in Dashboard
2. User cant display images
3. User cant execute workitems. This is more prevalent for approval
workitems
4. User cant display user IDs from HR object
5. User cant execute transaction codes associated with options
Typical investigation points to certain users able to execute

functionality but not other users
Use of TCode: SU53 to determine missing authorization or menu
System
Utilities
Display Authorization check
19-6
250
Invoice Approval Issues

Locked Invoice Object
Execute TCode: /ORS/RELEASE_LOCK to unlock invoice
User cant execute approval item

User may not be the intended approver or have been setup as an official
substitute
Execute TCode: /ORS/MAIN_SUBS to confirm and fix
User needs to retrieve approval item from approver

Execute TCode: /ORS/UMREASSIGNED to recall or reassign approval item
Troubleshooting
19-7
Workflows not Starting

There may be many issues preventing the VIM workflows from not
starting:
Document Type and Plant filtering configuration
Issue with WF-BATCH user ID. Use TCode: SWU3 to confirm
BTE or BADI issue. Use debug mode
Event Linkage Issue. Use TCode: SWEL to ensure event was published and
receiver function module executed correctly. Use debug mode
19-8
250
Communication during document archiving
3
CARD
Arch ID
7 ID
Enterprise
Scan
4
Arch ID
8 ID
SAPGUI
5
DS host
SAP server
Scanning host
1
9 ID
6 ID
DocumentService
Document
Pipeline
10 ID
DocumentService
Archive Server B
Archive Server A
HTTP
OLE
File access
The communication chart above applies to all scenarios for archiving scanned documents from Enterprise
Scan that are invoked from within a SAP session; this includes:
Early/late/simultaneous archiving (SAP 4.0)
Workflow-related scenarios: store and enter, assign and store, (SAP 4.5)
Archiving into SAP Business Workplace
Involved steps are:

1. The document is scanned.
2. The user invokes archiving within a SAP session on the scanning host.
3. SAPGUI sends an archiving request (CARD) to Enterprise Scan , telling it the logical archive that shall
receive the document.
4. Enterprise Scan queries its assigned Archive Server (A in the example above) for the Archive Server
hosting the given logical archive
5. and receives the host name as answer.
6. Enterprise Scan requests a new document ID from the DocumentService on the target Archive Server
(B in the example above, but servers A and B may well be one and the same) and associates it with
the document being archived.
7. Enterprise Scan returns the document ID to SAPGUI.
8. SAPGUI forwards the document ID to the SAP server whereupon SAP takes further steps (creating a
work item, ) depending on the performed archiving scenario.
9. In parallel to step 7, Enterprise Scan injects the document together with the allocated ID into the
DocumentPipeline on the scanning host.
10. The DocumentPipeline transmits the document to the DocumentService.
In step 4, Enterprise Scan contacts the AdministrationServer (A in the example above) on the host specified
in the Windows Registry key:
HKEY_CURRENT_USER\Software\IXOS\IXOS_ARCHIVE\Profile\Default\
CWin\ArchiveLink\Archive-0\ADMServerName
Troubleshooting
19-9
Communication during
document download and display (HTTP)
SAP server
SAPGUI
1
Doc ID
Arch ID
Viewing
application
11
10
2
Doc ID
Arch ID
9
Archive
Windows Viewer
Users workstation
ODMA layer
3
Arch ID
8
Doc ID
4
5
DS host
Document Service
7
Doc ID
Document Service
Archive Server A
HTTP
Type
6
Archive Server B
OLE
File system
Process start
The chart above illustrates the communication steps involved in downloading a document and
displaying it with a separate application. Note that the Archive Windows Viewer acts as a mere
download tool here.
1.
SAPGUI receives a data set containing the document ID and the ID of the logical archive
where the document resides, thereby identifying the document.
2.
SAPGUI orders the Archive Windows Viewer to fetch the document form the Archive
Server .
3.
The Archive Windows Viewer queries its assigned Archive Server (A in the example
above) for the server hosting the given logical archive
4.
and receives the host name as answer.
5.
The Archive Windows Viewer queries the document service on the given host (B in the
example above, but servers A and B may well be one and the same) for the type (file
format) of the requested document
6.
and receives the answer.
7.
The Archive Windows Viewer requests the document from the document service,
8.
receives the document data,
9.
and stores the document as a file on the local hard disk.
10. SAPGUI starts the designated viewing application as a program call on operating system
level.
11. The viewing application opens the downloaded document file.
The Archive Windows Viewer is the central agent in this communication scenario. In case of
trouble, its log file (IXClient.log) is the most valuable information resource.
19-10
250
Problems in Enterprise Scan (1)

After archiving, document reappears in Enterprise Scan;
error message is displayed
Relevant logfiles on scanning station: IXClient.log, DP.log
Common reasons for failure
DocumentPipeline not running check with spawncmd status
Problem with DocumentPipeline directory on scanning station:
unexistent, wrongly configured, filled up, missing permissions
Check DPDIR parameter in Registry
Visit and examine DP directory on operating system level
For your reference: Find the DPDIR configuration parameter pointing to the DocumentPipeline
directory in the scanning station Registry in path:
HKEY_LOCAL_MACHINE/SOFTWARE/IXOS/IXOS_ARCHIVE/COMMON
Troubleshooting
19-11
Problems in Enterprise Scan (2)

Sending a document to the archive ends in error message:
The
TheDS
DShost
hostfor
forarchive
archive
cannot
cannotbe
befound
found
to
get
the
document
ID.
to get the document ID.
Meaning: Enterprise Scan could not determine which Archive Server to
send the document to.
Relevant logfiles
On scanning station: IXClient.log
On assigned Archive Server: admSrv.log
Common reasons for failure

Archive Server not running or unavailable
Check availability of Archive Server
Wrong configuration on client or server side
Check:
Which Archive Server is Enterprise Scan linked to?
Does the target logical archive exist on Archive Server side?
If the target logical archive is hosted by a different Archive Server, do both servers
have a known servers relationship?
Which Archive Server is Enterprise Scan linked to?

Find the answer in IXOS configuration parameter ADMServerName on the scanning workstation.
Is Archive Mode assignment to scan host correct in Archive Server?
See page Settings on Enterprise Archive Server(1): Specify archiving conditions (earlier in this
chapter) about the details that have to be checked.
19-12
250
When an archived document cannot be displayed

Symptom: Document is retrievable in SAP,
but display in Archive Windows Viewer fails
Scenario-specific problem:
Document ID reserved, but document not yet archived
Situation
Document linked in SAP as if it were successfully archived
Document still held in DocumentPipeline on scanning station,
not yet transmitted to Archive Server not yet retrievable
Examine DocumentPipeline on the scanning host
Error analysis, logfiles, reprocessing =

DocumentPipeline troubleshooting like for any other DP-related scenario
Other, general display problems

see chapter about Archive Windows Clients in Client Administration
course
The situation described here a document is known to the leading application but has not yet
arrived on the Archive Server can only happen at these workflow-related scan-and-archive
scenarios. Only here, the Livelink for SAP system reports a reserved document ID to SAP already
possibly before the document becomes retrievable from the Archive Server (see the
communication chart earlier in this chapter).
Querying the Archive Server for such a document (using the dsClient command line tool with
the dinfo command, see Learning Services course 710 Archive Server Administration) will
reveal that the document has either status reserved or is unknown. This means that a document
ID has already been allocated for the document but the server has not yet received the actual
document from the scanning client. The error message you will receive upon trying to display the
document therefore differs from the one you would get for an unknown document ID.
Troubleshooting
19-13
Relevant log files for Archive Server Operations

Document retrieval
IXClient.log (on retrieval
client)
RC1.log
dscache1/2.log
jbd_trace.log
Burning ISO images / writing to IXW

medias
dsCD.log / dsWORM.log
jbd_trace.log
Backing up IXW medias

bkupDS.log
bkupSrvr.log
Purging disk buffer

dsHdskRm.log
jbd_trace.log
Write to VI pool
(Single File Centera)
dsGs.log
Write to FS pool
(buffered hard disk)
bkWorm.log
jbd_trace.log
Finalizing IXW medias

dsFinalize.log
jsd.log
jbd_trace.log
See Livelink Enterprise Archive Server Administration
Guide for a complete explanation of the log settings
Chapter: Consulting the log files
dsHdsk.log
For problems with storing documents, check also WC.log.

The VI pool is used for writing single files to a EMC Centera storage system.
The FS pool is the successor to the HDSK pool and supports the disk buffer.
Using Archive Server 4.x, there are some differences concerning the jukebox server logfiles:
19-14
Using WORMs on a Unix server which was upgraded from a pre-4.0 IXOS-ARCHIVE
version, jukebox server ixwd is used instead of STORM. Its logfile is named ixwd.log.
All other cases: There is no STORM trace file yet; use STORMs logfile jbd.log instead.
250
Access to log file via perl script

Enter one of the following URLs in a browser
http://<ArchiveServer>:4060/cgi-bin/tools/log.pl
or
https://<ArchiveServer>:4061/cgi-bin/tools/log.pl
Troubleshooting
19-15
Open Text Support

Access http://css.opentext.com customer portal
Open trouble ticket
Knowledge base area
Discussion area
Enhancement request area
Email: support@opentext.com (North America)

Must contact support before installing a new patch
NOTE: Please refer to step by step detailed and up to date Administration

Guide included with Installation package sent by Open Text
As part of your implementation, you will receive access to the global customer support portal, your
user ID, Password, and instructions on how to access and use the service.
You can also email or call the customer support for you country. This information is also available
on the website.
19-16
250
Appendix A
This is a list of the most common Open Text Vendor Invoice Management related terminology.
AAK
See: SAP Add-On Assembly Kit (AAK)
ALV
ABAP List Viewer (ALV).
AP processor
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).
Archive system
Computer system that enables storage, management and retrieval of archived data and documents
ArchiveLink
Service integrated in the SAP Web Application Server for linking archived documents and the application
documents entered in the SAP system
ArchiveLink document types

Document types that need to be customized for ArchiveLink
Authorization profiles
The SAP administrator assigns authorizations to the users that determine which actions a user can
execute in the SAP system. These authorizations are stored in Authorization profiles.
BADI
See: Business Add-Ins (BADI)
Baseline
Set of functionality with pre-defined configuration and the starting point to implement VIM
BC Set
Business Configuration Set
BDC ID
See: Business Data Communication ID
Block
Situation where an invoice has a price or quantity variance that prevents invoice from posting
Appendix A-1
BTE
See: Business Transaction Event (BTE)
Business Add-Ins (BADI)

Business Add-Ins (BADI) is a new 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 Data Communication ID

Business Data Communication ID is used by the system to process an SAP transaction to create an SAP
Document in user context.
Business rules
Rules that describe the operations, definitions and constraints that applies to an organization
Business Transaction Event (BTE)

Event used for extending a Non PO invoice functionality to call a custom program
Buyer
Person who is in charge of the PO. This role should have authorization to create and change the
purchase order. This role is also responsible for negotiating and communicating with vendors.
Buyers defined as either individual SAP user or a group of users associated with an Org Unit
(Position, Work center, etc)
Create and maintains the PO
Resolve price related exceptions
COA
See: Approval chart of authority (COA)
Coder
Person who allocates an invoice to G/L account and cost object if required.
Coding
Coding allocates an invoice to G/L account and cost object if required.
Contract agent
Person who can create and modify SAP contracts.
May be the same user as a buyer but is a different role
Dashboard
User interface that organizes and presents information in a way that is easy to read. Users can also
perform actions from the dashboard.
DocuLink
Open Text DocuLink enables the archiving, management and retrieval of CRM or ERP documents from
within the SAP infrastructure.
Appendix A-2
250
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)
Duplicate analyzer
Person who is responsible to identify duplicate invoices
Event Type Linkage

Error handling method. Event Type Linkage determines what the application should do in case an error
could not be handled.
Exception
Action that is not part of normal operations or standards
FI
See: Financial Accounting (FI)
Financial Accounting (FI)

SAP module for the Finance and Accounting department
GR
See: Goods Receipt (GR)
Goods Receipt
Official document issued by a port, shed, warehouse or shipping terminal operator to acknowledge receipt
of items listed in it under customary or specified terms and conditions.
IAP
See: Invoice Approval (IAP)
ICC
See: Invoice Capture Center (ICC)
IE
See: Invoice Exception (IE)
LIV
See: Logistic invoice (LIV)
Indexer
Person responsible for entering index data
Indexing
Process of entering or storing data into the system
Appendix A-3
Receiving role for option Refer for Information
Invoice Approval (IAP)

VIM component that enables users to perform coding, approving and rejecting invoices
Invoice approver
Person who approves invoices

Optional OCR component from VIM
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 a SAP invoice is created
Invoice requester
Person who requested goods and services for Non PO invoices
Invoice receipt (IR)

Invoice, bill for goods and services supplied that receipt the company
IR
See: Invoice receipt (IR)
LIV
See: Logistic invoice
Logistic invoice (LIV)

Purchase order invoice
Materials Management (MM)

SAP MM is the materials management module of the SAP ERP software package. Materials
management is used for procurement and inventory management.
MM
See: Materials Management (MM)
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)
Appendix A-4
250
Number range
Array of numbers that can be used for an object in the SAP system
OCR
See: Optical character recognition (OCR)
Open Text Vendor Invoice Management (VIM)

See: Vendor Invoice Management (VIM)
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

Temporary document that AP processor can change and post. SAP assigned document number
becomes real number when posted.
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. 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 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.
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.
Purchase order (PO) invoice

Invoice based on a Purchase Order (PO)
Quantity variance
Situation where the quantity on the invoice is different from the quantity in the purchase order
Appendix A-5
Receiver
Person who can create and reverse the goods receipt in SAP
Posts the goods receipts and related reversals as required
Requisitioner
Person who requested goods and services
Creates the SAP requisition or the user ID the Buyer enters in the PO
Roles
Set of predefined roles for the SAP user
SAP Add-On Assembly Kit (AAK)

Standardized delivery procedure for software
SAP List Viewer ALV

New description for ABAP List Viewer (ALV).
Scan operator
Person who scans the invoices into images (may not have a SAP ID)
Scanner
See: Scan operator
Service approver
Person who approves a service entry
Service requisitioner
Person who enters a service entry
Swimlane
Diagram representing a specific VIM process. A swimlane comprises the process description, roles, user
interface and options (dash board buttons) of the process.
Tax expert
Person who advises on invoices that need tax audit. Normally tax department personnel.
UOM
Unit Of Measure (Maeinheit)
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.
Vendor maintenance
Person who is responsible for creating and maintaining the vendor master records
Appendix A-6
250
Vendor Self Service (VSS)

Optional web-based VIM component that allows vendors to track their own POs, goods receipts,
payments and the status of invoices.
VIM
See: Vendor Invoice Management (VIM)
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.
VSS
See: Vendor Self Service (VSS)
Workflow
SAP business workflows can be used to define business processes that are not yet mapped in the R/3
system.
Appendix A-7
Appendix A-8
250
Appendix B
Out of the box Roles and Product Codes and where they used
Role
Product
Code
Product
Code
APPROVER
LIX
PIR
APPROVER
AP_PROCESSOR
LIX
PIR
AP_PROCESSOR
BUYER
LIX
PIR
BUYER
BUYER_CC_PLANT
Product
Code
005
Product
Code
LIX
CODER
BUYER_CC_PLANT
PIR
CONTRACT_AGENT
CODER
LIX
LIX
Role
CONTRACT_AGENT
INFO_PROVIDER
005
PIR
INFO_PROVIDER
NPO_AP_PROC
005
NPO_AP_PROC
NPO_BUYER
005
NPO_BUYER
NPO_DUP_CHCK
005
NPO_DUP_CHCK
NPO_INDEXER
005
NPO_INDEXER
NPO_RESCAN
005
NPO_RESCAN
PO_AP_PROC
005
PO_AP_PROC
PO_BUYER
005
PO_BUYER
PO_DUP_CHCK
005
PO_DUP_CHCK
PO_INDEXER
005
PO_INDEXER
PO_RESCAN
005
PO_RESCAN
RECEIVER
005
REQUESTER
005
REQUESTOR
005
REQUISITIONER
005
LIX
REQUISITIONER
SERVICE_APPROVE
005
LIX
SERVICE_APPROVE
SERVICE_REQ
005
LIX
PIR
SERVICE_REQ
TAX_EXPERT
005
LIX
PIR
TAX_EXPERT
VENDOR_MAINT
005
LIX
PIR
VENDOR_MAINT
WFADMIN
005
WFADMIN
VALIDATOR
005
VALIDATOR
LIX
RECEIVER
REQUESTER
PIR
REQUESTOR
VENDORAPPROVER
VVS
VENDORAPPROVER
VENDORAPPROVER2
VVS
VENDORAPPROVER2
Appendix B-1
Appendix B-2
250
Roles Descriptions
Product
Code
IE
Role
Role Name
Description
APPROVER
Approver/ Invoice
Approver
Responsible party for approving PO and Non PO

Invoices
Person who approves invoices
IE
AP_PROCESSOR
AP Processor
Responsible party for correcting SAP FI and MM

Documents
IE
BUYER
Buyer
Responsible party for maintaining PO

Buyers defined as either individual SAP user or a
group of users associated with an Org Unit
(Position, Work center, etc)
DP, IE
(IE)
Create and maintains the PO
Resolve price related exceptions
BUYER_CC_PLANT
CODER
Coder/ Invoice
Coder
Responsible party for coding cost objects in Non

PO invoice lines
Person who enters the accounting information to
allocate the invoice cost
IE
CONTRACT_AGENT
Contract Agent
Responsible party for maintaining Contracts or

Outline Agreements
Person who can create and modify SAP contract
May be the same user as a buyer but is a different

role
DP, IE
INFO_PROVIDER
Information
Provider/
Info Provider
Responsible party for providing ad-hoc information

The role for option Refer for Information
DP
NPO_AP_PROC
Non PO AP
processor
Responsible party for creating Non PO Invoice

SAP FI Documents
DP
NPO_BUYER
Non PO Buyer
DP
NPO_DUP_CHCK
Non PO Duplicate
Analyst
Responsible party for validating a possible Non PO

Invoice duplicate scenario
Person responsible for identifying the duplicate
invoices
DP
NPO_INDEXER
Non PO Indexer
Responsible party for validating and correcting

Non PO Invoice index values
Person responsible for entering indexing
DP
NPO_RESCAN
NPO Rescanner
Appendix B-3
Product
Code
Role
DP
DP
PO_AP_PROC
Role Name
Description
Non PO Scanner
Responsible party for the scanning operation of

Non PO Invoices
PO AP processor
Responsible party for creating PO Invoice SAP

MM Documents
DP
PO_BUYER
DP
PO_DUP_CHCK

PO Duplicate
Analyst
Person responsible for identifying the duplicate

invoices
Responsible party for validating a possible PO
Invoice duplicate scenario
DP
PO_INDEXER
PO Indexer
Responsible party for validating and correcting PO

Invoice index values
Person responsible for entering indexing
DP
PO_RESCAN
DP
DP, IE
RECEIVER
PO Rescanner
PO Scanner
Responsible party for the scanning operation of

PO Invoices
Receiver
Responsible party for receiving goods into SAP

Person who can create and reverse the goods
receipt in SAP
Posts the goods receipts and related

reversals as required
DP, IE
REQUESTER
Invoice
Requester
Person who requested goods and services for Non

PO invoices
DP, IE
REQUESTOR
Requestor
Responsible party for purchasing Non PO Invoice

items
DP, IE
REQUISITIONER
Requisitioner
Responsible party for creation of Material

Purchase Requisitions (non service)
Person requesting goods and services
DP, IE
SERVICE_APPROVE
Creates the SAP requisition or the user ID

the Buyer enters in the PO
Scan Operator
Person who scans the invoices into images (may

not have an SAP user ID)
Service Approver
Responsible party for receiving services into SAP

(creation of Service Entry Sheet)
Person who approves Service Entry
DP, IE
SERVICE_REQ
Service
Requisitioner
Responsible party for creation of Service Purchase

Requisitions
Person who enters Service Entry Sheet
Appendix B-4
250
Product
Code
Role
Role Name
Description
DP, IE
TAX_EXPERT
Tax Expert
Responsible party for tax issues

Person who advises on invoices that needs tax
audit; normally tax department personnel.
DP
DP, IE
VALIDATOR
VENDOR_MAINT
Vendor
Maintenance
Responsible party for maintaining SAP vendor

master records
Person who is responsible for creating and
maintaining the vendor master records
DP,
(IE)
WFADMIN
WF Administrator
WS
VENDORAPPROVER
Vendor Approver
WS
VENDORAPPROVER2
Second Level
Vendor Approver
Responsible party for general SAP workflow

administration
Appendix B-5
Appendix B-6
250
Appendix C
Baseline Exceptions
Condition/ Exception
PO-Related
Process Type
(Park Reason)
Approval Required
150
(150)
Currency Mismatch
155
(155)
--
Derivation Rule Non PO- Expense Type
--
Freight on Invoice
157
Handle System Exception
171
Incomplete Credit Memo
121
221
Invalid Company address
132
232
Invalid Currency
104
202
Invalid Data Format
Invalid PO #
101
--
Invalid Recipient VAT #
128
225
Invalid Requester ID
--
203
Invalid Requisitioner
159
--
Invalid SIRET Number
131
229
Invalid Tax Information
126
224
Invalid Vendor #
102
201
Invalid Vendor VAT #
120
220
Invalid Unit-of-Measure (UOM)
103
--
ISR # Mismatch(PO)
129
226
Missing Date of Supply
127
228
Missing Import special text(PO)
136
236
Missing/Invalid Tax exempt Text(PO)
135
235
Missing/Invalid Triangulation Text(PO)
139
239
Missing Invoice Date
125
223
Missing Item description(PO)
137
237
Missing Item Quantity
123
--
Missing Item Unit Price
124
--
Missing Mandatory Information(PO)
138
Non-PO-Related
Process Type
(Park Reason)
X
(157)
250
(250)
209
--
238
Appendix C-1
Condition/ Exception
PO-Related
Process Type
(Park Reason)
Non-PO-Related
Process Type
(Park Reason)
Non-PO Credit Memo Processing
--
206
Payment Method Mismatch
134
234
Payment Term Mismatch
130
227
PO Credit Memo Processing
160
PO not Released or Incomplete
106
Pre-Approved
--
Price Discrepancy
--
Process Non-PO Invoice
--
200
Process Non-PO Invoice OCR
--
207
Process PO Invoice (non OCR)
100
--
Process PO Invoice OCR
108
--
--
ReScan Required
154
Suspected Duplicate Invoice / CM
105
Tax Audit Required
158
Unable to Auto-Park Invoice / CM
Unable to Auto-Post Invoice / CM
Unable to Determine Company Code
--
Unable to Determine PO Lines
109
--
Unable to Match PO Lines
107
--
UOM Mismatch
156
Vendor Address Mismatch
122
151
Vendor Invoice Reference missing
133
Vendor Maintenance
152
Vendor Mismatch
153
Appendix C-2
--
(154)
(158)
(156)
251
-X
204
254
205
-X
222
253
233
(152)
252
(153)
--
(151)
(254)
(253)
(252)
250
PO Invoice Exception
PO Invoice Exceptions
Description
handled (Automatic) or (Manual)
Approval Required
Invoice requires approval before posting.

Non-PO: Checked against VIM table for Expense Type requiring approvals
(Automatic)
Currency Mismatch
Currency specified on the invoice does not match the currency on PO

(Automatic)
Freight on invoice
Freight charge on the invoice exceeds pre-set limit

(Automatic)
Incomplete Credit Memo Invoice is a credit memo (CREDIT_MEMO = X) and the Invoice Vendor
Reference Number is blank
(Automatic)
Invalid Currency
Invoice Currency does not match to SAP master table

(Automatic)
Invalid Data Format
The OCR data is not in correct format (e. g. date, number, etc)
Invalid PO #
Cannot validate OCR captured invoice against the master data tables: PO #
Invoice PO Number is blank or does not match to SAP master table
(Automatic)
Invalid Recipient VAT #
Invoice amount is > Euro 10000

1. Invoice recipient VAT number is blank
OR
2. Invoice recipient VAT number does not match that configured for
Invoice company code
(Automatic)
Invalid SIRET #
Invoice SIRET number does not match SAP vendor master value (LFA1STCD1,3,4)
(Automatic)
Invalid Tax Information
1. Auto calculate is enabled but no Invoice tax code is available

OR
2. Auto calculate is not enabled but Invoice tax amount is blank
OR
3. Invoice tax code and Invoice country (based on Invoice Company
Code from PO) is used in calculation procedure (V_005_E-KALSM).
Check SAP table T007A to ensure invoice tax code is valid for the
calculation procedure.
*** Zero Tax rate is allowed
(Automatic)
Invalid UOM
Cannot validate OCR captured invoice against the master data tables: UOM.
Invoice line item Unit of Measure does not match to SAP master table
(Automatic)
Invalid Vendor #
Cannot validate OCR captured invoice against the master data tables: vendor
# or vendor # or, the vendor # is blank
Invoice Vendor Number is blank or does not match to SAP vendor master table
Appendix C-3
Description
Invoice vendor VAT number does not match SAP vendor master value (LFA1STCEG)
(Automatic)
ISR # Mismatch
Invoice ISR Number does not match SAP vendor master ISR number (LFA1ESRNR)
Bypass logic if Invoice ISR number is blank
(Automatic)
Missing Date of Supply
Invoice date of supply (SUPPLY_DATE) is blank

(Automatic)
Invoice date is blank

(Automatic)
Missing Item Quantity
Invoice line item quantity is blank

(Automatic)
Missing Item Unit Price
Invoice line item amount is blank (unit price)

(Automatic)
Payment Term Mismatch Invoice payment term does not match SAP vendor master payment term
(LFB1-ZTERM)
(Automatic)
PO Credit Memo
Invoice is a credit memo (CREDIT_MEMO = X) and needs to be processed

manually
(Automatic)
PO is Not Released or
Incomplete
The PO specified on invoice is not released

(Automatic)
Price Discrepancy
Invoice is posted but blocked for payment due to price discrepancy

(Automatic)
Process PO Invoice
Cannot be park or post automatically due to various reasons

(Automatic)
Invoice is posted but blocked for payment due to quantity discrepancy

(Automatic)
Rescan Required
Image is not readable

(Manual)
PO document type or document category is a service order that requires a

service entry before posting.
Otherwise also check first PO line item category = 9 and Service Based IV
flag = X
(Automatic)
Suspected duplicated
invoice or credit memo
Invoice or credit memo suspected duplicate of previously processed invoice or

credit memo
(Automatic)
Tax Audit Required
Company code, material type and vendor on invoice match a pre-configured

combination as configured in a VIM table that requires tax audit before posting
(Automatic)
Unable to auto-park
Cannot be park automatically due to various reasons
Unable to auto-posting
Invoice or credit memo cannot post automatically due to various reasons.
Appendix C-4
Route for Rescan
250
Description
Unable to Determine PO Using VIM PO Line item determination FM (configuration) try to find PO Lines.
Lines
Match PO Numbers and PO Line Numbers against SAP PO tables. If no match
then exception is raised.
(Automatic)
Unable to Match PO
Lines
There are more invoice lines than PO lines

(Automatic)
UOM Mismatch
Unit of Measure specified on the invoice does not match the unit of measure on
PO
(Automatic)
Vendor Address
Mismatch
Invoice Remit-To address does not match any one of SAP vendor master
values (Number, Street, City, Postal Code, Region, Country).
(Automatic)
Invoices from specific Vendor Numbers (single or range) as configured in VIM

table not automatically posted.
AP must review before posting.
(Automatic)
Vendor Maintenance
Must update vendor master record with new information (i. e. new remit-to
address)
(Automatic)
Vendor Mismatch
Vendor specified on invoice does not match vendor on PO

(Automatic)
Appendix C-5
Non-PO Invoice Exception

Non-PO Invoice
Exception
Approval Required
Description
Invoice requires coding and approval before posting.
Non-PO: Checked against VIM table for Expense Type requiring approvals
(Automatic)
Incomplete Credit Memo Invoice is a credit memo (CREDIT_MEMO = X) and the Invoice Vendor
Reference Number is blank
(Automatic)
Invalid Currency
Invoice Currency does not match to SAP master table
(Automatic)
Invalid Data Format
The OCR data is not in correct format (e. g. date, number, etc)
Invalid Recipient VAT # Invoice amount is > Euro 10000
1. Invoice recipient VAT number is blank
OR
2. Invoice recipient VAT number does not match that configured for
Invoice company code
(Automatic)
Invalid Requester
Cannot validate OCR captured invoice against master data tables: requestor
Invalid Requestor ID
Invoice Requestor Email ID does match to entries in VIM approval routing table
(/ORS/USERMAP)
(Automatic)
Invalid SIRET #
Invoice SIRET number does not match SAP vendor master value (LFA1STCD1,3,4)
(Automatic)
Invalid Vendor #
Invoice Vendor Number is blank or does not match to SAP vendor master table
(Automatic)
Invoice vendor VAT number does not match SAP vendor master value (LFA1STCEG)
(Automatic)
ISR # Mismatch
Invoice ISR Number does not match SAP vendor master ISR number (LFA1ESRNR)
Bypass logic if Invoice ISR number is blank
(Automatic)
Missing Date of Supply Invoice date of supply (SUPPLY_DATE) is blank
(Automatic)
Invoice date is blank

(Automatic)
Non PO Credit Memo
Invoice is a credit memo (CREDIT_MEMO = X) and needs to be processed

manually
(Automatic)
Invoice payment term does not match SAP vendor master payment term
(LFB1-ZTERM)
(Automatic)
Invoice pre-approved flag is enabled but failed to park automatically
(Automatic)
Payment Term
Mismatch
Pre-Approved
Process Non PO Invoice Cannot be park or post automatically due to various reasons
(Automatic)
Appendix C-6
250
Non-PO Invoice
Exception
Rescan Required
Suspected duplicated
Tax Audit Required
Unable to auto-park
invoice
Unable to Determine
Company Code
Vendor Address
Mismatch
Vendor Maintenance
Description
Image is not readable route for Rescan
(Manual)
Invoice or credit memo suspected duplicate of previously processed invoice or
credit memo
(Automatic)
Company code, material type and vendor on invoice match a pre-configured
combination as configured in a VIM table that requires tax audit before posting
(Automatic)
Cannot automatically park for various reasons
Determine the company code based on Ship-to-address, Postal Code and
Requester ID .
If a single company cannot be determined then raise exception
(Automatic)
Invoice Remit-To address does not match any one of SAP vendor master
values (Number, Street, City, Postal Code, Region, Country).
(Automatic)
Invoices from specific Vendor Numbers (single or range) as configured in VIM
table not automatically posted.
AP must review before posting. This affects parked documents configured to
auto post. The auto post flag is removed if this exception is invoked.
(Automatic)
Vendor master record needs to be updated according to the new information
(e. g. new remit-to address, etc.)
(Manual)
Appendix C-7
Appendix C-8
250
Appendix D
Administrator Authorization:
1) Developer access with debug and change mode active
2) All transaction codes with /PTGWFI/*, /OPT/*, /ORS/* - if possible all activities for these (Change,
Display, Create etc.)
3) Standard SAP Inbox Authorization - dont know what this one is.
4) Image Archivelink Standard SAP authorization like:
Object
S_WFAR_OBJ
Activity
* (All)
Content Repository ID
* (All)
Document Type
* (All)
Object Type
* (All)
Object
S_WFAR_PRI
Activity
* (All)
Content Repository ID
* (All)
Document Type
* (All)
Object Type
* (All)
5)
6)
7)
8)
9)
Need tcode PPSS, PPSC, PPSM authorization to create workcenters

Need typical FI and MM authorization like AP Processor
Need tcodes: SW*** authorization
Need tcoded: SE37, SE38, SE16, SM30
Need tcodes: OAWS, OAWD, OAC2, OAC3, OAC0, OAA3, OAA4, SOLE, SOA0, OAM1, OANR
1) VIM ROUTING TABLE MAINTENANCE

TCodes:
/PTGWFI/RI
/PTGWFI/ROLE
/PTGWFI/ORG
/PTGWFI/KEYDET
Custom VIM Authorization Profiles provided:

Auth. Profile
ZWFI_KDM_ALL
ZWFI_OM_ALL
ZWFI_RM_ALL
Description
Key Determination Maintenance: All authorizations
Org Maintenance: All authorizations
Role Maintenance: All authorizations
Sample SU53: PLEASE NOTE REQUIRE ALL ACTIVITIES FOR THE AUTHORIZATION OBJECTS
SHOWN BELOW
Appendix D-1
2) TCODE: /ORS/UMREASSIGNED
Authorization Object: Z_ORS_INV
Authorization Field: ACTVT
Values: 03, 06, 22
Authorization Field: BUKRS
Values: *
Appendix D-2
250
Appendix D-3
Appendix D-4
250
Appendix E
Overview
Incoming Invoice Process (ICC)................................................................................................................ 3
Incoming Invoice Process (Non OCR) ...................................................................................................... 4
Incoming Invoice Process (Non ICC OCR) ............................................................................................... 5
PO Invoice Processing .............................................................................................................................. 6
PO Invoice Exceptions .............................................................................................................................. 7
PO Invoice Exception: Indexing Screen .................................................................................................... 8
P0
DP PO and Non PO Invoice Exception: Rescan Required.................................................................. 9
P1
DP PO Invoice Exception: Invalid PO# (DP101), Invalid Vendor# (DP102), Invalid UOM (DP103),
Invalid Currency (DP104) ..................................................................................................... 10
P2
DP PO Invoice Exception: Suspected Duplicate Invoice (DP105) .................................................... 11
P3
PO Invoice Exception: Tax Audit Required (DP158) ......................................................................... 12
P4
PO Invoice Exception: Vendor Audit Required (DP151); Invalid Company Address (DP132).......... 13
P5
PO Invoice Exception: PO Credit Memo (DP160) ............................................................................. 14
P6
DP PO Invoice Exception: Vendor Maintenance Required (DP152); Vendor Mismatch (DP153) .... 15
P7
PO Invoice Exception: PO is not Released or Incomplete (DP106); Unable to match PO lines

(DP107); Unable to Determine PO Line Number (DP109)................................................... 16
P8
PO Invoice Exception: Currency Mismatch (DP155); UOM Mismatch (DP156); Freight on Invoice
(DP157) ................................................................................................................................ 17
P9
PO Invoice Exception: Process Services Invoice (DP154)................................................................ 18
P10
DP PO Invoice Exception: Invalid Requisitioner (DP159)................................................................ 19
P11
PO Invoice Exception: Approval Required (DP150) ........................................................................ 20
P12
PO Invoice Exception: Invalid Vendor VAT# (DP120); Invalid Tax Info (DP126); Invalid Recipient
VAT# (DP128), Invalid SIRET# (DP131); Missing/Invalid Tax exempt (DP135); Missing
Import Special text (DP136) ................................................................................................. 21
P13
PO Invoice Exception: Incomplete Credit Memo Info (DP121); Missing Item Unit Price (DP124);
Missing Item Qty. (DP123); Missing Invoice Date (DP125); Missing Date of Supply
(DP127); Vendor Addr. Mismatch (DP122); Payment Term Mismatch (DP130); ISR#
Mismatch (DP129); Vendor Invoice Reference missing (DP133); Payment Method Match
(DP134); Missing Item Description (DP137); Missing Mandatory Information (DP138) ...... 22
P14
PO Invoice Exception: Process PO Invoice (Unable to Auto Post) (DP108)................................... 23
P15
PO Invoice Exception: Blocked Invoice for Price Discrepancies (IE1) Page 1............................. 24
P15
DP PO Invoice Exception: Blocked Invoice for Price Discrepancies (IE1) Page 2....................... 25
P15
PO Price Block SRM Based (Extended Classic) .......................................................................... 26
P15
PO Price Discrepancy SRM Based (Classic) ............................................................................... 27
P16
PO Invoice Exception: Blocked Invoice for Quantity Discrepancies (IE2) Page 1 ....................... 28
P16
PO Invoice Exception: Blocked Invoice for Quantity Discrepancies (IE2) Page 2 ....................... 29
P16
PO Quantity Block SRM Based (Extended Classic) ..................................................................... 30
P16
PO Quantity Block SRM Based (Classic) ..................................................................................... 31
Appendix E-1
P17
GR Missing (Header Level) SRM Based ( Classic & Extended Classic )..................................... 32
Non PO Invoice Processing .................................................................................................................... 33

Non PO Invoice Exceptions..................................................................................................................... 34
Non PO Invoice Processing: Indexing Screen ........................................................................................ 35
P20
DP Non PO Invoice Exception: Invalid Vendor# (DP201); Invalid Currency (DP202); Invalid
Requester ID (DP203) .......................................................................................................... 36
P21
Non PO Invoice Exception: Suspected Duplicate Invoice (DP204) ................................................. 37
P22
Non PO Invoice Exception: Tax Audit Required (DP254)................................................................ 38
P23
Non PO Invoice Exception: Vendor Audit Required (DP253); Invalid Company Address (DP232) 39
P24
Non PO Invoice Exception: Vendor Maintenance Required (DP252) ............................................. 40
P25
DP Non PO Invoice Exception: Invalid Vendor VAT# (DP220); Invalid Tax Info (DP224); Invalid
Recipient VAT# (DP225); Invalid SIRET# (DP229); Missing/ Invalid Tax Exempt Test
(DP230); Missing Import Special Text (DP236) ................................................................... 41
P26
Non PO Invoice Exception: Incompl. Credit Memo Info (DP221); Missing Invoice Date (DP223);
ISR Number Mismatch (DP226); Vendor Addr. Mismatch (DP222); Payment Terms
Mismatch (DP227); Missing Data of Supply (DP228); Vendor Invoice Reference Missing
(DP233); Payment Mismatch (DP234); Missing Item Description (DP237); Missing
Mandatory Information (DP238) ........................................................................................... 42
P27
Non PO Invoice Exception: Approval Required (IE250) .................................................................. 43
P28
Non PO Invoice Exception: Non PO Credit Memo (DP206); Unable to Determine Company Code
(DP205) ................................................................................................................................ 44
P29
Non PO Invoice Exception: Process Non-PO Invoice (Unable to Auto Park or Auto Post) (DP200
and DP207); Pre-Approved (DP251).................................................................................... 45
Document Processing Dashboard Index Screen ................................................................................. 46

Document Processing Dashboard Dashboard Screen ........................................................................ 47
PO Blocked Invoice Dashboard .............................................................................................................. 48
Non PO Approve Invoice Dashboard ...................................................................................................... 49
Web Non PO Approve Invoice Dashboard.............................................................................................. 50
Appendix E-2
250
Incoming Invoice Process (ICC)
Appendix E-3
Incoming Invoice Process (Non OCR)
Appendix E-4
250
Incoming Invoice Process (Non ICC OCR)
Appendix E-5
PO Invoice Processing
Appendix E-6
250
Appendix E-7
PO Invoice Exception: Indexing Screen
Appendix E-8
250
P0
DP PO and Non PO Invoice Exception: Rescan Required
Appendix E-9
P1
DP PO Invoice Exception: Invalid PO# (DP101), Invalid Vendor#

(DP102), Invalid UOM (DP103), Invalid Currency (DP104)
Appendix E-10
250
P2
DP PO Invoice Exception: Suspected Duplicate Invoice (DP105)
Appendix E-11
P3
PO Invoice Exception: Tax Audit Required (DP158)
Appendix E-12
250
P4
PO Invoice Exception: Vendor Audit Required (DP151); Invalid

Company Address (DP132)
Appendix E-13
P5
PO Invoice Exception: PO Credit Memo (DP160)
Appendix E-14
250
P6
DP PO Invoice Exception: Vendor Maintenance Required

(DP152); Vendor Mismatch (DP153)
Appendix E-15
P7
PO Invoice Exception: PO is not Released or Incomplete

(DP106); Unable to match PO lines (DP107); Unable to
Determine PO Line Number (DP109)
Appendix E-16
250
P8
PO Invoice Exception: Currency Mismatch (DP155); UOM

Mismatch (DP156); Freight on Invoice (DP157)
Appendix E-17
P9
PO Invoice Exception: Process Services Invoice (DP154)
Appendix E-18
250
P10
DP PO Invoice Exception: Invalid Requisitioner (DP159)
Appendix E-19
P11
Appendix E-20
PO Invoice Exception: Approval Required (DP150)
250
P12
PO Invoice Exception: Invalid Vendor VAT# (DP120); Invalid

Tax Info (DP126); Invalid Recipient VAT# (DP128), Invalid
SIRET# (DP131); Missing/Invalid Tax exempt (DP135); Missing
Import Special text (DP136)
Appendix E-21
P13
Appendix E-22
PO Invoice Exception: Incomplete Credit Memo Info (DP121);

Missing Item Unit Price (DP124); Missing Item Qty. (DP123);
Missing Invoice Date (DP125); Missing Date of Supply
(DP127); Vendor Addr. Mismatch (DP122); Payment Term
Mismatch (DP130); ISR# Mismatch (DP129); Vendor Invoice
Reference missing (DP133); Payment Method Match (DP134);
Missing Item Description (DP137); Missing Mandatory
Information (DP138)
250
P14
PO Invoice Exception: Process PO Invoice (Unable to Auto

Post) (DP108)
Appendix E-23
P15
Appendix E-24
PO Invoice Exception: Blocked Invoice for Price

Discrepancies (IE1) Page 1
250
P15
DP PO Invoice Exception: Blocked Invoice for Price

Appendix E-25
P15
Appendix E-26
PO Price Block SRM Based (Extended Classic)
250
P15
PO Price Discrepancy SRM Based (Classic)
Appendix E-27
P16
Appendix E-28
PO Invoice Exception: Blocked Invoice for Quantity

250
P16
PO Invoice Exception: Blocked Invoice for Quantity

Appendix E-29
P16
Appendix E-30
PO Quantity Block SRM Based (Extended Classic)
250
P16
PO Quantity Block SRM Based (Classic)
Appendix E-31
P17
Appendix E-32
GR Missing (Header Level) SRM Based

( Classic & Extended Classic )
250
Non PO Invoice Processing
Appendix E-33
Non PO Invoice Exceptions
Appendix E-34
250
Non PO Invoice Processing: Indexing Screen
Appendix E-35
P20
Appendix E-36
DP Non PO Invoice Exception: Invalid Vendor# (DP201);

Invalid Currency (DP202); Invalid Requester ID (DP203)
250
P21
Non PO Invoice Exception: Suspected Duplicate Invoice

(DP204)
Appendix E-37
P22
Appendix E-38
Non PO Invoice Exception: Tax Audit Required (DP254)
250
P23
Non PO Invoice Exception: Vendor Audit Required (DP253);

Invalid Company Address (DP232)
Appendix E-39
P24
Appendix E-40
Non PO Invoice Exception: Vendor Maintenance Required

(DP252)
250
P25
DP Non PO Invoice Exception: Invalid Vendor VAT# (DP220);

Invalid Tax Info (DP224); Invalid Recipient VAT# (DP225);
Invalid SIRET# (DP229); Missing/ Invalid Tax Exempt Test
(DP230); Missing Import Special Text (DP236)
Appendix E-41
P26
Appendix E-42
Non PO Invoice Exception: Incompl. Credit Memo Info

(DP221); Missing Invoice Date (DP223); ISR Number Mismatch
(DP226); Vendor Addr. Mismatch (DP222); Payment Terms
Mismatch (DP227); Missing Data of Supply (DP228); Vendor
Invoice Reference Missing (DP233); Payment Mismatch
(DP234); Missing Item Description (DP237); Missing
Mandatory Information (DP238)
250
P27
Non PO Invoice Exception: Approval Required (IE250)
Appendix E-43
P28
Appendix E-44
Non PO Invoice Exception: Non PO Credit Memo (DP206);

Unable to Determine Company Code (DP205)
250
P29
Non PO Invoice Exception: Process Non-PO Invoice (Unable

to Auto Park or Auto Post) (DP200 and DP207); Pre-Approved
(DP251)
Appendix E-45
Document Processing Dashboard Index Screen
Appendix E-46
250
Document Processing Dashboard Dashboard Screen
Appendix E-47
PO Blocked Invoice Dashboard
Appendix E-48
250
Non PO Approve Invoice Dashboard
Appendix E-49
Web Non PO Approve Invoice Dashboard
Appendix E-50
250

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Vendor Invoice Management

(VIM) for SAP Solutions 5.2

Learning Services course 250

Learning Services course material

2009 Open Text Software GmbH

Open Text Vendor Invoice Management for SAP Solutions

Vendor Invoice Management (VIM) Overview

Delivery Model ............................................................................................................................... 3-08

VIM 5.2 Installation and Upgrade Overview

Architecture and Infrastructure

Customization Infrastructure.......................................................................................................... 6-15

Livelink for SAP Solutions Components

SAP Archivelink Overview and Customizing for VIM

Some SAP tables for ArchiveLink.................................................................................................. 8-07

Agent assignment to workflow task ............................................................................................... 8-58

Role Resolution Alternate Method

Creation of Organizational Units and Work center

select them and delimit vacancy.................................................................................................. 11-08

Document Processing (DP) Configuration

Business Rules ............................................................................................................................ 12-44

OCR and Invoice Capture Center (ICC)

Recognition Configuration: Multiple Country Application for EU ................................................. 13-26

Admin Tool: Selection and Report Screen .................................................................................. 13-77

PO Invoice Exception Processing

Non PO Invoice Exception Processing

Indexing Considerations: Non-PO Without OCR......................................................................... 15-06

Chart of Authority: Delegation (2) ................................................................................................ 16-29

VIM Liability Report: Selection screen ......................................................................................... 17-28

Glossary: VIM - Terms and Definitions

Appendix: VIM - Baseline Roles

Appendix: VIM - Baseline Exceptions 5.2.0

Appendix: VIM - Baseline Authorization

Appendix: VIM Baseline Swimlanes 5.2

Incoming Invoice Process (ICC) .......................................................................................E-03

PO Invoice Exceptions ......................................................................................................E-07

Basic knowledge of SAP Procurement (Purchase Orders)

ABAP Objects knowledge

SAP Workflow knowledge

2 Open Text Vendor Invoice

Open Text Vendor Invoice Management for SAP Solutions

Achieving Results with Open Text and SAP

Open Text Vendor Invoice Management for SAP Solutions Slide 2

The Need to Optimize the Cycle

Open Text Vendor Invoice Management for SAP Solutions

Does this scenario look familiar?

Our cost of capital and

My cost of accounts payables is

Is this organization prepared to:

We could lower the cost of goods

Increase process efficiency

Typical barriers to efficient

Poor vendor relations

Paper-based and laborintensive

Bad Vendor Relations

Limited visibility of liabilities

Open Text Vendor Invoice Management for SAP Solutions Slide 5

Open Text Vendor Invoice Management for SAP Solutions

What it takes to optimize

Consistent payment behavior

Global visibility into

Streamline manual, paperbased processes

Open Text Vendor Invoice Management for SAP Solutions Slide 6

Open Text Vendor Invoice Management