VIM 6 0 User Guide PDF

OpenText Vendor Invoice Management
User Guide
This guide describes the typical tasks for end users in Vendor
Invoice Management (VIM) 6.0.
VIM060000-UGD-EN-3
OpenText Vendor Invoice Management
User Guide
VIM060000-UGD-EN-3
Rev.: 18. July 2011
This documentation has been created for software version 6.0.
It is also valid for subsequent software versions as long as no new document version is shipped with the product or is
published at https://knowledge.opentext.com.
Open Text Corporation
275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1
Tel: +1-519-888-7111
Toll Free Canada/USA: 1-800-499-6544 International: +800-4996-5440
Fax: +1-519-888-0677
Email: support@opentext.com
FTP: ftp://ftp.opentext.com
For more information, visit http://www.opentext.com
Copyright © by Open Text Corporation, Open Text Inc.

Open Text Corporation is the owner of the trademarks Open Text, OpenText, The Content Experts, OpenText ECM Suite,
OpenText eDOCS, eDOCS, OpenText FirstClass, FirstClass, OpenText Exceed, OpenText HostExplorer, OpenText Exceed
OnDemand, OpenText Exceed 3D, OpenText Exceed Freedom, OpenText Exceed PowerSuite, OpenText Exceed XDK,
OpenText NFS Solo, OpenText NFS Client, OpenText NFS Server, OpenText NFS Gateway, OpenText Everywhere, OpenText
Real Time, OpenText Eloquent Media Server, OpenText Integrated Document Management, OpenText IDM, OpenText
DocuLink, Livelink, Livelink ECM, Artesia, RedDot, RightFax, RKYV, DOMEA, Alchemy, Vignette, Vizible, Nstein,
LegalKEY, Picdar, Hummingbird, IXOS, Alis Gist-in-Time, Eurocortex, Gauss, Captaris, Spicer, Genio, Vista Plus, Burntsand,
New Generation Consulting, Momentum Systems, DOKuStar, and RecoStar 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 own-
ers. All rights reserved.
Table of Contents
PRE Introduction ............................................................................... 9

i About Vendor Invoice Management......................................................... 9
ii About This Document............................................................................... 9
ii.i Target Readership ................................................................................... 9
ii.ii Conventions ........................................................................................... 10
iii Contact Information................................................................................ 11
1 Understanding Vendor Invoice Management ........................ 13

1.1 What Is Vendor Invoice Management?.................................................. 13
1.2 Delivery Model ....................................................................................... 15
1.3 Workflow Scheme .................................................................................. 16
1.4 Process Swimlanes................................................................................ 17
2 Accessing Workflows ............................................................. 19

2.1 SAP Business Workplace ...................................................................... 19
2.2 Integrated Invoice Cockpit ..................................................................... 20
3 Working with the DP Dashboard ............................................ 27

3.1 Use Cases.............................................................................................. 27
3.2 Screen Layout ........................................................................................ 28
3.2.1 Menu Toolbar ......................................................................................... 29
3.2.2 Application Toolbar ................................................................................ 30
3.2.3 Header Section ...................................................................................... 32
3.2.4 Index Data Screen ................................................................................. 32
3.2.5 Dashboard Screen ................................................................................. 33
3.2.5.1 Process Options Panel .......................................................................... 33
3.2.5.2 Process Log Panel ................................................................................. 34
3.3 Validating and Indexing Invoice Metadata ............................................. 34
3.4 Checking for Duplicates ......................................................................... 36
3.5 Parking Invoices..................................................................................... 40
3.6 Selecting Parking Reasons - Parking Invoices ...................................... 41
3.6.1 Parking PO Invoices............................................................................... 41
3.6.2 Parking Non PO Invoices ....................................................................... 43
3.7 Posting Invoices for Payment ................................................................ 45
4 Working with the Invoice Exception Dashboards ................. 47

4.1 Working with the PO Parked Invoice Dashboard................................... 48
VIM060000-UGD-EN-3 OpenText Vendor Invoice Management iii

Table of Contents
4.1.1 Use Cases.............................................................................................. 49

4.1.2 Screen Layout ........................................................................................ 50
4.1.2.1 Menu Toolbar ......................................................................................... 50
4.1.2.2 Application Toolbar ................................................................................ 51
4.1.2.3 Parked Document Information ............................................................... 51
4.1.2.4 Process Options..................................................................................... 51
4.1.2.5 Process History ...................................................................................... 52
4.2 Working with the PO Blocked Dashboards............................................ 52
4.2.1 Use Cases.............................................................................................. 53
4.2.2 Working with the PO Invoice Dashboard (Line Level) ........................... 55
4.2.2.1 Menu Toolbar ......................................................................................... 56
4.2.2.3 Blocked Document Info.......................................................................... 57
4.2.2.4 Process Options..................................................................................... 57
4.2.2.5 Process History ...................................................................................... 58
4.2.3 Working with the PO Invoice Dashboard (Header WF) ......................... 58
4.2.3.1 Menu Toolbar ......................................................................................... 59
4.2.3.3 Invoice Information................................................................................. 60
4.2.3.4 Process Options..................................................................................... 60
4.2.3.5 Process History ...................................................................................... 60
4.3 Working with the Non-PO Invoice Dashboard ....................................... 61
4.3.1 Use Cases.............................................................................................. 61
4.3.2 Screen Layout ........................................................................................ 62
4.3.2.1 Menu Toolbar ......................................................................................... 63
4.3.2.3 Parked Document Information ............................................................... 64
4.3.2.4 Process Options..................................................................................... 64
4.3.2.5 Process History ...................................................................................... 65
4.3.2.6 Approver History (Optional) ................................................................... 65
5 Approving Invoices..................................................................67
5.1 Use Cases.............................................................................................. 67
5.2 Approve Invoice Entry Screen ............................................................... 68
5.3 Entering Accounting Information............................................................ 70
5.4 Delegating the Information Entry ........................................................... 71
5.5 Approving the Invoice ............................................................................ 72
5.6 Rejecting the Invoice.............................................................................. 73
5.7 Invoice Approval Email .......................................................................... 74
5.8 Collaborating in the Approval Process................................................... 75
5.9 Adding and Viewing Attachments .......................................................... 77
6 Approving Invoices Using OpenText Approval Portal ..........79

6.1 Working with the Invoice Approval Screen ............................................ 79
6.1.1 Invoice Approval Section ....................................................................... 80
6.1.2 Processed Invoices Section................................................................... 81
6.2 Working with the Personalize Screen .................................................... 83
6.2.1 View ....................................................................................................... 84
iv OpenText Vendor Invoice Management VIM060000-UGD-EN-3

Table of Contents
6.2.2 Regional Settings ................................................................................... 86

6.2.3 Workflow Settings .................................................................................. 87
6.3 Working with the Processing Invoice Screen......................................... 88
6.3.1 Viewing Line Item Information (PO Invoices)......................................... 91
6.3.2 Entering Accounting Information (Non PO Invoices) ............................. 91
6.3.3 Delegating the Accounting Information Entry (Non PO Invoices) .......... 93
6.4 Approving Invoices................................................................................. 94
6.5 Rejecting Invoices .................................................................................. 95
6.6 Collaborating in the Approval Portal ...................................................... 96
6.7 Adding and Viewing Attachments .......................................................... 97
6.8 Using the Approval Portal on a Mobile Device ...................................... 99
7 Approving Invoices Using the OpenText Everywhere

Mobile Application ................................................................ 103
7.1 Signing in to the Mobile App ................................................................ 103
7.2 Working with the Invoice List Screen ................................................... 105
7.3 Working with the Invoice Processing Screen....................................... 107
7.4 Approving Invoices............................................................................... 110
7.5 Rejecting Invoices ................................................................................ 111
7.6 Referring Invoices ................................................................................ 111
8 Working with Shared Service Framework (SSF) Integration113

8.1 Use Cases............................................................................................ 113
8.2 Displaying a Service Request .............................................................. 114
8.3 Creating a Service Request Manually.................................................. 115
8.4 Displaying VIM Invoices in a Service Request .................................... 116
8.5 Linking VIM Invoices to a Service Request ......................................... 117
8.6 Feeding the Vendor Factsheet............................................................. 117
8.7 Displaying Invoices of a Specific Vendor ............................................. 118
9 Working with Supplier Relationship Management (SRM)

Integration.............................................................................. 123
9.1 Use Cases............................................................................................ 123
9.2 Emails from SRM Integration ............................................................... 126
9.3 Handling SRM Related Work Items in DP Dashboard......................... 128
9.4 Handling SRM Related Work Items in VIM Dashboard ....................... 131
9.5 Checking SRM Related Work Items from VIM Analytics ..................... 132
10 Working with the AFTCS Programs for China..................... 135

10.1 Working with the AFTCS Admin Tool .................................................. 135
10.2 Working with the Download & Upload file Program ............................. 136
11 Using the OpenText Unified Dashboard .............................. 139

11.1 Displaying DP Invoices in the Unified Dashboard ............................... 139
VIM060000-UGD-EN-3 User Guide v

Table of Contents
11.2 Displaying PO Invoices in the Unified Dashboard ............................... 141

11.3 Displaying Non PO Invoices in the Unified Dashboard........................ 142
12 Using VIM Analytics...............................................................145

12.1 Using the Selection Screen.................................................................. 145
12.2 Using Report Views ............................................................................. 151
12.2.1 General Layout..................................................................................... 151
12.2.2 Menu Toolbar ....................................................................................... 152
12.2.3 Application Toolbar .............................................................................. 152
12.2.4 ALV Grid Control .................................................................................. 154
12.2.5 Document View .................................................................................... 154
12.2.6 Workflow View...................................................................................... 155
13 Using the Summary Report...................................................157

13.2 Using the Report Screen...................................................................... 159
13.2.1 Header Section .................................................................................... 160
13.2.2 ALV Grid Control .................................................................................. 160
13.2.3 Report Results (ALV Grid) ................................................................... 161
13.2.4 Details Screen...................................................................................... 161
14 Using the Central Audit Report.............................................163

14.2.1 ALV Grid Control .................................................................................. 166
15 Using the VIM Analytics Current Liability Report ................169

15.1.1 Menu Toolbar ....................................................................................... 172
15.1.3 Selection Field Panel ........................................................................... 172
15.1.3.1 General Information ............................................................................. 173
15.1.3.2 SAP Invoice Information: Header Information ..................................... 175
15.1.3.3 SAP Invoice Information: Item Information .......................................... 175
15.1.3.4 SAP Invoice Information: Include Documents ..................................... 175
15.1.3.5 DP Information ..................................................................................... 176
15.2 Using the Report Views Screen ........................................................... 176
15.2.1 Menu Toolbar ....................................................................................... 178
15.2.3 Overview Section ................................................................................. 179
15.2.4 ALV Grid Control .................................................................................. 179
15.3 Viewing and Grouping Report Results................................................. 182
15.3.1 SAP Document Header View............................................................... 182
15.3.2 SAP Document Lines View .................................................................. 183
15.3.3 DP Information View ............................................................................ 185
15.3.4 Document Header Grouping ................................................................ 187
15.3.5 Document Lines Grouping ................................................................... 188
vi OpenText Vendor Invoice Management VIM060000-UGD-EN-3

Table of Contents
15.4 Frequently Asked Questions................................................................ 190
16 Using the Key Process Analytics Report............................. 191

16.1 Using the Frame Selection Panel ........................................................ 192
16.2 Using the Individual Report Panels...................................................... 194
16.2.1 Total Liability ........................................................................................ 196
16.2.2 Processed / In Process Documents..................................................... 197
16.2.3 Channel Analysis ................................................................................. 198
16.2.4 First Pass ............................................................................................. 199
16.2.5 Top Exceptions by Count ..................................................................... 200
16.2.6 Top Vendors by Amount ...................................................................... 200
17 Using the Exception Analysis Report .................................. 203

17.2.1 Header Section .................................................................................... 207
17.2.2 ALV Grid Control .................................................................................. 207
17.2.4 Details Screen...................................................................................... 208
18 Using the Productivity Report .............................................. 211

18.2.1 Header Section .................................................................................... 214
18.2.2 ALV Grid Control .................................................................................. 215
18.2.4 Details Screen...................................................................................... 217
19 Using the Aging Report ........................................................ 219

19.2.1 Header Section .................................................................................... 223
19.2.2 ALV Grid Control .................................................................................. 223
19.2.4 Details Screen...................................................................................... 224
20 Using the License Report ..................................................... 225

GLS Glossary................................................................................. 227
IDX Index....................................................................................... 235
VIM060000-UGD-EN-3 User Guide vii

Preface
Introduction
i About Vendor Invoice Management

OpenText Vendor Invoice Management (VIM) is a packaged business solution that
basically solves a business problem – paying correct amount to vendors on-time.
VIM is an add-on to your SAP system, the majority of its functions and processes
run inside the SAP system; it deals only with invoices that will be posted to SAP
ERP. It integrates with standard SAP functions such as Invoice Verification,
Financial Processing, etc.
ii About This Document

VIM can be configured to specific customer needs and to address customer specific
business scenarios. The processing steps and the business context will vary
depending on the system configuration at customer site. Hence the detailed end
user guide needs to be developed at customer site, specific to the processes that are
relevant and to the system configuration.
This document describes the various user interfaces of VIM that are available to
various process participants. Specific functionality might be slightly different in the
customer system and is dependent on the system configuration. If some specific
scenarios are not relevant to your system, skip the corresponding sections.
This document introduces the overall architecture of VIM and describes details of
the various access points and user interface screens. Some of the transactions and
screens are part of the standard SAP system but the content that is displayed is
specific to VIM processing.
The various work items that the user encounters during the processing are
displayed in process specific Dashboards. Dashboards are OpenText user interface
screens. Process and invoice specific information and options are displayed as
configured in the system.
ii.i Target Readership

This user guide addresses end users who work with Vendor Invoice Management
(VIM) and provides detailed information about the procedures and options
available when working with VIM. As a prerequisite, users should be familiar with
working in SAP.
VIM060000-UGD-EN-3 OpenText Vendor Invoice Management ix

Introduction
ii.ii Conventions
User interface
This format is used for elements in the graphical user interface (GUI), such as
buttons, names of icons, menu items, and fields.
Filenames, commands, and sample data
This format is used for file names, paths, URLs, and commands at the command
prompt. It is also used for example data, text to be entered in text boxes, and
other literals.
Note: If you copy command line examples from a PDF, be aware that PDFs
can contain hidden characters. OpenText recommends copying from the
HTML version of the document, if it is available.
KEY NAMES
Key names appear in ALL CAPS, for example:
Press CTRL+V.
<Variable name>
Angled brackets < > are used to denote a variable or placeholder. The user
replaces the brackets and the descriptive content with the appropriate value. For
example, <server_name> becomes serv01.
Internal cross-references
Click the cross-reference to go directly to the reference target in the current
document.
External cross-references
External cross-references are usually text references to other documents.
However, if a document is available in HTML format, for example, in the
Knowledge Center, external references may be active links to a specific section in
the referenced document.
Warnings, notes, and tips
Caution
Cautions help you avoid irreversible problems. Read this information
carefully and follow all instructions.
Important
Important notes help you avoid major problems.
Note: Notes provide additional information about a task.

Tip: Tips offer you quicker or easier ways of performing a task.
x OpenText Vendor Invoice Management VIM060000-UGD-EN-3

Introduction
iii Contact Information

OpenText Online (http://online.opentext.com/) is a single point of access for the
product information provided by OpenText. You can access the following support
sources through OpenText Online:
• Communities
• Knowledge Center
OpenText Online Communities
(http://communities.opentext.com/communities/livelink.exe/open/OpenTextOnli
neCommunity) provide the following resources:
• Usage tips, help files, and best practices for customers and partners.
• Information on product releases.
• User groups and forums where you can ask questions of OpenText experts.
The OpenText Knowledge Center (https://knowledge.opentext.com) is OpenText's
corporate extranet and primary site for technical support. The Knowledge Center is
the official source for the following:
• Product downloads, patches, and documentation including Release Notes.
• Discussion forums, Online Communities, and the Knowledge Base.
• OpenText Developer Network (OTDN), which includes developer
documentation and programming samples for OpenText products.
If you need additional assistance, you can find OpenText Corporate Support
Contacts at http://support.opentext.com/.
VIM060000-UGD-EN-3 User Guide xi

Chapter 1
Understanding Vendor Invoice Management
1.1 What Is Vendor Invoice Management?

VIM is an abbreviation for SAP Invoice Management by OpenText.
• VIM is a packaged business solution.
• VIM solves a business problem - paying correct amount to vendors on time and
with the lowest cost.
• VIM delivers not technology but best-practice business processes.
• VIM provides values to customers in process efficiency, visibility and
compliance.
VIM is SAP centric.
• VIM is an add-on to your SAP system, the majority of the functions and
processes run inside your SAP system.
• VIM deals only with invoices that will be posted to SAP ERP.
• VIM uses SAP technology: ABAP, Workflow, and SAP NetWeaver Portal.
• VIM integrates with standard SAP functions: Invoice Verification, Financial
Processing, etc
VIM060000-UGD-EN-3 OpenText Vendor Invoice Management 13

Chapter 1 Understanding Vendor Invoice Management
VIM consists of the following components:
Figure 1-1: VIM components
ICC (Invoice Capture Center)

• Automate the capture of paper invoices by using OCR to extract invoice data.
Document Processing
• Capture invoice metadata.
• Handle suspected duplicate invoices.
• Collaborate with others.
Invoice Approval
• List invoices to be approved.
• Approve and code the invoices.
Approval Portal
• Java based Approval Portal infrastructure running on SAP Web Application
Server.
• Similar to Invoice Approval but with Web interface.
Approval on a Mobile Device
• Approve invoices on a mobile device, for example a Blackberry, using
OpenText Everywhere (OTE).
14 OpenText Vendor Invoice Management VIM060000-UGD-EN-3

1.2 Delivery Model
Exception Handling (Invoice Exception)

• Handle the exceptions that arise after a SAP invoice is created.
VIM Reporting / VIM Analytics
• VIM Reporting: Use various reports to analyze the status of invoices in your
system.
• VIM Analytics: Overlook the invoices in progress in a unified dashboard.
SAP CRM SSF Integration
• Integrate VIM with the SAP CRM SSF component to create Service Requests
from VIM dashboards.
• Provide VIM invoice information in Vendor Factsheet inside the Accounting
Interaction Center (AIC).
1.2 Delivery Model

As VIM is basically a scenario, its function may best be described as a problem
solution. It enables the flexible configuration of a company's payment workflow. To
this end, VIM is delivered with a so-called Baseline Configuration, a set of pre-defined
configurations that work out of the box. In conjunction with other OpenText
products such as OpenText Archive Server it is possible to realize comprehensive
solutions. Core Functions are the technical foundation of VIM: SAP screens,
functions, workflow templates, web pages, etc.
VIM060000-UGD-EN-3 User Guide 15

1.3 Workflow Scheme
Figure 1-2: Workflow scheme
Each VIM workflow process has the same basic steps:

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

1.4 Process Swimlanes
1.4 Process Swimlanes

Business blue print sessions result in a set of finalized swimlane diagrams
representing the to-be process. Figure 1-3 on page 18 is an example of such a process
swimlane that is delivered with the VIM Baseline Configuration. A swimlane
diagram comprises the following main items:
Process Description
The description in the headline represents the process scenario.
Roles
Each lane represents a business role, a unique grouping of people required to
collaborate to complete the process.
Dashboard
The dashboard is the user interface for the actors in the process. The dashboard
type identifies the VIM component that is used to realize a specific functionality.
The following dashboard types are available:
DP dashboard
The DP dashboard represents a process as implemented in the Document
Processing component of VIM.
See “Working with the DP Dashboard” on page 27.
VIM dashboard
The VIM dashboard represents a process as implemented in the Invoice
Exception component of VIM for parked invoices.
See “Working with the PO Parked Invoice Dashboard” on page 48 and
“Working with the Non-PO Invoice Dashboard” on page 61.
VIM line dashboard
The VIM line dashboard represents a process as implemented in the Invoice
Exception component of VIM for blocked PO based invoices for line level
blocks.
See “Working with the PO Invoice Dashboard (Line Level)” on page 55.
VIM header dashboard
The VIM header dashboard represents a process as implemented in the
Invoice Exception component of VIM for blocked PO based invoices for
header level processes.
See “Working with the PO Invoice Dashboard (Header WF)” on page 58.
Options
Various options are available to the actors during the processing of invoices.
These are represented as individual items next to the dashboard block.

Figure 1-3: Swimlane example

Chapter 2
Accessing Workflows
To access VIM workflows, you have the following options:
• “SAP Business Workplace” on page 19
• “Integrated Invoice Cockpit” on page 20
In a multiple backend system, the SAP Business Workplace enables you to access
VIM workflows only on the system you are currently logged on to. Using the
Integrated Invoice Cockpit on the central system, you can access VIM workflows on
all systems, central and satellite, without having to log on to the satellite systems.
2.1 SAP Business Workplace

You can access VIM process workflows through SAP Business Workplace. Business
Workplace is structured similar to e-mail clients like Microsoft Outlook. Every
single user has his or her own Business Workplace. On the system you are currently
logged on to, Business Workplace displays all work items that need your action, not
only VIM work items. Various options are available in Business Workplace, for
further details see the standard SAP Help.
To access VIM workflows through SAP Business Workplace:

1. In SAP, click in the application toolbar.
Alternatively, follow SAP menu > Office and double-click SBWP - Workplace.
2. In Business Workplace, follow Inbox > Workflow.
You can group the workflows by selecting a folder. The Grouped according to
task folder, for example, groups the workflows according to the tasks to
perform, like Approve Invoice in the following screenshot.

Chapter 2 Accessing Workflows
3. To execute a workflow, double-click on the workflow in the right pane.
2.2 Integrated Invoice Cockpit

The Integrated Invoice Cockpit gathers and displays all your VIM exceptions in one
place. This applies within a single system landscape or a multiple backend system.
You can start the respective dashboard by executing an exception, directly from the
Integrated Invoice Cockpit.
To start VIM work items through Integrated Invoice Cockpit:

1. Execute the /n/OPT/VIM_IIC transaction.
Alternatively, follow OpenText LiveLink VIM Menu > SAP menu > Reports >
Central Reporting > Integrated Invoice Cockpit
2. Expand the tree structure.

3. In the table, click to execute the work item and open it in the associated
dashboard.
Features The Integrated Invoice Cockpit provides the following features:
Application toolbar
Refresh display of tree and table.

Tree Off/Tree On
Switch between view with tree structure and view without tree structure.
The tree structure comprises the following node levels:
• Logical system
In a multiple backend system, the satellite systems are displayed at the
highest level. In a single system landscape, only one logical system is
displayed.
• Group of exceptions (for example exceptions to Parked PO Invoices)
• Exceptions (for example PO Invoice Approval)
Behind each tree node, a number in brackets is displayed. This number indicates
how many exceptions are assigned to the node.
Double-click on any node level in the tree to display exceptions to this level in
the table.

Open the SAP Business Workplace.

In a multiple backend system, a dialog box opens: Select the logical system you
want to access.
After return from the SAP Business Workplace to Integrated Invoice Cockpit, the
tree structure and the table for the respective logical system are automatically
refreshed.
Table control
Select, change, save, and manage layouts for the active node. VIM Baseline
provides default layout variants for all nodes, but you can change the layout
according to your needs.
Clicking opens a context menu with the following menu items:
Select layout
If layout variants have already been saved for the active node, you can select
them from a list.
Change layout
Change the layout of the active node. For example, you can move columns or
remove columns from the table, and save your changes as a new user-specific
layout variant.
Save layout
Save the layout of the active node as a new user-specific layout variant.
Manage layouts
Manage existing user-specific layout variants, for example, delete variants or
change the default setting.
/
Reserve/replace work item.
Reserve
A work item might be visible to more than one user. If the work item has
status Ready, select its line and click to reserve it for you exclusively. The
status changes to Reserved.
You can also reserve more than one work item at the same time by selecting
several lines.
Replace
To replace (unreserve) a reserved work item, select its line and click .
You can also replace more than one work item at the same time by selecting
several lines.
Display the workflow log with technical details of the selected work item.

Approve / Reject
Approve or reject selected work items.
Depending on your authorization, the Approve and Reject buttons are
displayed in the table control for exceptions of type Approval.
You can approve or reject more than one work item at the same time by selecting
several lines.
When you click the Approve or Reject button, a confirmation dialog box opens.
It lists all work items that you have selected for approval or rejection. Click
Continue.
If you reject work items, the Rejection Confirmation dialog box opens. Enter
comments and reason for rejection and click Continue.
If approval or rejection is successful, the tree structure and the table are updated.
In case of errors, a dialog box opens.
Note: The Integrated Invoice Cockpit also supports approval by substitutes.
Dashboard
Open the OpenText Unified Dashboard for the selected work item. See “Using
the OpenText Unified Dashboard” on page 139.
Refer
Refer selected work items to another user.
With VIM 6.0 SP1 and higher, the Integrated Invoice Cockpit supports bulk
referral of DP invoices. You can select one or several invoices and refer them to
another user.
Limitations
• Bulk referral is only available for DP invoices, that means invoices
which are not yet parked or posted.
• Bulk referral is only available with SAP version 4.7 and higher.
• The Refer button is not available for invoices at the first level (Local
system).
• The Integrated Invoice Cockpit only offers referral options that are
available in every selected invoice. There must be at least one identical
referral option in all selected invoices to do a bulk referral.
For best results, choose a group of exceptions under Document Process,
for example Missing Item Quantity(PO).
To refer a bulk of invoices to another user:

1. Select several invoices of a group of exceptions, for example Missing Item
Quantity(PO).
2. Click Refer.

3. Select a referral option.

4. Enter the recipients and click Continue.
5. Enter a comment and click Save to start the referral.
Table
See “To start VIM work items through Integrated Invoice Cockpit:” on page 20.
Display the original scanned invoice.
Display and add comments. If comments exist for the work item, the icon is
highlighted. If the work item is locked, for example, because it is executed by a
user, you can only display comments.
Display work item.

This function is similar to the Display function in SAP Business Workplace.
Release work item.

The Release icon in the Release: Remove Blocking Reason (Rel) column is only
available for the exception LIV - Price Discrepancy under the exception group
Posted PO Invoices.
When you click the Release icon, a confirmation dialog box opens. Click
Continue.
By releasing the work item, you accept the price discrepancy. The price blocking
reason is removed. If the removed price block was the last block within the
invoice (no further blocking reasons for this item and no further blocked items),
the invoice is released.
Important
• When releasing the invoice, the cash discount date in the vendor line
item of the accounting document is moved. The system determines
the difference between the current date and the baseline date for
payment and adds it to the cash discount days.
• The Integrated Invoice Cockpit supports releasing invoices only if the
date difference is smaller than 1,000 days.
Links in the table

Navigate to the underlying transaction by clicking an underlined field value.

Notes:
• An Authority Check runs in the background. If you do not have the
appropriate authorization, an error message is displayed.
• OpenText recommends performing any actions inside the Integrated
Invoice Cockpit, not in the standard SAP transactions.
Example:
• If you click a link in the Doc. no. column, the invoice is displayed in the MIR4
transaction for PO invoices, or in the FBV3 transaction for Non PO invoices.
• If you click a link in the Vendor Name column, the vendor is displayed in the
XK03 transaction.
Work items of substitutes

The table displays work items of the current user (yourself) and of users to
which you have adopted a substitution. The following columns show the agent
(in Org Management) who is the recipient of the work item:
• AgentType
• AgentID

Chapter 3
Working with the DP Dashboard
The Document Processing Document Dashboard (DP Dashboard) is the user
interface for the DP workflow. You can access the DP Dashboard from the SAP
Business Workplace, see “Accessing Workflows” on page 19.
The DP Dashboard allows you to perform tasks, such as the following:
• Sending documents back to rescan
• Validating and indexing invoice metadata
• Checking for duplicates
• Applying business rules
• Parking invoices
• Posting invoices for payment
Note: Depending on your company's system configuration, the screens
displayed during the various workflow steps may appear slightly different.
This chapter covers the following topics in regard to working with the DP
Dashboard:
• “Use Cases” on page 27
• “Screen Layout” on page 28
• “Validating and Indexing Invoice Metadata” on page 34
• “Checking for Duplicates” on page 36
• “Parking Invoices” on page 40
• “Selecting Parking Reasons - Parking Invoices” on page 41
• “Posting Invoices for Payment” on page 45
3.1 Use Cases

The following swimlane diagram shows, as an example of the DP workflow, the use
case PO Invoice Exception: Invalid Data Format, Invalid Invoice Data. This
use case is delivered with VIM Baseline. The swimlane discusses the process options
that are available for each actor in this use case. For general information regarding
swimlane diagrams, see “Process Swimlanes” on page 17.

Chapter 3 Working with the DP Dashboard
3.2 Screen Layout

The DP Dashboard consists of the following panels, see Figure 3-1 on page 29:
• “Menu Toolbar” on page 29
• “Application Toolbar” on page 30
• “Header Section” on page 32
• “Index Data Screen” on page 32
• “Dashboard Screen” on page 33
You can switch between Dashboard screen and Index Data screen by clicking the
corresponding tabs above the header section.

3.2 Screen Layout
Figure 3-1: Panels of the DP Dashboard
3.2.1 Menu Toolbar

The menu toolbar provides standard SAP features and some general VIM actions
that you can perform on a document:
Document
Display/Change
Toggle between display mode and change mode.
Submit
Submit the document. The document is sent to the next step in the workflow.

Original Document
Display the original invoice document in the document viewer that has been
installed and configured on your desktop.
Edit
Comments
Add comments to the document.
Cancel
Cancel the document processing and return to the SAP Business Workplace.
OpenText
About
Display OpenText component and version information.
Documentation
Display the documentation.
3.2.2 Application Toolbar

The application toolbar provides general actions that you can perform on a
document in the DP workflow.
Note: Depending on the configuration of your system, some buttons might be
missing for the work item you are working on.
Comments
Submit
Submit the document to the next step in the workflow.
Obsolete
Set the document to obsolete. The document is removed from the workflow.
Image
Display the original invoice document in the document viewer that has been
installed and configured on your desktop.
Duplicate
Confirm this document to be a duplicate.
Not Duplicate
Confirm this document to be no duplicate.
Rescan
Send this document back to the scan operator to rescan the document.
Help
Invoke the help function.
icon
Display OpenText component and version information.

3.2 Screen Layout
Bypass/Simulate Business Rules

Invoke the Bypass/Simulate Business Rules function which will display a popup
with all steps and their status, similar to the following.
In the Status column, the following icons can be displayed:
Business rule failure (exception)

Business rule success (no exception)
To bypass a business rule:
1. Click in the Bypass column.

The Confirm Activation dialog box opens.
2. Click Yes.
The Bypass Comments for Rule dialog box opens.
3. Enter comments and click Save.
The icon in the Bypass column changes to which means the business rule
is selected to bypass.
4. To activate the business rule, click the icon. This changes the icon to .
A new record is added to /OPT/VIM_1LOG with the bypassed business rule.
Comments entered in this step and Status messages from business rules can
be viewed in Process Log, Comments column of each Business Rule message
(in Process log) will have this information.
5. Repeat this procedure for all steps that need to be bypassed.

6. Close the Bypass/Simulate Business Rules popup.

7. Access the Dashboard tab.
In the Process Options, click Run Business Rules.
This will reapply business rules and skip the business rules which you
selected to bypass.
3.2.3 Header Section

The header section is available both in the Dashboard screen and in the Index Data
screen. It displays all the header information of the document.
3.2.4 Index Data Screen

The Index Data screen allows you to view or enter indexing data for the DP
document. For details, see “Validating and Indexing Invoice Metadata” on page 34.

3.2 Screen Layout
3.2.5 Dashboard Screen

The Dashboard screen comprises the following panels:
• Process Options
• Process Log
3.2.5.1 Process Options Panel

The Process Options panel allows you to perform the following types of options for
the particular work item:
Action
Perform an action on the document, for example Change Doc Type, Park
Invoice, or Post Invoice.
Usually business rules are applied automatically. The Run Business Rules
action re-applies the business rules and validates the document in the
background. After this action is run, the process type might change or the
invoice might go to the next workflow.

Referral
Refer the document to another user, for example Refer to Non-PO AP Processor
or Refer to Vendor Maintenance.
The Receiving Actor column indicates the role that will receive the work item once
the option has been performed successfully.
Note: The options that are actually available in the Process Options panel
depend on your role, the document type, and the business process.
3.2.5.2 Process Log Panel

The Process Log panel lists all processes for the particular work item. The logs are
presented in the SAP List Viewer (ALV). For details on ALV, click above the
Process Log panel.
Approval Details VIM 5.2 SP5 introduces the following new feature: Next to every Completed or
Display
Rejected Approval, a Display icon is displayed to indicate that there are more
details available.
Click the icon to display all approval actions for this process in a separate dialog
box.
In the dialog box, you can click the Display Comments icon to display the
comments in an editor.
3.3 Validating and Indexing Invoice Metadata

If Optical Character Recognition (OCR) is used, the system will extract and insert
metadata from the original invoice into the Index Data screen, automatically.
However, depending on your system configuration, you may have to index
additional metadata manually. In any case, you have to validate the correctness of
the automatically inserted metadata.
Without OCR, you have to index the invoice metadata manually.
To index metadata manually:

1. Access the SAP Business Workplace, see “Accessing Workflows” on page 19.

3.3 Validating and Indexing Invoice Metadata
2. From the Grouped according to task folder, select DP Document Dashboard

3. In the right pane, double-click a document with the title Process Document
<document number>.
4. The DP Dashboard opens, displaying the selected document. For details about
the DP Dashboard, see “Screen Layout” on page 28.
5. Make sure the Index Data screen is displayed.
6. To display the original invoice document, click Image in the application toolbar.
Figure 3-2: Index Data screen and displayed invoice document
Important
The layout of the indexing fields, which fields are displayed, and which
fields are mandatory, has been configured according to the needs of
your company.
7. Depending on your configuration, enter the required values.

8. To submit the document with the values you have entered, click Submit in the
application toolbar.
If indexing values are missing when you click Submit, the system displays an
error message, showing the missing indexing value.

After submit, DP business rules and Invoice Exception business rules apply to the
document. If no exceptions are found, the invoice is posted automatically.
3.4 Checking for Duplicates

You need to detect duplicate invoices in order to prevent double payment. If you
confirm documents to be duplicates, they become obsolete. If you confirm
documents to be no duplicates, they continue the workflow.
Prerequisites
• You are assigned with the Duplicate Checker role.
• The work item in the DP Document Dashboard folder of the SAP Business
Workplace has the title Check Duplicates for Document <document number>.
If the prerequisites apply, you have the option to determine if the work item is
indeed a duplicate or not.
The following swimlane diagram shows the process options for each actor in the
Duplicate Check exception. The swimlane only shows the process for PO invoices
but similar process options apply to Non PO invoices. For general information
regarding swimlane diagrams, see “Process Swimlanes” on page 17.

To check for duplicates:

3. In the right pane, double-click a document with the title Check Duplicates for
Document <document number>.
5. Make sure the Index Data screen is displayed.

6. Check the Duplicate Index Records panel at the bottom of the Index Data
screen. The Duplicate Index Records panel shows all the documents that might
be a duplicate. You can use it to determine if the document is really a duplicate
or not.
7. Confirm the document as duplicate or not duplicate:
• “To confirm the document as duplicate:” on page 38
• “To confirm the document as not duplicate:” on page 39
To confirm the document as duplicate:

1. In the DP Dashboard, click Duplicate in the application bar.
The Confirm Duplicate dialog box opens.

2. Click Yes to confirm the document as duplicate.

The document becomes obsolete.
To confirm the document as not duplicate:

1. In the DP Dashboard, click Not Duplicate in the application bar.
The Confirm Not Duplicate dialog box opens.
2. Click Yes to confirm the document as not duplicate.

The document is submitted and continues the workflow. If there are no
exceptions, the document is posted.

3.5 Parking Invoices

Parking an invoice means that it is not posted and waiting for further processing. To
park an invoice, you need to enter a parking reason.
Prerequisites
• You are assigned with the Account Payable Processor role.
• The work item in the DP Document Dashboard folder of the SAP Business
Workplace has the title Create SAP Document for <document number>.
If the prerequisites apply, you have the option to create a SAP document by parking
the invoice.
To park an invoice:
3. In the right pane, double-click a document with the title Create SAP Document
for <document number>.
5. Make sure the Dashboard tab is displayed.

3.6 Selecting Parking Reasons - Parking Invoices
6. Click Park PO Invoice (or Park Non PO Invoice for a Non PO Invoice).
The standard SAP Park vendor invoice: Company Code <####> screen opens.
7. Perform one of the following actions:
Park
Click . The Choose Parking Reason dialog box opens. See “Selecting
Parking Reasons - Parking Invoices” on page 41
Post
Click Post. The system tries to post and run the business rule.

This section describes the user interface for entering parking reasons in invoice
parking transactions. The specifics of the actual parking reasons and the associated
functionality can vary, depending on the system configuration. This section also
describes how to enter parking reasons and the associated functionality of entering
comments. The parking process differs for PO invoices and Non PO invoices.
• “Parking PO Invoices” on page 41
• “Parking Non PO Invoices” on page 43
3.6.1 Parking PO Invoices

You can park PO invoices (also called Logistic Invoices) using the MIR7 (actually
parking the invoice) or MIRO (saving the invoice without parking) transactions. At
the end of the process, a dialog box opens that asks you to select a parking reason.
You can also execute the MIR7 transaction to manually create a new PO invoice or
the MIR4 transaction to display an existing invoice.
The following procedure uses the MIR7 transaction.
To park PO invoices:
1. Execute the MIR7 transaction.

2. Click .
If no further changes are necessary, click Save as completed in the application
toolbar.
The Choose Parking Reason dialog box opens.

3. Optional If you want to add comments to the invoice, click Comments.

4. Select a Parking Reason from the list.
Depending on the reason chosen and the system configuration, you might be
asked to enter additional information in a sub screen that is displayed below the
parking reason.
5. Click Continue.
A confirmation dialog box opens.
6. Click Continue to finish parking and return to your SAP inbox.
3.6.2 Parking Non PO Invoices

You can park Non PO invoices (also called Financial Invoices) using the FV60
(parking incoming invoice) or F-63 (parking the Vendor Invoice Header only)
transaction. At the end of the process, a dialog box opens that asks you to select a
parking reason.
You can also execute the FV60 transaction to manually create a new Non PO invoice,
or the FBV3 transaction to display an existing invoice, or the FBV2 transaction to
change an existing invoice.
The following procedure uses the FV60 transaction.
To park Non PO invoices:

1. Execute the FV60 transaction.

2. Click .
If no further changes are necessary, click Save as completed.
The Choose Parking Reason dialog box opens.

3.7 Posting Invoices for Payment
3. Optional If you want to add comments to the invoice, click Comments.

4. Select a Parking Reason from the list.
Depending on the reason chosen and the system configuration, you might be
asked to enter additional information in a sub screen that is displayed below the
parking reason.
5. Click Continue.
A confirmation dialog box opens.
6. Click Continue to finish parking and return to your SAP inbox.
3.7 Posting Invoices for Payment

Direct posting of an invoice from DP is done automatically. That means if the
indexer enters the indexing data and submits, the invoice is posted automatically, if
there are no exceptions. You can perform a manual posting from various
dashboards in VIM.
Prerequisite
• You are assigned with the Indexer or Account Payable Processor role.
To post an invoice for payment:

2. From the Grouped according to task folder, select the task containing the
invoice document you want to post.
3. In the right pane, double-click the document you want to post.

5. Make sure the Dashboard tab is displayed.
6. Click Post PO Invoice.

The invoice is posted automatically in the background.

Chapter 4
Working with the Invoice Exception Dashboards
The Invoice Exception Dashboards (IE Dashboards) are the user interfaces for
processing documents through the Invoice Exception processes (IE processes). IE
processes comprise the following processes with their respective sub dashboards:
PO parking process
PO Parked Invoice Dashboard, see “Working with the PO Parked Invoice
Dashboard” on page 48.
PO blocking process
PO Invoice Dashboard (Line level), see “Working with the PO Invoice
Dashboard (Line Level)” on page 55.
PO Invoice Dashboard (Header WF), see “Working with the PO Invoice
Dashboard (Header WF)” on page 58.
Non PO parking process
Non-PO Invoice Dashboard, see “Working with the Non-PO Invoice Dashboard”
on page 61.
For each of the above processes, a slightly different set of IE Dashboard will show
up with the relevant data and options for the specific kind of invoice.
You can access the IE Dashboards from the SAP Business Workplace, see “Accessing
Workflows” on page 19.

Chapter 4 Working with the Invoice Exception Dashboards
4.1 Working with the PO Parked Invoice Dashboard

Whenever a PO invoice gets parked for any reason, the PO parking process is
triggered to process the parked document. The actual process depends on the
parking reason chosen at the time of parking the document and the type of the
document, see “Selecting Parking Reasons - Parking Invoices” on page 41.
In some business processes such as Vendor Mismatch (see “Use Cases” on page 49),
the actual parking of the invoice happens in the background, and the background
process selects the parking reason appropriately. The parking might be triggered by
performing the park invoice action in the DP Dashboard.
The configuration of the various process flows determines the exact sequence of
steps and other characteristics of the process.
All the participants of the process get a work item Process Dashboard for Parked
Invoice – <document number> in their PO Parked Invoice Dashboard folder in the
Business Workplace. Opening the work item displays the PO Parked Invoice
Dashboard for the work item. The PO Parked Invoice Dashboard enables you to
perform all actions needed to address the particular exception. Exceptions base on
the use cases and the business process defined in your company, see “Use Cases” on
page 49.
This chapter covers the following topics in regard to working with the PO Parked
Invoice Dashboard:


4.1.1 Use Cases

The following swimlane diagram shows, as an example of the IE process, the use
case PO Invoice Exception: Vendor Maintenance Required; Vendor Mismatch.
This use case is delivered with VIM Baseline. The swimlane discusses the process
options that are available for each actor in this use case. For general information

4.1.2 Screen Layout

The PO Parked Invoice Dashboard comprises the following panels, see Figure 4-1 on
page 50:
• “Parked Document Information” on page 51
• “Process Options” on page 51
• “Process History” on page 52
Figure 4-1: Panels of the PO Parked Invoice Dashboard
4.1.2.1 Menu Toolbar


Edit
Create/Edit Comments
Add comments to the document or edit existing comments.
OpenText
About
Display versions of the OpenText software.
Documentation
4.1.2.2 Application Toolbar

document in the PO Parked Invoice Dashboard. The following buttons are available:
Dashboard
Access the OpenText Unified Dashboard.
For details on the OpenText Unified Dashboard, see “Using the OpenText
Unified Dashboard” on page 139.
4.1.2.3 Parked Document Information

The Parked Document Information panel displays general information about the
invoice and provides the following buttons:
SAP Invoice
Display the SAP invoice in the MIR4 transaction.
Orig. Invoice
Display the original scanned invoice in the Image Viewer installed and
configured on your desktop.
Purchase Order
Display the Purchase Order (PO) of the invoice.
4.1.2.4 Process Options

Action
Perform an action on the document, for example Change/Post (PO) or Change
Park Reason.

Referral
Refer the document to another user, for example Refer to PO Invoice AP
Processor or Refer to Vendor Maintenance.
4.1.2.5 Process History

The Process History panel lists all processes for the particular work item. The logs
are presented in the SAP List Viewer (ALV). For details on ALV, click the icon
above the Process History panel.
4.2 Working with the PO Blocked Dashboards

A PO based invoice that is posted might get blocked for various reasons (primarily
for price or quantity discrepancies). This case triggers a workflow for each of the
invoice line blocks. The actual process depends on the block reason for the
particular item.
Line level A line level block means that an invoice is blocked and it needs to be resolved at line
level. Line level means the accounting information like cost assignment, cost center,
G/L, etc. In the Index Data tab of the DP Dashboard, the Item Details panel
represents the line level.
An example for a line level block is Quantity Discrepancy. Line level block options
include Create new PO, or Post Goods Receipt.
Header level Once all the exceptions are resolved for line level, the invoice is at header level.
Header level means the overall invoice information, like currency, net amount, tax
amount, vendor address etc. In the Index Data tab of the DP Dashboard, all
information above the Item Details panel represents the header level.
At header level, you can only perform actions on the invoice as a whole such as
Post, Park, or Cancel.
All the participants of the process get a work item in the Business Workplace, called
Process Dashboard for Invoice - <document number> for line level, and Header
Lvl dashboard - <document number> for header level. Opening the work item
displays one of the PO Blocked Dashboards, PO Invoice Dashboard (Line Level) or
PO Invoice Dashboard (Header WF), for the work item. The PO Blocked
Dashboards enable you to perform all actions needed to address the particular
exception. Exceptions base on the use cases and the business process defined in your
company, see “Use Cases” on page 53.


4.2.1 Use Cases

There are two main use cases for the PO Blocked process: Price Block and Quantity
Block.
The following diagrams show the Price Block process. This use case is delivered
with VIM Baseline. The swimlane discusses the process options that are available for
each actor in this use case. For general information regarding swimlane diagrams,
see “Process Swimlanes” on page 17.
Figure 4-2: Blocked for Payment due to Price Discrepancies – Page 1

Figure 4-3: Blocked for Payment due to Price Discrepancies – Page 2

The following diagram shows the Quantity Block process. This use case is delivered
with VIM Baseline. The swimlane discusses the process options that are available for
each actor in this use case. For general information regarding swimlane diagrams,
see “Process Swimlanes” on page 17.
4.2.2 Working with the PO Invoice Dashboard (Line Level)

The PO Invoice Dashboard (Line Level) comprises the following panels, see
Figure 4-4 on page 56:
• “Blocked Document Info” on page 57

Figure 4-4: Panels of the PO Invoice Dashboard (Line Level)

Edit
OpenText
About

Documentation

document in the PO Invoice Dashboard (Line Level). The following buttons are
available:
Dashboard
4.2.2.3 Blocked Document Info

The Blocked Document Info panel displays general information about the invoice
and provides the following buttons:
Orig. Inv
PO History
Display the history of the invoice's Purchase Order (PO).
Purchase Order
Goods Receipt
Display the respective Goods Receipt.
SAP Invoice

Action
Perform an action on the document, for example Create PO, Change PO or
Create Contract.
Referral
Refer the document to another user, for example Refer to Info Provider.

Authorization
Authorize others to perform options, for example Authorize AP to Cancel
Invoice or Short Pay.

4.2.3 Working with the PO Invoice Dashboard (Header WF)

The PO Invoice Dashboard (Header WF) comprises the following panels, see
Figure 4-5 on page 59:
• “Invoice Information” on page 60

Figure 4-5: Panels of the PO Invoice Dashboard (Header WF)

Edit
OpenText
About

Documentation

document in the PO Invoice Dashboard (Header WF). The following buttons are
available:
Dashboard
4.2.3.3 Invoice Information

The Invoice Information panel displays general information about the invoice and
provides the following buttons:
SAP Invoice
Orig. Invoice
Purchase Order

The Process Options panel allows you to perform the following types of actions for
Action
Perform an action on the document, for example Short Pay.
The Send Back option sends the invoice workflow back to the previous user
(Buyer in the example, see Figure 4-5 on page 59).


4.3 Working with the Non-PO Invoice Dashboard

Whenever a Non PO invoice gets parked for any reason, the Non PO parking
workflow is triggered to process the parked document. The actual process depends
on the parking reason chosen at the time of parking the document, see “Selecting
Parking Reasons - Parking Invoices” on page 41.
In some business processes, the actual parking of the invoice happens in the
background, and the background process selects the parking reason appropriately.
All the participants of the process get a work item Process Dashboard for Parked
Invoice – <document number> in their Non-PO Invoice Dashboard folder in the
Business Workplace. Opening the work item displays the Non-PO Invoice
Dashboard for the work item. The Non-PO Invoice Dashboard enables you to
perform all actions needed to address the particular exception. Exceptions base on
the use cases and the business process defined in your company, see “Use Cases” on
page 61.
This chapter covers the following topics in regard to working with the Non-PO
Invoice Dashboard:
4.3.1 Use Cases

The following swimlane diagram shows, as an example of the Non PO parking
workflow, the use case Non PO Invoice Exception: Tax Audit Required. This use
case is delivered with VIM Baseline. The swimlane discusses the process options that
are available for each actor in this use case. For general information regarding
swimlane diagrams, see “Process Swimlanes” on page 17.

4.3.2 Screen Layout

The Non-PO Invoice Dashboard comprises the following panels, see Figure 4-6 on
page 63:
• “Parked Document Information” on page 64
• “Approver History (Optional)” on page 65

Figure 4-6: Panels of the Non-PO Invoice Dashboard


Edit
OpenText
About
Documentation

document in the Non-PO Invoice Dashboard. The following buttons are available:
Dashboard
4.3.2.3 Parked Document Information

The Parked Document Information panel displays general information about the
invoice and provides the following buttons:
SAP Invoice
Orig. Invoice

Action
Perform an action on the document, for example Delete Invoice (NPO), Change
Park Reason or Submit for Approval.
Referral
Refer the document to another user, for example Refer to AP Processor or Refer
to Info Provider.


4.3.2.6 Approver History (Optional)

If Invoice Approval is implemented and used, the Approver history panel is
displayed at the bottom of the Non-PO Invoice Dashboard. The Approver history
panel shows you the stack trace (logs) of all the actions on coding and approving the
particular invoice.

Chapter 5
Approving Invoices
Prerequisites
• You are assigned with one of the following roles:
• Coder
• Requestor
• Approver
• Accounts Payable
• The work item in the Approve Invoice folder of the SAP Business Workplace has
the title Invoice <document number> is waiting for approval.
If the prerequisites apply, you have the option to perform coding, approving, and
rejecting the invoice, depending on the configuration.
5.1 Use Cases

The following swimlane diagram shows the Invoice Approval process, represented
by the use case PO Invoice Exception: Approval required. This use case is
delivered with VIM Baseline. The swimlane discusses the process options that are
available for each actor, for example Coder, in this use case. For general information

Chapter 5 Approving Invoices
5.2 Approve Invoice Entry Screen

In the Approve Invoice entry screen, you can perform the following actions in the
Invoice Approval process:
• “Entering Accounting Information” on page 70
• “Delegating the Information Entry” on page 71
• “Approving the Invoice” on page 72
• “Rejecting the Invoice” on page 73
• “Collaborating in the Approval Process” on page 75
• “Adding and Viewing Attachments” on page 77
To access the Approve Invoice entry screen:

Alternatively, you can use the Integrated Invoice Cockpit, see Approve / Reject
on page 23.
2. From the Grouped according to task folder, select Approve Invoice.
3. In the right pane, double-click a document with the title Invoice <document
number> is waiting for approval.
4. The Approve Invoice entry screen opens, displaying the selected document.

5.2 Approve Invoice Entry Screen
5. The following buttons are available:

View Invoice Image
Unified Dashboard
Display DP
Display the DP document of the invoice.
Add Attachment
Display Attachments
See “Adding and Viewing Attachments” on page 77
I will enter accounting information
See “Entering Accounting Information” on page 70
Note: You might want to display the accounting information directly
without clicking the I will enter accounting information button. Your
administrator can modify the configuration, so you can see the
accounting information fields immediately.
The modified configuration will also remove the I want someone else
to enter accounting information button from the Approve Invoice
screen.

I want someone else to enter accounting information

See “Delegating the Information Entry” on page 71
Add Comments
Refer
See “Collaborating in the Approval Process” on page 75
Approve
See “Approving the Invoice” on page 72
Reject
See “Rejecting the Invoice” on page 73
Return to Inbox
Cancel and return to SAP Business Workplace.
Switch to the Additional Details tab to display further information about the
particular invoice.
5.3 Entering Accounting Information

Before approving an invoice, you need to enter the required accounting information,
for example, the cost center or the item amount.
Prerequisites
• To enter accounting information, you must be assigned to perform coding.
• Consult your Accounts Payable department for details on the account
information you need to enter.
To enter accounting information:

1. Access the Approve Invoice entry screen, see “To access the Approve Invoice
entry screen:” on page 68.
2. Click I will enter accounting information.
Note: You might want to display the accounting information directly
without clicking the I will enter accounting information button. Your
administrator can modify the configuration, so you can see the accounting
information fields immediately.
The modified configuration will also remove the I want someone else to
enter accounting information button from the Approve Invoice screen.

5.4 Delegating the Information Entry
3. Enter required accounting information.

4. Once you have finished entering information, do one of the following:
• Click to save the work item.
The work item is saved and remains in your inbox.
• Click Approve to approve the invoice.
The Approve Confirmation screen opens, see “Approving the Invoice” on
page 72.
5.4 Delegating the Information Entry

To delegate the entry of accounting information:
2. Click I want someone else to enter accounting information.

3. In the Please Specify the Coder field, enter the person you want to enter
accounting information.
Click Name Search to search for the person.
4. Click Approve to continue to the Approve Confirmation screen (see
“Approving the Invoice” on page 72), and finish the process.
The invoice is routed to the selected coder’s inbox.
5.5 Approving the Invoice

To approve the invoice:
2. Click Approve.

5.6 Rejecting the Invoice
3. In the Approve Confirmation screen, enter comments in the Comments field, if

necessary.
4. Click Continue to approve the invoice and return to SAP Business Workplace.
Depending on the configuration, the approved invoice is forwarded to the next
approval step if there is any, is posted, or is routed back to Accounts Payable for
further processing.
5.6 Rejecting the Invoice

To reject the invoice:
2. Click Reject.

3. In the Rejection Confirmation screen, enter a reason for the rejection, and click
Continue to reject the invoice and return to SAP Business Workplace.
4. Select a rejection reason, if you are prompted to do so.
Depending on the configuration, the invoice is sent back to the previous
approver if there is any, or is routed back to Accounts Payable for further
processing.
5.7 Invoice Approval Email

VIM can be configured to send out an email whenever there is a new invoice
waiting for approval. You will receive an email similar to the following:
Note: Your email might look different, depending on the system configuration.
The email might ask you to access your SAP inbox.

5.8 Collaborating in the Approval Process
5.8 Collaborating in the Approval Process

With VIM 5.2 SP1, approvers/coders have the option to refer the invoice from the
approval screen to other users for information. Therefore, VIM 5.2 SP1 introduces
the new button Refer in the Approve Invoice entry screen, as shown in the
following figure.
To refer an invoice for more information:

1. In the Approve Invoice entry screen, click Refer.

In the Refer Invoice screen, you can enter comments and select the Referee user
to whom you want to refer the invoice for more information.
2. The following actions are available:
Referee ID
Type the Referee ID directly or perform a search by clicking Name Search.
Wait for Referee feedback
Select this check box to have the approval work item transferred from your
inbox to your Resubmission folder. The work item will remain in the
Resubmission folder until the Referee refers the invoice back to you.

5.9 Adding and Viewing Attachments
Alternatively, you can end the resubmission of the work item, manually. In
case you approve or reject the invoice before the Referee feedback, the work
item in the Referee’s inbox will be automatically terminated.
Comments
You can enter comments for the Referee as shown in the figure above.
3. Click Continue.
If the “Refer” action is successful, you are taken to the SAP Business Workplace.
In case of any errors, a message is displayed.
Note: You can refer the invoice to only one person at a time.
To provide additional information as the Referee:

When an approver/coder refers the invoice for information to you as the Referee,
you will have a work item in your SAP inbox. You can then provide the required
information in the form of attachments or comments. You do not have the
authorization to change or add coding lines or to approve or reject the invoice.

Since VIM 5.2 SP1, you can add attachments to the invoice from the approval screen.
You can also see attachments added by other users from the approval screen.
The following buttons on the approval screen provide this functionality:

Add Attachment
Click this button to add new attachments to the invoice from your desktop.
Display Attachments
Click this button to view all attachments to the invoice from the approval screen.
Since VIM 5.2 SP4, the following information is displayed for each attachment, if
there are multiple attachments:

Note: If there is only one attachment, the attachment is opened without

displaying the information.
• file name of the attachment
• user ID of the person who added the attachment
• date and time of the attachment
Note: This information is only displayed for files that are attached after im-
plementation of VIM 5.2 SP4. For files that are attached before implement-
ing SP4, the archive ID of the attachment (a 40 character alpha-numeric
code) is displayed in the File name field.

Chapter 6
Approving Invoices Using OpenText Approval
Portal
Using OpenText Approval Portal addresses one challenge: Most of the approvers
are not frequent SAP users and do not wish to learn SAP just to approve an invoice
or DP document once in a while. The Approval Portal provides a concise and user-
friendly web interface for these users. The interface is designed to deliver the right
amount of information to the approvers to make a quick decision.
The Approval Portal can be deployed as a J2EE application where you access the
application directly through an URL provided by the administrator. The Approval
Portal can also be deployed as a J2EE application but is wrapped inside the SAP
NetWeaver Portal (NWP); you navigate to the Approval Portal site given by the
administrator.
For prerequisites and use cases regarding IAP, see “Approving Invoices” on
page 67.
The Approval Portal supports Internet Explorer 6.0, Internet Explorer 7.0, and
Internet Explorer 8.0. If you want to open another session with a different user login
in Internet Explorer 8.0, click File > New Session to open a new browser window.
The following configurations are required in the browser:
• JavaScript must be enabled.
• If you want to automatically display invoice images, the popup blocker must be
turned off.
6.1 Working with the Invoice Approval Screen

The Invoice Approval screen comprises the following sections:
• Invoice Approval (inbox)
• Processed Invoices
To access the Invoice Approval screen:

• Login to the Approval Portal.
Alternatively, log in to the SAP NetWeaver Portal and navigate to the Approval
Portal.

Chapter 6 Approving Invoices Using OpenText Approval Portal
Note: The title and the way to navigate to Invoice Approval might be
different on your system as it is defined by the administrator. Ask your
administrator or the AP personnel for correct information.
6.1.1 Invoice Approval Section

The Invoice Approval section contains a list of invoices that require your action.
Invoices to be approved shows you how many invoices are waiting for your
approval.
To refresh the list with data from SAP, click the Refresh button .
To invoke the Personalize screen, click the Personalize link. For details about the
Personalize screen, see “Working with the Personalize Screen” on page 83.
In the Invoice Approval section, the following columns are always displayed:
• Invoice No.
• Logical System
• Open Invoice
• Actions column with Approve and Reject
• History
Note: The remaining Invoice Approval fields are configurable in the
Personalize screen.
In the Invoice Approval section, the following actions are available:
Sorting the list
Click a column header link to sort the list by the selected column.
Opening the Processing Invoice screen
Click the invoice's link under Invoice No. to open the Processing Invoice screen
with details on the selected invoice.

6.1 Working with the Invoice Approval Screen
Opening the invoice image

Click the icon in the Open Invoice column to display the original scanned
invoice in the Image Viewer installed and configured on your computer.
Opening the approval confirmation screen
If the Approve link is enabled, click it to directly access the Approve screen
without going to the Processing Invoice screen.
Note: This is only available if you are not required to do any coding.
You can select more than one invoice for approval at the same time: For each
invoice, select the check box at the beginning of its line, and then click Approve
Selected Invoices. See “Approving Invoices” on page 94.
Opening the rejection confirmation screen
If the Reject link is enabled, click it to directly access the Reject screen without
going to the Processing Invoice screen.
Note: This is only available if you are not required to do any coding.
You can select more than one invoice for rejection at the same time: For each
invoice, select the check box at the beginning of its line, and then click Reject
Selected Invoices. See “Rejecting Invoices” on page 95.
Displaying the invoice's history
Click the History link of an invoice to display the history.
To hide the history, click the History link once more.
6.1.2 Processed Invoices Section

The Processed Invoices section shows invoices that you have performed actions on
in a result list.

The Processed Invoices section also provides a Search Screen in which you can
enter search criteria for the invoices to be displayed.
Important
You have to perform a search to have the list displayed.
Result list
The search result list behaves similar to the regular Invoice Approval invoice
list, with the following exceptions:
• The Invoice Status field is added. Move the mouse over the letter in this field
to display the status of the invoice.
• The Approve and Reject buttons are removed.
• The Invoice Detail screen is displayed read-only when you click the invoice's
link under Invoice Doc No or under Invoice Detail.
Search Screen
This section allows you to enter search criteria for the invoices that you have
processed.
Note: Your administrator configures the search fields so they might look
different from the screenshot above.
In the Search Screen, the following actions are available:

6.2 Working with the Personalize Screen
Adding input fields

Click the More link, where available, to enter multiple search criteria for a
field.
Example:
Company code
Selecting the date

Click the calendar button to select the date.
Displaying and hiding the Advanced search section
Click the Advanced search link to display the Advanced search section, and
Hide to hide it.
Performing the search
Enter one or more search criteria and click Search. The results of your search are
displayed in the result list.
Clearing the search fields
Click Clear Fields to remove all your entries from the Search Screen.

The Personalize screen allows you to maintain general settings of the IAP web
interface, according to your needs. In the Personalize screen, the following areas are
available:
• “View” on page 84
• “Regional Settings” on page 86
• “Workflow Settings” on page 87
To configure general settings:

1. To open the Personalize screen, click the Personalize link in the header.
The Personalize screen is displayed.
2. Configure settings in the particular areas of the Personalize screen. See the
following sections.

3. When you have finished the configuration, click Save.
6.2.1 View
In the View area of the Personalize screen, you can configure some general and
inbox settings.
Default SAP System

Select which SAP system you want to use as the user preference default for your
Invoice Approval page. If multiple logical systems can be selected, only the first
logical system is considered. This will apply to the following settings:
• Number of Invoices shown per page
• Available Fields/Current Fields
• Regional Settings
General Settings
Show Invoice
Clear the check box to configure that View Invoice must be clicked to display
the invoice image in the detail page.
Select the check box, and then select an option from the drop-down list to
indicate where the invoice image should be displayed when opening the detail
page. The following options are available:
Separate Window
The invoice image is displayed in a separate window when you open the
detail page.

Left
The invoice image is displayed on the left side in the detail page.
Right
The invoice image is displayed on the right side in the detail page.
Show Details
Select this check box to automatically open the Invoice Detail section in the
Processing Invoice screen.
Clear this check box to display only the Details link in the Processing Invoice
screen.
Show History
Select this check box to automatically open the History section in the Processing
Invoice screen.
Clear this check box to display only the History link in the Processing Invoice
screen.
Receive email notification
Select this check box to receive an email notification regarding any invoice that
requires your attention.
Retrieve History in Processed Invoice List
Select this check box to display the History column in the Processed Invoices
list.
By default, the check box is cleared. Clearing the check boxes speeds up the
retrieval of the Processed Invoices list.
If you perform changes, click Refresh or log out and log in again to see the
changes.
Inbox Settings
Number of Invoices shown per page
Enter the number of invoices to be displayed in the Invoice Approval list and
the Processed Invoices list.
Show Referred Invoices
Select this check box to display all referred invoices in the Invoice Approval list.
Clear this check box to avoid displaying invoices that are referred or waiting for
feedback from the referee in the Invoice Approval list.
Retrieve History
Select this check box to display the History column in the Invoice Approval list.
By default, the check box is cleared. Clearing the check boxes speeds up the
retrieval of the Invoice Approval list.
If you perform changes, click Refresh or log out and log in again to see the
changes.

Available Fields/Current Fields

This area allows you to configure which columns (fields) are displayed in the
Invoice Approval list.
Note: The following fields are always displayed and cannot be configured:
• Invoice Doc No
• Invoice Status (Processed Invoices list, only)
• View Image
• Actions column with Approve and Reject
• History
The Available Fields list shows all available fields for the Invoice Approval list
and the Processed Invoices list.
The Current Fields list shows the fields that are currently displayed in the
Invoice Approval list.
You can use the following buttons to configure the display of fields:
Add
Mark a field in the Available Fields list and click Add to move the field to
the Current Fields list.
Delete
Mark a field in the Current Fields list and click Delete to move the field back
to the Available Fields list.
Up
Mark a field in the Current Fields list and click Up to move the field up in the
sequence.
Down
Mark a field in the Current Fields list and click Down to move the field
down in the sequence.
6.2.2 Regional Settings

The Regional Settings area allows you to configure default values for language,
currency, decimal notation and date format to be used throughout the Approval
Portal.

Select the Default Language, your preferred Decimal Notation, and your preferred
Date Format from the drop-down lists.
6.2.3 Workflow Settings

In the Workflow Settings area, you can configure settings like the default coder, the
maximum number of list items, and delegation.
Default Coder
Select the default coder that you want to do the coding. The drop-down list
shows the previously selected coders.
Alternatively, search for a different person: Click the icon to open the Find
person screen.
Maximum number of List Items

Determine how many names to be displayed in the drop-down list for
previously selected persons, for example the drop-down list in Default Coder,
see above.
Delegation Settings
If you set up a delegation, the delegate will receive your invoices in their Invoice
Approval list. This is useful if you are on vacation or you are delegating your
work to someone else to do it. If the delegate is also an SAP user, delegation also
affects the work items in the SAP Business Workplace inbox.
Click Add Row to add a line where you define the delegation settings.
Tip: To delete a line, click the Delete this line icon next to the line.
Use the following parameters to configure the delegation:

Assigned Delegate
Select a person from the list of previously selected delegates.
Alternatively, search for a different person: Click the icon to open the
Find person screen.
Valid From/Valid To
Enter the time during which the delegate will receive your invoices.
Tip: Click the calendar button to select the Valid From and the
Valid To date.
Active
Select this check box to activate this line's delegate.
6.3 Working with the Processing Invoice Screen

In the Processing Invoice screen, you can perform the following actions:
• “Viewing Line Item Information (PO Invoices)” on page 91
• “Entering Accounting Information (Non PO Invoices)” on page 91
• “Delegating the Accounting Information Entry (Non PO Invoices)” on page 93
• “Approving Invoices” on page 94
• “Rejecting Invoices” on page 95
• “Collaborating in the Approval Portal” on page 96
• “Adding and Viewing Attachments” on page 97
To open the Processing Invoice screen, click the Invoice Doc No link or the Invoice
Detail link in the Invoice Approval list.
The Processing Invoice screen looks different for PO and Non PO invoices.

Figure 6-1: Processing Invoice screen for PO invoices
Figure 6-2: Processing Invoice screen for Non PO invoices
The following actions are available in the Processing Invoice screen for both PO and
Non PO invoices:
Opening the invoice image
Click the View Invoice button to display the original scanned invoice in the
Image Viewer installed and configured on your computer.
Viewing and adding attachments
Click View Attachment or Add Attachment. See “Adding and Viewing
Attachments” on page 97.

Entering special handling instructions

Click Special Handling Instructions to open a separate screen for entering
instructions.
Displaying invoice details and history
Click the icon to the very right of the Invoice Details or Invoice History line
to open the respective section.
Click the icon to hide the respective section again.

Adding comments
Click Add Comment to open a separate screen for adding comments.
Opening the Approve Invoice screen
Click Approve to open the Approve Invoice screen, see “Approving Invoices”
on page 94.
Opening the Reject Invoice screen
Click Reject to open the Reject Invoice screen, see “Rejecting Invoices” on
page 95.
Returning to the inbox
Click Back.
Getting help
Click Help to open the help page configured by the administrator.
Referring to other users for information
Select another user, and click Refer to refer an item to other users. For details, see
“Collaborating in the Approval Portal” on page 96.
Referring back
The Refer back button will only appear if you are the Referee for the current
item. Click Refer back to refer this item back to the referrer.
Non PO only The following actions are available in the Processing Invoice screen for Non PO
invoices only:
Calculating values for invoices
VIM 5.2 SP4 introduces the Calculate button. Click Calculate to calculate the
following values for the invoice, dependent on the Auto-Calcul Tax setting:
Auto-Calcul Tax selected
• Tax Amount
• Net Amount
• Percentage
• Item Amount
• Balance

Auto-Calcul Tax cleared

• Net Amount
• Percentage
• Item Amount
• Balance
Important
The system displays any errors or warning messages that occur during
calculation. In case of errors, the calculation is not performed. You must
correct the errors and click Calculate again to update the values.
With the introduction of the Calculate button, no dynamic or automatic

calculations are performed on the screen. You must click Calculate to update the
values.
If you change the value in the Percentage field, the value in the Item Amount
field is deleted. Similarly, if you change the value in the Item Amount field, the
value in the Percentage field is deleted.
6.3.1 Viewing Line Item Information (PO Invoices)

Viewing line item information is available in the Processing Invoice screen for PO
invoices, only:
View line item information
For PO invoices, the Cost Assignment section is displayed automatically.
Click the Acct link to view the accounting information.

Click the Show Accounting Details icon to view additional line item
information.
6.3.2 Entering Accounting Information (Non PO Invoices)

Entering accounting information is available in the Processing Invoice screen for
Non PO invoices, only:

Prerequisites
• To enter accounting information, you must be assigned to perform coding. If you
are not allowed to do coding, this will be a display only.
• Consult your Accounts Payable department for details on the account
information you need to enter.
To enter accounting information for a Non PO invoice:

In the Processing Invoice screen, the Cost Assignment area is displayed.
Note: The displayed fields might be different from the screenshot as the list is
configured by the administrator.
1. Enter the required accounting information.
• Click Add Rows to add additional coding lines.
• Click the More icon to the very right, to open the Additional Accounting
Entry section with more coding fields.
• Click the Delete this line icon next to a line to delete the line.
• Click the icon next to a coding field to open the Search Help. Search
Help allows you to search for the information you need for the particular
coding field.
Enter a value for any of the search criteria and click Search.

Click on a line in the search results to populate the data into the coding field.
2. Once you have finished entering accounting information, do one of the
following:
• Click Save to save the work item and return to the inbox. The work item is
saved and remains in your inbox.
• Click Back to return to the inbox without saving.
• Click Approve to display the Approve Invoice screen. See “Approving
Invoices” on page 94.
• Click Reject to display the Reject Invoice screen. See “Rejecting Invoices” on
page 95.
6.3.3 Delegating the Accounting Information Entry (Non PO

Invoices)
Delegating the accounting information entry is available in the Processing Invoice
screen for Non PO invoices, only:
To delegate the accounting information entry for a Non PO invoice:

In the Processing Invoice screen, the Reassign to area is displayed.

1. Select the person that you want to do the coding. The drop-down list shows the
previously selected coders.
Alternatively, search for a different person: Click the Help me find the person
link to open the Find person screen.
2. Click Reassign to route the invoice to the selected coder’s inbox.
6.4 Approving Invoices

To approve an invoice:
1. Access the Approve screen:
• directly from the Invoice Approval screen (see “Invoice Approval Section”
on page 80)
• from the Processing Invoice screen (see “Working with the Processing
Invoice Screen” on page 88)
The Approve screen looks different, depending on whether you approve one or
several invoices.
Figure 6-3: Approve screen for one invoice

6.5 Rejecting Invoices
Figure 6-4: Approve screen for several invoices
2. If necessary, enter comments in the Comments field.

3. If the Override Approver drop-down list is displayed and you want to override
the approver that is displayed in the Next Approver field, select the person that
you want to approve the invoice. The drop-down list shows the previously
selected approvers.
Alternatively, search for a different person: Click the icon to open the Find
person screen.
4. Click Continue or Approve to approve the invoice and return to the Invoice
List screen.
Depending on the configuration, the approved invoice is forwarded to the next
approval step if there is any, is posted, or is routed back to Accounts Payable for
further processing.

To reject an invoice:
1. Access the Reject screen:
• directly from the Invoice Approval screen (see “Invoice Approval Section”
on page 80)
• from the Processing Invoice screen (see “Working with the Processing
Invoice Screen” on page 88)
The Reject screen looks different, depending on whether you reject one or
several invoices.

Figure 6-5: Reject screen for one invoice
Figure 6-6: Reject screen for several invoices
2. Enter a reason for the rejection, and click Reject to reject the invoice and return
to the inbox.
3. If prompted to do so, select a rejection reason.
Depending on the configuration, the invoice is sent back to the previous
approver if there is any, or is routed back to Accounts Payable for further
processing.
6.6 Collaborating in the Approval Portal

Collaborating in the Approval Portal works similar to collaborating in the SAP GUI.
See “Collaborating in the Approval Process” on page 75 for more details.
To refer an invoice for more information:

1. In the Processing Invoice screen, click I want to Refer.

Note: Depending on the configuration, the Refer Invoice area might be

displayed immediately.
2. Optional Click the Help me find the person link to perform a name search.
3. Click Refer to continue to the Confirmation screen.
In the Refer Invoice screen, the following actions are available:

Wait for Referee Feedback
Select this check box to have the approval work item transferred from your
inbox to the inbox of the Referee. The work item will remain in the Referee's
inbox until the Referee refers the invoice back to you.
Alternatively, you can end the transfer of the work item, manually. In case
you approve or reject the invoice before the Referee feedback, the work item
in the Referee’s inbox will be automatically terminated.
Comments
Optional: enter comments for the Referee.
4. Click Refer to confirm the referral.

Since VIM 5.2 SP2, you can add attachments to the invoice from the Processing
Invoice screen. You can also view attachments added by other users.
To view existing attachments:

• Click View Attachment in the Processing Invoice screen.

Since VIM 5.2 SP4, the following information is displayed for each attachment, if
there are multiple attachments:
Note: If there is only one attachment, the attachment is opened without
displaying the information.
• file name of the attachment
• description of the attachment
• user ID of the person who added the attachment
• date and time of the attachment
Note: This information is only displayed for files that are attached after
implementation of VIM 5.2 SP4. For files that are attached before
implementing SP4, the archive ID of the attachment (a 40 character alpha-
numeric code) is displayed in the File name field.
To add an attachment:
1. Click Add Attachment in the Processing Invoice screen.
The Add Attachment window opens.
2. Click Browse to open the Choose file dialog box.

3. Choose the file you want to attach, and click Open.
4. Enter a Description.
5. Click Attach to attach the file to the invoice.

6.8 Using the Approval Portal on a Mobile Device

The Approval Portal supports mobile devices to perform basic approving and
rejecting items. Mobile support basically provides a simplified version of the
Approval Portal. You can only access items that are ready to be approved and
rejected. Items that require coding are not available.
Note: Using the Approval Portal on a mobile device, as described in this
section, coexists with the mobile App that is based on OpenText Everywhere.
For information about the mobile App, see “Approving Invoices Using the
OpenText Everywhere Mobile Application” on page 103.
As the processes are similar to the regular Approval Portal through browser, this
section mainly provides screenshots. See “Approving Invoices Using OpenText
Approval Portal” on page 79 for details.
Notes:
• Check the Release Notes to see what devices are supported and what build
includes this functionality.
• Your screen might look different as your administrator can configure which
field to show up.
To access the invoice list screen:

1. Login to the Approval Portal.
Alternatively, log in to the SAP NetWeaver Portal and navigate to the Approval
Portal.
Note: The title and the way to navigate to the invoice list screen might be
different on your system as it is defined by your administrator. Ask your
administrator or the AP personnel for correct information.
2. Click on an invoice key to go to the detail page for the invoice.

For PO invoices, continue with PO Invoice Detail screen on page 100.

For Non PO invoices, continue with Non PO Invoice Detail screen on page 102.
PO Invoice Detail screen
You can perform the following actions:

Line Item Details
Click Line Item Details to see the Line Item Information.
History
Click History to display the history panel.
Approve
Click Approve to open the Approve Confirmation page.

Click Continue to approve the invoice.

Reject
1. Click Reject to open the Reject Confirmation page.
2. Click Continue.
3. Confirm the rejection.

4. Enter a rejection reason and click Continue.

Non PO Invoice Detail screen
You can perform almost the same actions as on the PO Invoice Detail screen.
Instead of Line Item Details, you can perform the following additional action:
Account Information
Click this link to see the Accounting Information.

Chapter 7
Approving Invoices Using the OpenText
Everywhere Mobile Application
Using Mobile Approval addresses one challenge: Most of the approvers are not
frequent SAP users. They do not want to learn SAP just to approve an invoice or a
DP document once in a while. Besides that, managers are used to work with mobile
devices and approval should be possible from every location.
Mobile App Mobile Approval provides a concise interface for these users: the OpenText
Everywhere mobile application (mobile App). The interface is designed to deliver the
right amount of information to the approvers to make a quick decision.
Notes:
• The mobile App provides a detailed online help. The following chapter only
describes shortly the main processing steps.
• All screenshots are taken from a Blackberry device. The user interface can
be different according to the device or version of device.
• Users can be notified with the Invoice Approval email. See “Invoice
Approval Email” on page 74. You must manually start the mobile App.
7.1 Signing in to the Mobile App

To sign in to the mobile App:
1. Start the mobile App by clicking the corresponding icon on the mobile device.
The OpenText Everywhere Sign In screen opens.

Chapter 7 Approving Invoices Using the OpenText Everywhere Mobile Application
2. According to the authentication method, sign in to the approval application.

Tip: In case of doubt, ask your administrator.
The Invoice List screen opens.

7.2 Working with the Invoice List Screen
7.2 Working with the Invoice List Screen

The Invoice List screen comprises the Invoice List, a list of invoices that require
your action.
The following actions are available in the Invoice List. Start the actions from the
menu options. The menu options are available from the menu button of the
Blackberry device.

Refresh the list

To refresh the invoice list with data from SAP, click Refresh in the menu options.
Sort the list
To sort the invoice list according to the relevant data, click Sort in the menu
options.
Approve or reject the invoice

To directly approve or reject the invoice, click Approve or Reject in the menu
options. The Approve or Reject screen opens. You can enter a comment. See
“Approving Invoices” on page 110 and “Rejecting Invoices” on page 111.
You return to the Invoice List.
Logout
To log out from the approval application, click Logout in the menu options.

7.3 Working with the Invoice Processing Screen
Open the Invoice Processing screen

To open the Invoice Processing screen for an invoice, click the invoice in the
Invoice List.
See “Working with the Invoice Processing Screen” on page 107.
The following details are displayed for every invoice:
• Vendor name
• Invoice reference number
• Assigned Approver
• Invoice date
• Invoice Amount
• Currency
Note: The remaining Invoice List fields are configurable in the User
Preferences inside SAP. Ask your administrator.

To open the Invoice Processing screen for an invoice, click the invoice in the Invoice
List.

The Invoice Processing screen looks different for PO and Non PO invoices. It can be
customized in the SAP system.
In the Invoice Processing screen, you can perform the following actions:
Open the invoice image
Click View Invoice to display the original scanned invoice. This action is only
available if an image exists.
Open attachment
Click View Attachment to display the attachments. This action is only available
if an attachment exists.
View line item information
The Line Item Information section is displayed when you click Items.
In the menu options, sort the list according to a column.

View history
Click History to display the Approval history section.
In the menu options, you can sort the history according to a column.
Click one history line to display the comment details.

Refer the invoice

Click Refer to refer the item to other people. See “Referring Invoices” on
page 111.
Refer back
This action will only appear if you are the Referee for this item.
Click Refer Back to refer this item back to the referrer. You must enter a
comment on the confirmation page.
Approve the invoice
Click Approve to approve the invoice. See “Approving Invoices” on page 110.
Reject the invoice
Click Reject to reject the invoice. See “Rejecting Invoices” on page 111.
7.4 Approving Invoices

To approve an invoice:
1. Click Approve:
• directly from the Invoice List in the menu options

• from the Invoice Processing screen
2. Enter a comment in the Approve screen, if needed, and click Approve.

The invoice is approved. You return to the Invoice List.

To reject an invoice:
1. Click Reject:
• directly from the Invoice List in the menu options
• from the Invoice Processing screen
2. Enter a comment (mandatory) in the Reject screen, and click Reject.

The invoice is rejected. You return to the Invoice List.
7.6 Referring Invoices

To refer an invoice:
1. Click Refer on the Invoice Processing screen. The Refer screen opens.

2. Click Search to search for the correct user to which the invoice ahould be
referred to.
3. In the Find User dialog box, search for the user and select the user by clicking
one name line.
You return to the Refer screen filled with the selected user.
4. In the Refer screen, enter a comment and click Refer.
The invoice is referred. You return to the Invoice List.

Chapter 8
Working with Shared Service Framework (SSF)
Integration
As part of Business Suite 2010 (ERP 6.0 EhP5 and CRM 7.0 EhP1), SAP delivers the
Shared Service Framework (SSF). SSF contains a rich set of tools to improve and
automate Shared Service Center operations.
Technically, SSF is based on SAP Customer Relationship Management (CRM),
specifically on the Interaction Center. In case of the VIM integration, this is the
Accounting Interaction Center (AIC). The Interaction Center is part of SSF. CRM
provides software for ticket systems, for example in the Accounts Payable
department.
SSF integrates the leading CRM system with the backend ERP systems, for example
VIM. Shared Service Center agents work entirely in their AIC, with access to the
backend ERP systems that they are responsible for. The AIC provides the means to
support communication with employees, suppliers and clients.
VIM 6.0 introduces the integration with SSF. VIM leverages the SSF and provides
integration scenarios with the AIC. See the following examples:
Example:
• The integration allows searching and finding invoices in VIM from AIC.
• VIM users in the ERP backend system can open service request from VIM work
items and exceptions.
• Specific exceptions can be configured to automatically create a service request in
CRM/AIC.
Among others, the benefits of the SSF integration are the following:
• automation in the Shared Services environment
• cost reduction
• enhanced efficiency
• reduction of operational risk
8.1 Use Cases

VIM supports the following scenarios for the SSF integration:
• Manual creation of Service Request (SR)
• Automated creation of SR (VIM Exception)

Chapter 8 Working with Shared Service Framework (SSF) Integration
• Provide content: Feeding vendor fact sheet
Definitions
Service Request (SR)
An SR is an object on SSF (CRM based) that is the core of all interactions for any
users on CRM side. An SR provides a form with history and a number of Fact
Sheets.
Fact Sheet
A Fact Sheet is like a report that provides the SSF user a snapshot of information
related to some entities (Vendor in case of VIM).
An SR is the basis for integration between VIM and SSF. DP documents will be
linked to SRs.
Trusted communication between CRM and VIM systems enables seamless user
experience, that means, you do not have to log on each time when switching
between systems.
As an SSF user, you need to have user IDs in all VIM systems. The SSF integration
provides access to the VIM system using web browser. All interactions by SSF users
happen in the web browser.
All transactions that are launched from SSF into VIM provide search and read-only
views. There is no access to transactions to create or change VIM objects or
manipulate the VIM workflow.
8.2 Displaying a Service Request

You can display existing Service Requests, using the Service Requests button in
all VIM dashboards, and in VIM Analytics, using the View Service Requests
button.
To display Service Requests:

1. In any VIM Dashboard, click the Service Requests button in the application
toolbar.
Note: You can display SRs also from VIM Analytics by marking a
document and clicking the View Service Requests button in the ALV grid
control. However, you cannot create a new SR from VIM Analytics.
The View Service Requests dialog box opens.
Note: If no SRs exist for the document, the Manager Service Requests
dialog box opens, asking if you want to create a new SR.

8.3 Creating a Service Request Manually
2. Click the link in the CRM Service Request column.

3. Enter user name and password, if you are asked to do so.
A browser window opens, asking for your business role.
4. Click the appropriate business role link.
The SR is opened in the CRM Interaction Center browser window.
8.3 Creating a Service Request Manually

You can manually create Service Requests from all VIM dashboards, using the
Service Requests button.
To create a Service Request manually:

1. In any VIM Dashboard, click the Service Requests button in the application
toolbar.
SR exists for the invoice
The View Service Requests dialog box opens. Click Create New.
No SR exists for the invoice
The Manager Service Requests dialog box opens. Click Yes.
2. Enter user name and password, if you are asked to do so.
A browser window opens, asking for your business role.
3. Click the appropriate business role link.
The SAP CRM browser window opens showing the AIC Service Request: New
screen.

4. In the Account field under Basic Data, enter the account.

The value in Financial Organization is prepopulated. If it is not, contact your
CRM administrator.
5. Click Save.
8.4 Displaying VIM Invoices in a Service Request

From inside an SR, you can display VIM invoices that are linked to the SR.
To display VIM invoices in an SR:

1. In an SR, click the Business Context link.

8.5 Linking VIM Invoices to a Service Request
2. In the Business Context area, click the ID link of the OpenText DP document.
Note: To remove the link to the document, click Edit and Unlink in the
Actions column.
The VIM invoice is displayed inside the CRM Interaction Center window.
8.5 Linking VIM Invoices to a Service Request

Inside an SR, you can add links to VIM invoices, using VIM Analytics.
To link VIM invoices to a Service Request:

1. Open the SR.
2. In the Navigation, click VIM Analytics SRQ.
VIM Analytics is displayed inside the CRM Interaction Center window.
3. Mark the invoices that you want to link to the SR.

Note: Only DP invoices are supported. Invoices must have a Document
ID.
4. Click Link to SR.
Links to the documents are added to the SR and displayed in the Business
Context area.
8.6 Feeding the Vendor Factsheet

The CRM Interaction Center provides the Account Fact Sheet that displays
information about a specific account. In case of the VIM SSF integration, the account
is the vendor. The Account Fact Sheet contains the OpenText Vendor Factsheet
area with information about VIM invoices of a specific vendor.

To feed the vendor factsheet:

1. Open the CRM Interaction Center.
2. In the navigation panel, click Account Identification.
3. Enter search criteria for the vendor in the Account ID field and click Search
Account.
4. In the Details screen, click Confirm to confirm the vendor that is shown in the
Account field.
5. In the navigation panel, click Account Fact Sheet.
8.7 Displaying Invoices of a Specific Vendor

The SSF integration enables you to display the invoices of a specific vendor inside
the CRM Interaction Center, using VIM Analytics.

To display invoices of a specific vendor:

1. Open the CRM Interaction Center.
2. In the navigation panel, click Account Identification.
3. Enter search criteria for the vendor in the Account ID field and click Search
Account.
4. In the Details screen, click Confirm to confirm the vendor that is shown in the
Account field.
5. In the navigation panel, click VIM Analytics Account Id.
The VIM Analytics selection screen is displayed inside the CRM Interaction
Center. The Vendor field is filled with the vendor that you have entered. For
further information about VIM Analytics, see “Using VIM Analytics” on
page 145.

Note: You can refine the search by entering further selection criteria. If you
do not enter further selection criteria, the search will result in all invoices of
the vendor.
6. Click Execute.
The VIM Analytics search result is displayed inside the CRM Interaction
Center.
The following actions are available:

Image
To display the original scanned invoice, select a line and click Image.
Dashboard
To open the OpenText Unified Dashboard, select a line and click Dashboard.

Chapter 9
Working with Supplier Relationship Management
(SRM) Integration
SAP Supplier Relationship Management (SRM) automates, simplifies, and
accelerates procure-to-pay processes for goods and services. For details on SRM, see
http://www.sap.com/solutions/business-suite/srm/index.epx.
VIM supports the following scenarios for SRM related purchase order invoices:
• Missing goods receipt (GR) for SRM related purchase orders
• Quantity discrepancy in invoice for SRM related purchase orders which requires
confirmation in the SRM system
• Price discrepancy in invoice for SRM related purchase orders which requires
changes in the purchase order located in the SRM system
9.1 Use Cases

The following swimlane diagrams show the scenarios for SRM related purchase
order invoices:

Chapter 9 Working with Supplier Relationship Management (SRM) Integration
Figure 9-1: Goods Receipt Missing

9.1 Use Cases
Figure 9-2: PO Quantity Block

Figure 9-3: PO Price Block
9.2 Emails from SRM Integration

In certain cases in the SRM scenario, the system sends emails to the SRM requester.
Email for missing Goods Receipt or Quantity Discrepancy
During processing of invoices based on SRM related purchase orders, the Goods
Receipt confirmation might be missing. In this case, an email is sent to the SRM
requester email address.
The email comprises purchase order line information and a link to the SRM
portal.

9.2 Emails from SRM Integration
Enter the good receipt confirmation in the SRM system.

Email for Price Discrepancy
In the SRM scenario type “Extended Classic”, an SRM related purchase order
invoice might be blocked due to price discrepancy. In this case, an email is sent
to the SRM requester email address, requesting to correct the purchase order
price.
The email comprises details about the purchase order and a link to the SRM
portal.

If the purchase order needs to be correct, correct it.
9.3 Handling SRM Related Work Items in DP

Dashboard
Once the maximum number of retries is reached or time elapsed, the work item is
routed to the AP Processor, based on the configuration. You, as the AP Processor,
can send an email to the SRM user again.
Once the Good Receipt is posted, you, as the AP Processor, can rerun business rules
to determine the new process type (post the invoice).
To send an email from the DP dashboard:

1. Access the SRM related work item in the DP dashboard. See “Accessing
Workflows” on page 19.

9.3 Handling SRM Related Work Items in DP Dashboard
2. To display comments, click the icon in the Process Log panel, as highlighted
in the screenshot above.
3. In the Process Options panel of the DP dashboard, click Send email External.
4. In the Confirm Action Selection dialog box, click Yes to continue.
The Email Notification screen opens.

5. Modify the content according to your needs. Click Send to continue.

The Confirm Action Completion dialog box opens.
6. Click Yes to continue.
The Process Log panel of the DP dashboard is updated.
To complete the DP workitem:

Once the Goods Receipt confirmation is completed, you, as the AP Processor, can
run business rules again to determine the new process type / post the invoice.

9.4 Handling SRM Related Work Items in VIM Dashboard
• In the Process Log panel of the DP dashboard, click Run Business Rules.
9.4 Handling SRM Related Work Items in VIM

Dashboard
If an SRM related purchase order invoice is blocked for quantity discrepancy or
price discrepancy, an email is sent to the SRM requestor and the workflow is set to
wait status. Once the work item is out of wait mode for a preset time, the work item
will be sent to the AP Processor, based on the configuration.
As the AP Processor, you can view comments and send an email just like in the DP
dashboard. See “Handling SRM Related Work Items in DP Dashboard” on page 128
for more details.

Once the block is resolved and the scheduled clean up jobs run, the work item
disappears from the inbox.
9.5 Checking SRM Related Work Items from VIM

Analytics
See “Using VIM Analytics” on page 145 for further information on VIM Analytics.
To check SRM related work items from VIM Analytics:

1. Access the VIM Analytics selection screen. See “Using the Selection Screen” on
page 145 for details.

9.5 Checking SRM Related Work Items from VIM Analytics
2. In the Workitem Status field, click to open the list of possible entries.
Select work item status 58 Waiting for SRM Confirmation.
3. To start VIM Analytics, click in the application toolbar.
VIM Analytics displays a list of documents with work item status Waiting for
SRM Confirmation.
Tip: To see the WI Status column, scroll to the right in the Workflow
View.


Chapter 10
Working with the AFTCS Programs for China
Chinese invoices require an Anti Forge Tax Control System (AFTCS) validation.
This section describes VIM programs you can use in this context. These programs
are used only for China.
AFTCS Admin Tool
The program is used to check and modify the validation statuses for the Chinese
invoices.
Download & Upload file for Anti Forge Tax Control System
The program is used to upload and download the data for the AFTCS validation.
10.1 Working with the AFTCS Admin Tool

To check and modify validation statuses:
1. Execute the SA38 transaction, enter program /OPT/VR_AFTCS_ADMIN, and click
.
2. Enter selection criteria.

Note: The following list only covers criteria whose meaning is not obvious.
AFTCS Val. Ind.
Anti Forge Tax Control System (AFTCS) validation indicator
Enter one of the following parameters:
U
Upload

Chapter 10 Working with the AFTCS Programs for China
M
Manual
A
Administrator
<blank>
Not Verified
3. Click .
The program selects the DP documents based on the values provided in the
selection criteria. It considers only the DP documents for China.
4. Select the DP documents and set the AFTCS validation indicator for them.
5. Click the Confirm AFTCS Validation button in the application toolbar.
The program sets the validation indicator and releases the DP document from
the exception Verification Required.
10.2 Working with the Download & Upload file

Program
The program is used to upload and download the data for the AFTCS validation.
The data from the upload file is used to set the verification indicator of the DP
invoices.

10.2 Working with the Download & Upload file Program
To upload and download data for the AFTCS validation:

1. Execute the SA38 transaction, enter program /OPT/VR_AFTCS_FILE, and click
.
The selection screen differs according to the File Operation.
Download File
Upload File
2. Download file
In File Operation, click Download File.
Enter selection criteria for the download.
Click .
The program creates a CSV file for the following fields:
• INVOICE_CODE
• XBLNR
• BLDAT

Chapter 10 Working with the AFTCS Programs for China
• RECEPIENT_VAT_NO
• VENDOR_VAT_NO
• GROSS_AMOUNT
• TAX_AMOUNT
• SECRET_CODE
3. Use the CSV file to manually check the invoices with the government authorized
software (not VIM functionality).
4. Upload File
After validation, upload the validated records in the same format (CSV file with
fields in the same order as downloaded).
Enter the path to the CSV file in File Path.
Click .
The uploaded records are used to release the corresponding DP documents
from the exception and the DP workflow will re-execute the business rules.

Chapter 11
Using the OpenText Unified Dashboard
OpenText provides a standard and unified dashboard for all invoices. You can
access the unified dashboard the following ways:
• From the invoice document itself, displayed in one of the Invoice Exception
Dashboards: Click Dashboard in the application toolbar.
• From VIM Analytics, see “ALV Grid Control” on page 154.
• From invoice document displaying transactions. See “Displaying PO Invoices in
the Unified Dashboard” on page 141 and “Displaying Non PO Invoices in the
Unified Dashboard” on page 142
The access to the unified dashboard differs for DP, PO and Non PO invoices.
11.1 Displaying DP Invoices in the Unified Dashboard

To display the unified dashboard for DP invoices:
1. Execute the /OPT/VIM_1AX13 transaction.
The Display Document screen opens.
2. Enter the Document Id and click Display Document ( ).

Chapter 11 Using the OpenText Unified Dashboard
3. Click the icon to the left of the screen title to open the Services for object
menu and select Workflow > OpenText Dashboard.
The OpenText Unified Dashboard for Document <Document Number> opens.

11.2 Displaying PO Invoices in the Unified Dashboard
The OpenText Unified Dashboard is similar to the other VIM dashboards,

except that you cannot perform any options on the invoice.
11.2 Displaying PO Invoices in the Unified Dashboard

To display the unified dashboard for PO invoices:
1. Execute the MIR4 transaction.
The Display Invoice Document screen opens.
2. Enter the Invoice Document No. and click Display Document.
3. Click the icon to the left of the screen title to open the Services for Objects
menu and click Workflow > OpenText DashBoard.
The OpenText Unified Dashboard for the document opens.


11.3 Displaying Non PO Invoices in the Unified

Dashboard
To display the unified dashboard for Non PO invoices:
1. Execute the FBV3 transaction.
The Display Parked Document: Initial Screen opens.
2. Enter Company Code, Doc. Number and Fiscal Year, and press RETURN.

11.3 Displaying Non PO Invoices in the Unified Dashboard
3. Click the icon to the left of the screen title to open the Services for Objects
menu and select Workflow > OpenText DashBoard.
The OpenText Unified Dashboard for the document opens.



Chapter 12
Using VIM Analytics
VIM Analytics provides you with clear data reports on your documents with
exceptions as well as the Invoice Exception workflows. It allows you to track the
documents routed through SAP workflows by VIM. VIM Analytics presents the
data report results in the SAP List Viewer (ALV).
You can use VIM Analytics to check the current document status and exception
reason of a particular invoice in the Document View. You can also check the current
workflow status, current agent and exception reason of a particular invoice in the
Workflow view.
12.1 Using the Selection Screen

To start VIM Analytics:
• Execute the /OPT/VIM_ANALYTICS transaction.
Alternatively, follow OpenText LiveLink VIM Menu > SAP menu > Reports >
/OPT/VIM_ANALYTICS - VIM Analytics
The selection screen opens.
Note: Your screen might look different as the display of selection fields can
be customized.

Chapter 12 Using VIM Analytics

The selection screen controls all functions of VIM Analytics. The selection screen
comprises the application toolbar and selection field panel. The following list
summarizes the features of these panels.
Application toolbar
Using the buttons in the application toolbar, you can perform the following ac-
tions:
Execute
VIM Analytics creates and displays a report, using the current settings in
the Selection field panel.
Get variant
You can save your selection criteria and use the variant button to retrieve
the previous saved one.
Example: You search for Document Status = Posted and click to save
the selection criteria. Next time, you can click to retrieve the search
you saved before. This is useful if you often perform a selection with
different search criteria.
Open additional selection criteria screen

The selection screen that is shipped contains various selection fields that
show up. Some selection fields are not displayed by default as there are
too many. Click to open a screen where you can select more fields to
be displayed in the selection screen.
Selection field panel

The selection field panel comprises the following sections:
• Invoice Information
• Document Processing Data
• Status
• Vendor Information
• Exception
• Agent
• Approval Workflow
• Report Options
• Other extensions (if any)
• Additional Information (if selected by invoking additional selection criteria)

Selection fields explanation – The following list provides some explanation on

selection fields that are not self-explanatory. The list refers to selection fields that
are always visible but also to those in the additional selection criteria dialog box.
Tips:
• Where applicable, click the icon for a list of available values.

• For search criteria with two entry fields joined by a to, you can enter a
value range.
• If you do not specify search criteria in a field, the search includes all
available values.
Line Item
Line item number from the SAP invoice document
Reference
Reference document number from the invoice
Purchase Order Line
Line item number from the purchase order
Exception Date
Date on which the VIM invoice exception was raised; for example: approval
required, vendor maintenance required.
Due Date
Date on which the invoice is due for payment
Enter on
Date on which the parked invoice work item was created
Enter at
Time at which the parked invoice work item was created
Start on
Date on which the parked invoice work item was started
Start at
Time at which the parked invoice work item was started
End on
Date on which the parked invoice work item was completed
End at
Time at which the parked invoice work item was completed
Update Date
Date on which the parked invoice was updated
Update Time
Time at which the parked invoice was updated
Days to Due
Number of days until the invoice is due for payment

Overdue
Check box to indicate that the invoice is overdue for payment
Old Doc Num
SAP invoice document number that was deleted due to a change in the year
end posting period
Old Fiscal Year
SAP invoice document fiscal year that was deleted due to a change in the
year end posting period
Old Company Code
SAP invoice document company code that was deleted due to a change in the
year end posting period
Status
Status of the work item; for example: ready, completed
Task
VIM workflow task number
First Name
First name of the work item's current agent
Last Name
Last name of the work item's current agent
Creation Date
Date on which the work item was generated in status ready or waiting for
the first time
Creation Time
Time at which the work item was generated in status ready or waiting for
the first time
End on
Date on which the work item was completed
End at
Time at which the work item was completed
Process Type
DP document exception type; for example: Invalid vendor number, Invalid
UOM
Character Length 1
DP Items check box in the Report Options panel. If selected, DP documents
are included in the selection of data for the report.
Report Options The Report Options section enables you to edit the settings for your report:

View Type
Document View
Workflow View
Use the radio button to toggle between document view and workflow view. See
“Using Report Views” on page 151 for details.
Status
All items
Open Items
Resolved Items
Use the radio button to include the selected kind of items in your report.
Include
Activate the check boxes for the types of invoices you want to include in your
report:
• PO Invoices
• NPO Invoices
• PO Credit Memo
• NPO Credit Memo
• Deleted PO Invoices
• Deleted NPO Invoices
• Cancelled Invoices
DP Items
Activate the DP Items check box if you want to include DP items in your report,
generally.
Activate the check boxes for the types of DP items you want to include in your
report:
• DP Obsolete

12.2 Using Report Views
• DP Confirmed Duplicate
• DP Rescan Completed
Further report options

Display Summary (discontinued)
With VIM 5.2 SP4, the summary function in the header section is replaced by the
Summary Report. See “Using the Summary Report” on page 157.
Currency
Select the currency for your report.
Layout
Select a layout in the ALV Grid that you have customized to view, for example, if
you only want to show certain fields in the ALV Grid.

This section describes the various views of the report results that are available when
running VIM Analytics. You can run the report in the following views:
• Document view
• Workflow view
The following sections explain the general layout and each of the views. During the
output display, you can toggle between the views.
12.2.1 General Layout

To run a report:
1. In the selection screen, enter the criteria you want to run a report for.
2. Click in the application toolbar.

The report views comprise the following sections:

• Menu toolbar
• Application toolbar
• ALV Grid Control
• ALV Grid (Document View or Workflow View)
12.2.2 Menu Toolbar

The following actions are available in the menu toolbar under Actions
Refresh
Refresh the current report view.
Update Selected Records
In the ALV Grid, select the row that you want to update and click this menu item
to get the newest data.

The application toolbar comprises the following buttons:
Refresh
Refresh the current report view.
Workflow View/Document View
Toggle between workflow view and document view.

Group Freq. & Stat.

Start the Document Frequency Report.
To use the Document Frequency Report:

1. Click Group Freq. & Stat.
2. In the Choose Group dialog box, select one selection criterion, for example
VENDOR, and click Choose.
The Document Frequency Report provides columns indicating the average

time that a work item has spent in the system:
Avg. All Cycle Time
Average time between start date and time, and end date and time for all
invoices
Avg. Open Cycle Time
open invoices
Avg. Resl Cycle Time
resolved invoices
To change the criterion for grouping, click Group Freq. & Stat. again.
To show the results in SAP Business Graphics, click Stat. Graphic in the
To open a list with related items for a document, select the document in the
ALV Grid and click Detail in the application toolbar.
Sync
Update the records selected in the VAN report output by program
/OPT/VAN_SYNC_JOB. The update bases on SAP standard tables and the
/OPT/VIM_1HEAD table.

Sync Info.
Display the Sync Information dialog box. It contains information when data has
been updated lately.
12.2.4 ALV Grid Control

The ALV Grid control provides various SAP specific buttons for the ALV list
viewer. The following buttons are specific for VIM Analytics:
Workflow Log (only available in Workflow View)
Display the workflow log with technical details for the selected document.
Image
Display the original scanned invoice of the selected document in the Image
Viewer installed and configured on your desktop.
Dashboard
Access the OpenText unified dashboard for the selected document.
For details on the OpenText unified dashboard, see “Using the OpenText Unified
Dashboard” on page 139.
12.2.5 Document View
The Document View (ALV Grid) presents the report results in a document
perspective. That means, the Document View counts the document once,
irrespective of the number of workflows and exceptions that the document might
have passed through. The Document View shows the Document Status, the
Exception Reason and various other document related information.
Underlined values, for example in the Document Number or the Vendor column,
serve as links to pages with detailed information.
Tip: You can toggle between the Document View and the Workflow View, by
clicking Document View or Workflow View in the application toolbar.

12.2.6 Workflow View
The Workflow View (ALV Grid) presents the report results in a workflow
perspective. That means, the Workflow View shows one record for each of the
workflows that have been started for a particular document. You can use the
Workflow View to determine the Current Agent for a particular workflow, in case
the workflow is still in process. The Workflow View also shows process times, like
the Cycle Time and various other workflow related information.
Tip: You can toggle between the Document View and the Workflow View, by
clicking Document View or Workflow View in the application toolbar.

Chapter 13
Using the Summary Report
Since VIM 5.2 SP4, the Summary Report replaces the summary function in the
header section of VIM Analytics. The Summary Report provides a summary of all
documents processed through VIM.
In a multiple backend system, the Summary Report runs in the central system. The
Summary Report lists documents from all systems, central and satellite.

You control all functions of the Summary Report using a common selection screen.
To start the Summary Report:

• Execute the /n/OPT/VIM_SUMM transaction.
Alternatively, in the OpenText LiveLink VIM Menu click SAP menu > Reports
> Central Reporting > Summary Report.
The selection screen opens. It comprises the application toolbar and the selection
field panel.

Chapter 13 Using the Summary Report
Application toolbar
You can perform the following action:
Execute.
The Summary Report creates and displays a report, using the current
settings in the selection field panel.

The selection fields in the Summary Report mainly repeat the most
important selection fields that are displayed in VAN. See Selection field
panel on page 147 for details.
Tips:

• For search criteria with two entry fields joined by a to, you can enter
a value range.
available values.

13.2 Using the Report Screen
The following selection fields are specific for the Summary Report:
Logical System
Enter the logical system name. Logical systems are the central system and
the satellite systems in a multiple backend scenario.
Currency
Mandatory field. Enter the currency for the report. The amounts of all
documents will be translated into this currency, using the exchange rate
valid at the Currency Translation Date.
Currency Translation Date
Select the date whose exchange rate should be used for currency
translation:
C
Current date
D
Document date
P
Process start date
P is the default value.
Layout
Enter the layout for the report if you have saved a personal layout using
the ALV grid control, before.
Include
To include invoices and credit memos in the report, select the Invoice
and Credit Memo check boxes.
At the highest level, the Summary Report distinguishes between invoices
and credit memos. They are displayed as headings in the report screen.

Once you finished your selection in the selection screen, click to run the report.
The report screen opens.

Chapter 13 Using the Summary Report
The report screen comprises the following sections:

• “ALV Grid Control” on page 160
• “Report Results (ALV Grid)” on page 161
• “Details Screen” on page 161

Last Update
The Last Update line in the header section shows when the data used for the
report has been updated. Click to display details of the last update.
Tip: If you feel the data needs to be updated, contact your administrator.

The ALV Grid control provides various standard SAP buttons for the ALV list
viewer that displays the actual report results. For example, you can change the
layout of the report, move, remove or add columns and save this new layout. You
can then select your saved layout in the selection screen when you start the report
the next time.

13.2.3 Report Results (ALV Grid)

The actual report results are displayed in the ALV Grid. The ALV comprises the
Invoice and Credit Memo section, according to your settings in the selection field
panel. Your administrator can configure groups and categories of the report results.
The baseline configuration provides the following groups and categories:
In process
• Non Approval Exception
• Approval
Pre Processed
• Pre Processed (OCR)
Processed
• Posted
Others
• Cancelled
• Deleted
• Confirmed Duplicate
• Obsolete
• Rescan Complete
13.2.4 Details Screen

The Summary Report allows you to display details about the report results. To open
the Summary Report drill down list, double-click a cell in one of the Count
columns.
Tip: The selected line in the ALV Grid must contain data. Otherwise, the
Summary Report drill down list cannot be displayed.
The ALV grid control in the Summary Report drill down list contains the following
button:
Image
You can display the original scanned invoice of a VIM document in the Image
Viewer installed and configured on your desktop: Select a line in the table and
click Image.

Chapter 14
Using the Central Audit Report
The Central Audit Report is a slimmed VIM Analytics (VAN). The main difference
to VAN is that the Central Audit Report serves as a single point of access in a
multiple backend scenario. Therefore, you must run the Central Audit Report in the
central system. The Central Audit Report lists documents from all systems, central
and satellite. By 2 clicks in the Central Audit Report's report screen, you can directly
access VAN on the respective satellite system. You do not have to log on to the
satellite system, when using trusted RFC connections.
Note: Ask your administrator whether trusted RFC connections are used. The
administrator can configure RFC connections, using the System Landscape
Directory (SLD).
The selection screen of the Central Audit Report contains the most important
selection fields of VAN. Additionally, it provides an additional selection field for the
systems of a multiple backend scenario.
Note: The Central Audit Report considers only documents that have a DP
document number.

You control all functions of the Central Audit Report using a common selection
screen.
To start the Central Audit Report:

• Execute the /n/OPT/VIM_AUDIT transaction.
Alternatively, in the OpenText LiveLink VIM Menu, click SAP menu >
Reports > Central Reporting > Audit Report.
The selection screen opens.

Chapter 14 Using the Central Audit Report
The selection screen comprises the application toolbar and the selection field
panel.
Application toolbar
Execute.
The Central Audit Report creates and displays a report, using the current


The selection fields in the Central Audit Report mainly repeat the most
important selection fields that are displayed in VAN. See Selection field
panel on page 147 for details.
Tips:
• For search criteria with two entry fields joined by a to, you can
enter a value range.
• If you do not specify search criteria in a field, the search includes
all available values.
The following selection fields are specific for the Central Audit Report:
Channel ID
Enter the Channel ID. The channel indicates the input mode of
invoices into VIM. For example, the channel ID IDOC stands for
invoices imported using Electronic Data Interchange.
Logical System
Enter the logical system name. Logical systems are the central system
and the satellite systems in a multiple backend scenario.
Only Inprocess Documents
Select this check box to consider only DP documents whose workflow
status is In Process.

The report screen opens.

Chapter 14 Using the Central Audit Report
The report screen comprises the following sections:


the next time.
The ALV Grid control of the Central Audit Report displays the same buttons that
are available in VAN; see “ALV Grid Control” on page 154. Additionally, the
following button is displayed:
Link to VAN
Select a document's line in the ALV Grid and click Link to VAN to open the
VAN Workflow View (see “Workflow View” on page 155) for the selected
document.
In a multiple backend scenario, the VAN Workflow View is opened directly on
the system where the document resides. You do not have to log on to the system,
when using trusted RFC connections.
Note: Ask your administrator whether trusted RFC connections are used.
The administrator can configure RFC connections, using the System
Landscape Directory (SLD).


The ALV Grid of the Central Audit Report is very similar to the Document View of
VAN; see “Document View” on page 154. The ALV Grid of the Central Audit
Report provides the following specific columns:
Logical System
The Logical System column at the very left of the ALV Grid indicates on which
system in the multiple backend system the document resides.
MultiAgent
The column MultiAgent might be marked for a document. This indicates that
more than one agent is assigned to the document. In this case, click the link in
the Current Role column to display the IDs and names of the assigned agents.

Chapter 15
Using the VIM Analytics Current Liability Report
The VIM Analytics Current Liability Report is part of VIM Analytics. It offers you a
clear data report on documents that are parked in the system. The purpose of the
Current Liability Report is to provide the Accounts Payable department with
accurate information about the current liabilities at any point in time.
As a primary use, the Current Liability Report helps the Accounts Payable
department to do the accruals at month or period end. The Current Liability Report
provides you with various views of the data, enabling you to analyze the liability
information from various forms. The various views address the different accrual
procedures used by various companies.
The Current Liability Report considers parked invoice documents and optionally
credit memos that are in parked status. It also considers DP documents that were
created but have not been processed as SAP documents. Both PO invoices and Non
PO invoices are supported. There are various controls within the report, allowing
you to calculate sub totals, download to excel etc.
You can restrict the output to lines that are within a certain amount range. This is
useful if your company’s internal policy is to ignore all lines that are below a certain
money limit.
The Current Liability Report comprises the following components:
• Selection screen; see “Using the Selection Screen” on page 170
• Report views screen; see “Using the Report Views Screen” on page 176 and
“Viewing and Grouping Report Results” on page 182
The following views and grouping options are available for the report:
Views
SAP Document Header View
Displays the data based on the document (SAP documents only).
SAP Document Lines View
Displays the data based on the line item (SAP documents only).
DP View
Displays the DP document only.

Chapter 15 Using the VIM Analytics Current Liability Report
Groupings
Header Groups
Allows you to group the result based on the header level:
• By Company Code
• By Vendor
Line Groups
Allows you to group the result based on the line level:
• By Cost Center/ GL account
• By Internal Order / GL account
• By WBS Element/ GL account
• By Network Activity/ GL account
• By GL / Cost Center
• By GL / Internal Order
• By GL / WBS Element
• By GL / Network Activity
• By Balance Sheet

You control all functions of the Current Liability Report using a common selection
screen.
To start the Current Liability Report:

• Execute the /n/OPT/VAN_LIABILITY transaction.
The Current Liability Report selection screen opens.

Note: Your screen might look different as you can configure what selection
fields should appear in the screen.

The selection screen comprises the following sections:

• Menu toolbar
• Application toolbar
• Selection field panel
15.1.1 Menu Toolbar

In the Menu toolbar, the following actions are available:
Program menu
Execute
Execute the query. This action opens the report views screen, based on the search
criteria entered in the selection field panel.
Execute and print
Execute the query and print.
Execute in background
Execute the query in background.
Edit menu
Use this standard SAP menu to edit the appearance of the selection field. Among
others, you can configure what selection fields should appear in the screen.
Goto menu
Variants
Use standard SAP Variants functions.
Selection screen help
Open the standard SAP selection help screen.
Back
Go back to the previous screen.

In the Application toolbar, the following button is available:
Execute the query. This action opens the report views screen, based on the
search criteria entered in the selection field panel.
15.1.3 Selection Field Panel

In the selection field panel, you enter the search criteria for the Current Liability
Report. You restrict the number of invoices that are considered for the report, by
entering appropriate criteria values.
The panel is divided into the following panels:

• “General Information” on page 173

• “SAP Invoice Information: Header Information” on page 175
• “SAP Invoice Information: Item Information” on page 175
• “SAP Invoice Information: Include Documents” on page 175
• “DP Information” on page 176
Notes:
• Your screen and the selection criteria might differ from the screenshot.
• For search criteria with two entry fields joined by a to, you can enter a value
range.
• If you execute the query without entering any criteria, the report will
consider all criteria values.
15.1.3.1 General Information

In this panel, enter general search criteria for the invoices.
Company Code
Enter the Company Code (organizational unit within financial accounting).
Vendor
Enter the account number of the associated vendor.
Invoice Date
Enter the invoice date of the invoice.
Posting Date
Enter the posting date of the invoice.
Report View Group By
Decide how you want to group the information in the report view. Select an
element from the drop-down list:
Company Code
Group the result based on the Company Code.
Vendor
Group the result based on the Vendor.
SAP Documents
Group the result based on the actual SAP documents, such as PO invoices or
Non PO invoices.
DP Documents
Group the result based on the DP documents. This setting only displays the
DP documents. No SAP documents are displayed.
SAP Document Lines
Group the result based on the SAP Document Lines.

Cost Center/GL Account

Group the result based on the Cost Center and then on the GL Account.
Internal Order/GL Account
Group the result based on the Internal Order and then on the GL Account.
WBS Element/GL Account
Group the result based on the WBS Element and then on the GL Account.
Network Activity/GL Account
Group the result based on the Network Activity and then on the GL Account.
GL Account/Cost Center
Group the result based on the GL Account and then on the Cost Center.
GL Account/Internal Order
Group the result based on the GL Account and then on the Internal Order.
GL Account/WBS Element
Group the result based on the GL Account and then on the WBS Element.
GL Account/Network Activity
Group the result based on the GL Account and then on the Network Activity.
Balance Sheet Accounts
Group the result based on the Balance Sheet Accounts.
PO Invoices
Select this check box to include PO invoices in the result.
NPO Invoices
Select this check box to include Non PO invoices in the result.
Credit Memo
Select this check box to include credit memo documents in the result.
DP In Process
Select this check box to include DP documents that are still in process in the
result, for example, a document without an SAP document number that is not
deleted.
Note: If you are searching for DP documents by selecting the DP In Process
check box, the Company Code, Vendor, and Fiscal Year search criteria are
also considered when querying for DP documents.
Show sub-totals
Select this check box to show sub-totals in the result.
Report Currency
Enter the currency format that you want to use for the report.
Tip: Click the icon for a list of possible currencies.

15.1.3.2 SAP Invoice Information: Header Information

In this panel, enter search criteria for the invoice's header item.
Document Number
Enter the accounting document number of the invoice.
Fiscal Year
Enter the fiscal year when the invoice was blocked or parked.
Document Type
Enter the document type for the invoice.
Tip: Click the icon for a list of document types.

Posting Month
Enter the posting month for the invoice.
Fiscal Period
Enter the fiscal period for the invoice.
15.1.3.3 SAP Invoice Information: Item Information

In this panel, enter search criteria for the account information of the invoice.
Tip: Where applicable, click the icon for a list of available values.
G/L Account
Enter the G/L Account of the line item of the invoice.
Cost Center
Enter the Cost Center of the line item of the invoice.
Internal Order
Enter the Internal Order of the line item of the invoice.
Network
Enter the network of the line item of the invoice.
Activity
Enter the activity of the line item of the invoice.
WBS Element
Enter the WBS Element of the line item of the invoice.
Line Amount
Enter the Line Amount of the invoice.
15.1.3.4 SAP Invoice Information: Include Documents

In this panel, enter search criteria regarding which documents should be included.
Docs with no Acct Assignmt
Select this check box to include documents that have no account assignment or a
line amount of zero.

Invoices with Good Receipt

Select this check box to include documents that have a good receipt.
15.1.3.5 DP Information
In this panel, enter search criteria for the Document Processing information.
Tip: Where applicable, click the icon for a list of available values.
DP Document Number
Enter the document number from DP.
DP Document Type
Enter the document type from DP.
DP Document Creation Date
Enter the date the DP document was created.
Doc w/o Company Code or Vendor
Select this check box to include DP documents that do not have a Company
Code or a Vendor Number. If you select this check box, you also must select the
DP In Process check box in the General Information panel.
Suspected Duplicate Items
Select this check box to include DP documents that are suspected to be a
duplicate. If you select this check box, you also must select the DP In Process
check box in the General Information panel.
15.2 Using the Report Views Screen

The following views and major grouping options are available for the report:
Views
SAP Document Header View
Displays the data based on the document (SAP documents only), see “SAP
Document Header View” on page 182.
SAP Document Lines View
Displays the data based on the line item (SAP documents only), see “SAP
Document Lines View” on page 183.
DP View
Displays the DP document only, see “DP Information View” on page 185.
Groupings
Header Groups
Allows you to group the result based on the header level, see “Document Header
Grouping” on page 187.

Line Groups
Allows you to group the result based on the line level. See “Document Lines
Grouping” on page 188.
You can select views and groupings in the Report View Group By field of the
selection screen, see “General Information” on page 173. But also in the report views
screen, you can toggle between views and groupings in the menu bar and the
Executing a search in the selection screen displays the report views screen, based on
the search criteria entered in the selection field panel.
The report views screen comprises the following sections:

• “Overview Section” on page 179


15.2.1 Menu Toolbar

Views menu
Switch between the different views:
• SAP Doc View
• SAP Line View
• DP View
Head Groups menu
Switch between the Header groupings:
• By Company Code
• By Vendor
Using this grouping also includes DP documents in the report.
Line Groups menu
Switch between different Line groupings:
Switch
Toggle sections in the report views screen on and off:
Header Off/Header On
Hide and unhide the Overview section.
Total On/Total Off
Hide and unhide the display of the Total in the report views screen.


Header Off/Header On
See “Menu Toolbar” on page 178.
Total On/Total Off
See “Menu Toolbar” on page 178.
By Vendor/By Comp.
Group the results by Header: Vendor or Company Code
SAP Doc View/SAP Lines View/DP View
Switch between the different views of the report.
15.2.3 Overview Section

The Overview section of the report views screen provides an overview of the
current search criteria, as entered in the selection field panel.

viewer that displays the actual report results. The following button is specific for the
Current Liability Report:

Display Image

The actual report results are displayed in the ALV Grid. The different views and
groupings have different columns; for a detailed description, see “Viewing and
Grouping Report Results” on page 182. To get more details about the results,
double-click a row in the ALV Grid.
The Related List for the Chosen Items screen opens.

Note: Depending on the grouping you have chosen the list might look
different.

The Related List for the Chosen Items shows details of the documents that belong
to the chosen grouping. There are two different panels in the screen:
Document Header View
This panel lists the SAP documents that belong to the chosen grouping. In the
example screenshot, the panel shows all the documents that belong to Company
Code 3000 and Vendor 3000 from the ALV Grid.
DP Information
This panel lists the DP documents that belong to the chosen grouping.
Note: The DP Information panel only appears if you have selected the DP
In Process check box in the General Information panel of the selection field
panel. Moreover, the report views screen must be grouped By Company
Code or By Vendor.
In the example screenshot, the panel shows all DP documents that belong to
Company Code 3000 and Vendor 3000 from the ALV Grid.

15.3 Viewing and Grouping Report Results

For a list of the views and grouping options, see “Using the Report Views Screen”
on page 176 and “Menu Toolbar” on page 178.
Note: You might notice that when you switch from one view to another view,
the total number of items does not equal or some of the items are missing. This
is by design; some of the items might be missing the appropriate grouping
column. For example, if you choose WBS Element grouping and the item does
not have any WBS Element, it will not be included in the Group View by WBS
Element.
15.3.1 SAP Document Header View

This view groups the report results based on the Document Number. It only
displays SAP documents even if the search returned DP documents.
To display the SAP Document Header View, click SAP Doc View in the application
toolbar.

The SAP Document Header View comprises the following columns in the ALV
Grid:
Note: The list only covers columns whose meaning is not obvious.
Vendor #
Vendor number
Reference #
Reference number of the vendor
Total Amount
Gross amount specified in the header level
Line Amount
Line amount of the invoice
DocType
Document type
# of Lines
Total number of lines in the SAP document. In case of PO invoices, it is the
number of PO lines in the invoice. In case of Non PO invoices, it is the number of
G/L lines.
User Name
User who created the invoice
15.3.2 SAP Document Lines View

This view groups the report results based on the invoice lines. It only displays SAP
documents even if the search returned DP documents.
To display the SAP Document Lines View, click SAP Lines View in the application
toolbar.

The SAP Document Lines View comprises the following columns in the ALV Grid:
Invoice Item
Line item of the invoice
Vendor #
Vendor number
G/L Account No.
General Ledger account
Balance Sheets Account
Balance Sheets Account, if field is checked
Cost Center
Number of the Cost Center
Internal Order
Internal Order of the invoice's line item

WBS element
WBS Element of the invoice's line item
Line Amount
Amount from the invoice lines in reporting currency
Posting key
Type of transaction that is entered in a line item
Network
Network number for account assignment
Network Name
Name of the network
Debit/Credit Ind.
Debit or Credit indicator: S = debit; H = credit
Activity
Activity of the invoice's line item
Chart of Accounts
Key that uniquely identifies a chart of accounts
Controlling Area
Highest organizational unit in Controlling
Purchasing Document
Purchase Order document ID
Item
Number that uniquely identifies an item in a purchasing document
15.3.3 DP Information View

This view groups the report results based on the DP document number.
To display the DP Information View, click DP View in the application toolbar.
Note: If you have entered search criteria other than Fiscal Year, Company
Code and Vendor in the selection screen, those other criteria are not
considered in the DP Information View because those criteria are not relevant
in DP documents.

The DP Information View comprises the following columns in the ALV Grid:
Document ID
DP document number
Document Type Description
DP document type description
Process Type
DP process type
Credit Memo
An X in this column indicates that the DP document is a credit memo.
Document Date
Date when this DP document was created
Reference
Reference number of the vendor

Purchasing Document
PO of the document
Total Amount in Document Currency
Total Amount in Report Currency
Total amount in the currency selected in the selection field panel
15.3.4 Document Header Grouping

The following groupings by document header are available:
• Company Code
• Vendor
To group the report results by Company Code or Vendor, click the appropriate
Group by button in the application toolbar. The following example screenshot
shows a grouping by Company Code.
A section In the A section of the example screenshot, all items have a Company Code, a
Vendor # and a Vendor Name assigned. This indicates that all documents are
already processed and have a Company Code and a Vendor Number. If you have
selected the DP In Process check box in the General Information panel of the
selection field panel, the row will also include DP items. These DP items have been
indexed with both Company Code and Vendor Number.

B section In the B section of the example screenshot, all items have no Company Code and no
Vendor # assigned. The Vendor Name is DP not Indexed. This indicates that the
documents in this section are DP documents that were created but not indexed at
all.
Note: This section is displayed only if you have selected the DP In Process
check box in the General Information panel of the selection field panel.
The document header grouping comprises the following columns in the ALV Grid:
Vendor #
Vendor number
# of Docs
Number of documents in the group
Total Amount
Line Amount
Amount from all invoice lines of the invoice
15.3.5 Document Lines Grouping

The following groupings by document lines are available:
Example: If you select the grouping By Cost Center/ GL account, the result is
grouped based on the Cost Center first and then based on the GL Account.
To group the report results by document lines, click the appropriate menu entry in
the Line Groups menu. The following example screenshot shows a grouping By
Cost Center/ GL account.

The document lines grouping comprises the following columns in the ALV Grid:
Notes:
• The list only covers columns whose meaning is not obvious.
• Depending on the grouping, some of the columns might not be displayed.
Cost Center
Cost Center number
Internal Order
Internal Order number of the invoice's line item
WBS Element
WBS Element of the invoice's line item
Network
Network ID
Activity
Activity ID
G/L Account no.
General Ledger Account
G/L Account Name
General Ledger Account name
# of Lines Included
Number of accounting lines in the group

Line Amount
Amount from all invoice lines of the invoice
15.4 Frequently Asked Questions

Can the Current Liability Report be scheduled as a batch job?
Answer: Yes, the Current Liability Report can be scheduled as a batch job. If the
data is large, it is expected that the report is scheduled as a batch job with vari-
ous variants. Various variants can be configured and each of the variants can be
scheduled as a batch job.

Chapter 16
Using the Key Process Analytics Report
The Key Process Analytics Report is part of the VIM Reporting Module. It reports
about a variety of key figures regarding the VIM process: It shows the accumulated
amounts of all documents in the DP workflow, in parked state and in posted state.
The individual report panels of the Key Process Analytics Report highlight the
following aspects:
Total Liability
This panel provides an overview of the total liability. By double-click, you can
display a detailed list of documents.
Amounts that are exceeding certain thresholds are highlighted in orange or red.
Your administrator can customize these thresholds.
Processed / In Process Documents
This panel provides an overview of VIM invoices, processed and currently in
process. By double-click, you can display a detailed list of documents.
If the number or percentage of processed or in process documents exceeds
certain thresholds, the respective cells are highlighted in orange or red. Your
administrator can customize these thresholds.
Channel Analysis
This panel provides an overview of VIM invoices per channel. By double-click,
you can display a detailed list of documents.
First Pass
This panel provides an overview of first pass VIM invoices, that means VIM
invoices that could be posted without any exceptions. By double-click, you can
display a detailed list of documents.
If the number or percentage of first pass VIM invoices goes below certain
thresholds, the respective cells are highlighted in orange or red. Your
administrator can customize these thresholds.
Top Exceptions by Count
This panel provides an overview of the most frequent exceptions during the VIM
process. You can select the number of exceptions to be listed. By double-click,
you can display a detailed list of work items with exceptions.
Top Vendors by Amount
This panel provides an overview of the vendors with the highest purchase
amount, based on the gross amount of all VIM invoices. You can select the
number of vendors to be listed. By double-click, you can display a detailed list of
documents.

Chapter 16 Using the Key Process Analytics Report
The Key Process Analytics Report supports the conversion of amount fields to
different currencies.
You can display report data as graphics, using standard SAP ALV grid
functionality. You can choose between different chart types, for example bar chart or
pie chart, etc.
16.1 Using the Frame Selection Panel

Unlike the other reports in Central Reporting, the Key Process Analytics Report
does not provide a separate selection screen. The Frame Selection panel is
integrated into the main screen that also shows the individual report panels.
To start the Key Process Analytics Report:

• Execute the /n/OPT/VIM_KPA1 transaction.
Reports > Central Reporting > Key Process Analytics Report.

16.1 Using the Frame Selection Panel
The main screen comprises the application toolbar, the Frame Selection panel
and the individual report panels.
Application toolbar
Refresh.
Alternatively, press the RETURN key.
The Key Process Analytics Report creates and displays a report,
using the current settings in the Frame Selection panel. The report
results are displayed in the individual report panels.
Note: A new selection from the database is triggered only if you
change the selection criteria.
Frame Selection panel

The Frame Selection panel comprises the following selection criteria:
Tips:

• For search criteria with two entry fields joined by a to, you can enter
a value range.
available values.
System
Enter logical systems to be considered for the report.
Note: VIM supports several logical (back end) systems.
Company Code
Enter the Company Code.
Channel ID
Enter the channel ID. The channel indicates the input mode of invoices
into VIM, for example OCR.
Date Range
Enter the date range you want to run the report for. The date refers to the
Created at date of the VIM document. This corresponds to the P date in
Currency Translation Date, see below.
Reporting Currency
Mandatory field.
Enter the currency for the report. The amounts of all documents will be
translated into this currency, using the exchange rate valid at the
Currency Translation Date.


translation:
C
Current date
D
Document date
P
Process start date
Last Update
The Last Update line shows when the data used for the report has been
updated. Click to display details of the last update.
The Run Time line shows when the report has been executed, that
means, when data has been read from the database.
Tip: If you feel the data needs to be updated, contact your

administrator.
Individual report panels
See “Using the Individual Report Panels” on page 194.
16.2 Using the Individual Report Panels

Once you finished your selection in the Frame Selection panel, click or press
RETURN to run the report.
The individual report panels in the main screen get populated with data.

Figure 16-1: Key Process Analytics Report results
The following sections describe the individual report panels:

• “Total Liability” on page 196
• “Processed / In Process Documents” on page 197
• “Channel Analysis” on page 198
• “First Pass” on page 199
• “Top Exceptions by Count” on page 200
• “Top Vendors by Amount” on page 200
All report panels are displayed using the standard SAP ALV list viewer with the
respective ALV grid control. The ALV grid control provides various standard SAP
buttons for the ALV list viewer. For example, you can change the layout of the
report, move, remove or add columns.

16.2.1 Total Liability

For a screenshot of the report panel, see below.
The Total Liability panel comprises the following columns:
Category
The following states of documents are listed:
• Blocked Documents
• Parked Documents
• Pre-Process Documents (all documents that are still in process and did not
yet result in an SAP invoice)
Total Amount
Total Amount of all documents
Crcy
Reporting Currency, as selected in the Frame Selection panel
Details To show details for a specific cell in the Total Amount column, double-click the cell
in the ALV grid. The Document List opens, showing detailed information on the
VIM documents of the Category referred to in the selected cell.
Tips:
• The selected cell in the ALV grid must contain data. Otherwise, the
Document List cannot be displayed.
• For the columns Category and Crcy, no document lists are available.
The ALV grid control in the Document List contains the following button:
Image
click Image.
Threshold In the Total Liability panel, the threshold functionality is available. Your
functionality administrator can define threshold values for an attention status and a critical status.
If the attention value is exceeded in a cell, the cell is highlighted in orange. If the
critical value is exceeded in a cell, the cell is highlighted in red.

16.2.2 Processed / In Process Documents

For a screenshot of the report panel, see Figure 16-1 on page 195.
The Processed / In Process Documents panel provides an overview of VIM
invoices, processed and currently in process. It comprises the following columns:
Invoice Type
• PO Invoices
• NPO Invoices
• Unclassified
An unclassified invoice is not yet classified as a PO or NPO invoice.
Total # Processed
Total number of invoices that are already processed, that means with status
Posted.
Total # In Process
Total number of invoices that are currently in process
You can add the following columns using the ALV grid control:
PO Based
Indicator if the invoice is PO based or not. Possible values: Y for Yes, N for No, U
for Unclassified.
This column can be useful if you export the data, for example to Microsoft Excel.
Processed (%)
Percentage of invoices that are already processed, that means with status
Posted.
In Process (%)
Percentage of invoices that are currently in process

Details To show details for a specific cell, double-click the cell in the ALV grid. The
Document List opens, showing detailed information on the VIM documents
according to Invoice Type and Document Status referred to in the selected cell.
Tip: The selected cell in the ALV grid must contain data. Otherwise, the
Image
click Image.
Threshold In the Processed / In Process Documents panel, the threshold functionality is
functionality available. Your administrator can define threshold values for an attention status and
a critical status. If the attention value is exceeded in a cell, the cell is highlighted in
orange. If the critical value is exceeded in a cell, the cell is highlighted in red.
16.2.3 Channel Analysis

The Channel Analysis panel provides an overview of VIM invoices by Channel ID.
The channel indicates the input mode of invoices into VIM, for example OCR. The
Channel Analysis panel comprises the following columns:
Channel ID
Channel ID, for example IDOC for invoices imported using Electronic Data
Interchange
Channel Text
Description of the channel
Total # PO Invoices
Total number of PO invoices
Total # NPO Invoices
Total number of NPO invoices
Total # Unclassified
Total number of unclassified invoices (not yet classified as PO or NPO invoices)
PO Invoices (%)
Percentage of PO invoices
NPO Invoices (%)
Percentage of NPO invoices
Unclassified (%)
Percentage of unclassified invoices

Document List opens, showing detailed information on the VIM documents,
according to Invoice Type and Channel ID referred to in the selected cell.
Tip: The selected cell in the ALV grid must contain data. Otherwise, the
Image
click Image.
16.2.4 First Pass

The First Pass panel provides an overview of first pass VIM invoices, that means
VIM invoices that could be posted without any exceptions. The First Pass panel
comprises the following columns:
Invoice Type
• PO Invoices
• NPO Invoices
• All Invoices
First Pass (%)
Percentage of First Pass documents
Total # First Pass
Total number of First Pass documents
Total # Documents
Total number of documents
PO Based
Indicator if the invoice is PO based or not. Possible values: Y for Yes, N for No.
This column can be useful if you export the data, for example to Microsoft Excel.
according to the Invoice Type referred to in the selected cell.
Tips:
• The selected cell in the ALV grid must contain data. Otherwise, the
• There is not Document List available for the column Total # Documents.

Image
click Image.
Threshold In the First Pass panel, the threshold functionality is available. Your administrator
functionality can define threshold values for an attention status and a critical status. If the value
in a cell falls below the attention value, the cell is highlighted in orange. If the value
in a cell falls below the critical value, the cell is highlighted in red.
16.2.5 Top Exceptions by Count

The Top Exceptions by Count panel provides an overview of the most frequent
exceptions during the VIM process.
You can select the number of exceptions to be listed in the panel. Therefore, the ALV
grid control of the Top Exceptions by Count panel provides a dedicated button:
Top
Click this button to select the number of exceptions that are listed. Possible
values: 3, 5, 10, or 20
The Top Exceptions by Count panel comprises the following columns:
Exception ID
ID of the exception in the system
Exception Text
Description of the Exception
# Work Items with Exceptions
Number of work items with the given exception
Details To show details for a specific line, double-click the line in the ALV grid. The Work
Items with Exception List opens, showing detailed information on the work items,
according to the Exception ID referred to in the selected line.
The ALV grid control in the Work Items with Exception List contains the following
button:
Image
click Image.
16.2.6 Top Vendors by Amount


The Top Vendors by Amount panel provides an overview of the vendors with the
highest purchase amount, based on the gross amount of all VIM invoices.
You can select the number of vendors to be listed in the panel. Therefore, the ALV
grid control of the Top Vendors by Amount panel provides a dedicated button:
Top
Click this button to select the number of exceptions that are listed. Possible
values: 3, 5, 10, or 20
The Top Vendors by Amount panel comprises the following columns:
Logical System
Logical system
Vendor
Vendor ID
Name 1
Vendor name
Total Amount
Total amount for the vendor
Currency
Reporting Currency, as selected in the Frame Selection panel
You can add the following column using the ALV grid control:
Name 2
Only useful if this field is maintained for the vendors in the system
Details To show details for a specific line, double-click the line in the ALV grid. The
according to the Logical System and the Vendor referred to in the selected line.
button:
Image
click Image.

Chapter 17
Using the Exception Analysis Report
The Exception Analysis Report is part of the VIM Reporting Module. It reports all
work items with exceptions, grouped by exception, company code or vendor. From
a business point of view, the Exception Analysis Report provides the following:
• Finds and tracks exceptions with the highest impact on your business.
• Monitors how often exceptions occur.
• Finds companies or vendors who cause the highest number of exceptions.
• Indicates the invoice amount that is affected by work items with exceptions.
From a technical point of view, the Exception Analysis Report provides the
following:
• grouping by exception, vendor or company code
• an overview of the processing times (average) and wait times (average) per
exception
• a sum of gross amounts related to the work items
• an analysis of the average number of touches per work item with exception
• an analysis of the average number of referrals per work item with exception
• a comparison of exceptions of a freely selectable period to a comparison period
• a detailed list of work items with exceptions (by double-click)
The Exception Analysis Report comprises the following components:
• Selection screen, see “Using the Selection Screen” on page 203.
• Report screen, see “Using the Report Screen” on page 206.

You control all functions of the Exception Analysis Report using a common selection
screen.
To start the Exception Analysis Report:

• Execute the /n/OPT/VIM_EXCP1 transaction.
Reports > Central Reporting > Exception Analysis Report.

Chapter 17 Using the Exception Analysis Report
panel.
Application toolbar
Execute.
The Exception Analysis Report creates and displays a report, using the
current settings in the selection field panel.


Tips:

value range.
available values.
Org Related
System
Company Code
Channel
Enter the channel. The channel indicates the input mode of invoices into
VIM, for example OCR.
Doc Characteristics
Invoice types
Click PO Invoices, Non-PO Invoices, or All Invoices (All Invoices
includes PO, Non PO and unclassified invoices).
Note: Unclassified invoices are not yet classified as PO or NPO
invoices.
IM Document Type
Enter the DP document type, depending on the logical system.
Vendor
Enter the vendor number, depending on the logical system.
Include "In Process" Items
By default, the Exception Analysis Report only considers finished
documents, with status Posted. Select this check box to include also
documents that are still in process.
Note: This setting only considers documents in the current date
range, not in the comparison period.
Include Deleted/Obsolete/Cancelled/Confirmed Duplicate/Rescan
Complete
To include finished documents of any of the mentioned states, select this
check box.
Note: This setting considers documents in the current date range
and in the comparison period.

Time Characteristics
Date Range
Created at date of the document.
Comparison Period
Click Previous Week, Previous Month, Previous Quarter or Previous
Year. The date refers to the Created at date of the document.
Grouping
Select the parameter to group the report by. Click Exception, Vendor or
Company Code.
Report Options
Layout
the ALV grid control, before. See “ALV Grid Control” on page 207.
Reporting Currency
Mandatory field. Enter the currency for the report. The amounts of all
documents will be translated into this currency, using the exchange rate
valid at the Currency Translation Date.
translation:
C
Current date
D
Document date
P
Process start date

The report screen opens. This screen comprises:


The header section of the report screen provides an overview of the current search
criteria, as entered in the selection field panel.
Last Update

the next time.
The following button is specific for the Exception Analysis Report:
Group By
Click this button to change the grouping of the report. This has the same effect as
the Grouping settings in the selection screen. Click Exception, Vendor or
Company Code.


The actual report results are displayed in the ALV Grid. The Grouping setting
determines the layout of the columns.
If the report is grouped by Vendor or Company Code, the logical systems are
displayed at the very left of the table, followed by the Vendor or Company Code
information. If the report is grouped by Exception, the Exception information is
displayed at the very left of the table.
Next to the right, the following columns are displayed, first for the selected period,
next for the comparison period, indicated by Previous Period or Prev. in the column
title:
Note: You can change the layout of the report results; for example, you can
shift, remove or add columns. So, your actual table might differ from the
following description.
# Work Items with Exceptions
Number of work items that had exceptions
Total Amount
This value is recalculated from the original currency to the reporting currency.
Avg. Time
Average time of work on the work item
Avg. Wait Time
Average time elapsed on one VIM document before all the work items related to
this VIM document have been touched by a user for the first time.
One VIM document can comprise several work items. Every work item has a
wait time before it is touched for the first time. The report sums up these wait
times and averages them.
Note: The columns containing time data display the time in <xx>d <xx>h
<xx>m <xx>s format. You can add corresponding columns that display the
time in seconds as a numeric value. This is useful, for example, if you want
to export data to an Excel spreadsheet.
Avg. # of Touches
Average number of how often the work item has been touched
Avg. # of Referrals
Average number of how often the work item has been referred to an agent

To show details for a specific line, double-click the line in the ALV Grid. The Work
Items with Exception List opens, showing detailed information on every work item
that appears in the # Work Items with Exceptions column in the selected line.
Tip: The selected line in the ALV Grid must contain data. Otherwise, the Work
Items with Exception List cannot be displayed.

button:
Image
click Image.

Chapter 18
Using the Productivity Report
The Productivity Report is part of the VIM Reporting module. It reports about the
productivity of users/roles and the activities of users/roles. The Productivity
Report comprises the following features:
• Provides an overview of the processing times (total and average) and wait times
(average) per user/role.
• Enables the comparison of productivity of a freely selectable period to a
comparison period.
• Provides a snapshot of reserved and in process items per user/role.
• Enables the analysis of the average number of touches (per invoice) of
users/roles.
• Enables the analysis of the average number of referrals (per invoice) of
users/roles.
• Allows displaying a detailed list of:
• documents processed by a single user/role
• currently reserved items of a single user/role
• currently processed items of a single user/role
The Productivity Report comprises the following components:
• Selection screen, see “Using the Selection Screen” on page 211
• Report screen, see “Using the Report Screen” on page 214

You control all functions of the Productivity Report using a common selection
screen.
To start the Productivity Report:

• Execute the /n/OPT/VIM_PROD1 transaction.
Reports > Central Reporting > Productivity Report.

Chapter 18 Using the Productivity Report
panel.
Application toolbar
Execute.
The Productivity Report creates and displays a report, using the current


Tips:

value range.
available values.
Agent Info
Agent ID
Enter the IDs of the agents (users) you want to run the report for.
Role ID
Enter the IDs of the roles you want to run the report for.
Org Object
Enter the Org object you want to run the report for. The Org object refers
to the organizational objects maintained in the standard SAP
Organizational Management. Using the icon, you can restrict the value
range to Organizational unit, Position, or Organizational units and
Positions (All).
Note: To use this selection criterion, the organizational structure

must be maintained within SAP Organizational Management on the
different logical (back end) systems.
Org Related
System
Company Code
Channel
Doc Characteristics
Click PO Invoices, Non-PO Invoices, or All Invoices (All Invoices includes
PO, Non PO and unclassified invoices).
Note: Unclassified invoices are not yet classified as PO or NPO invoices.
Time Characteristics
Date Range
Created at date of work items related to the VIM document.

Comparison Period
Click Previous Week, Previous Month, Previous Quarter or Previous
Year. The date refers to the Created at date of work items related to the
VIM document.
Grouping
Select the parameter to group the report by. Click Agent or Role.
Report Options
Layout


The header section of the report screen provides an overview of the report period
and the comparison period, as entered in the selection field panel.

Last Update

the next time.
The following button is specific for the Productivity Report:
Group By
the Grouping settings in the selection screen. Click Agent or Role.

determines the layout of the columns. If the report is grouped by Agent, the logical
systems are displayed at the very left of the table, followed by the Agent
information. If the report is grouped by Role, the Role information is displayed at
the very left of the table.
Report period Next to the right, the following columns are displayed for the report period:
results
Total # Processed
Number of VIM documents that have been worked on in the report period.
Work is not necessarily completed; that means, the invoice may be already
posted or not.
Reserved
Number of VIM documents that are reserved at the moment; that means, at least
one work item belonging to the VIM document is reserved. The moment of time
is determined by the last update of the data, see “Header Section” on page 214.
The value in the Reserved column is a subset of the value in the In Process
column.

In Process
Number of VIM documents that have at least one work item in the following
states at the moment:
• waiting to be worked on in an inbox of the SAP Business Workplace, not yet
touched by any user
• reserved by a user
• worked on by a user
The moment of time is determined by the last update of the data, see “Header
Section” on page 214.
Total Time Spent
Time the agent/role spent working on VIM documents
Avg. Time
Average time the agent/role spent working on one VIM document
Avg. Wait Time
Note: The columns containing time data display the time in <xx>h <xx>m
<xx>s format. You can add corresponding columns that display the time in
seconds as a numeric value. This is useful, for example, if you want to
export data to an Excel spreadsheet.
Avg. # of Touches
Average number of how often a VIM document has been touched
Avg. # of Referrals
Average number of how often a VIM document has been referred to another
agent
Comparison To the right of the report period columns, the following columns are displayed for
period results the comparison period (indicated by Prev. in the column title):
Prev. Total # Processed
Number of VIM documents that have been worked on in the comparison period
Prev. Total Time Spent
Time the agent/role spent working on VIM documents
Prev. Avg. Time
Average time the agent/role spent working on one VIM document
Prev. Avg. Wait Time

Note: The columns containing time data display the time in <xx>h <xx>m
<xx>s format. You can add corresponding columns that display the time in
seconds as a numeric value. This is useful, for example, if you want to
export data to an Excel spreadsheet.
Prev. Avg. # of Touches
Average number of how often a VIM document has been touched
Prev. Avg. # of Ref.
Average number of how often a VIM document has been referred to another
agent

To show details for a specific cell, double-click the cell in the ALV Grid. The
Document List opens, showing detailed information on the VIM documents
referred to in the selected cell.
Tip: The selected cell in the ALV Grid must contain data. Otherwise, the
The Document List displays data for an Agent in a Logical System or a Role,
depending on the grouping of the report. Displaying the Document List for a cell is
possible in all columns, except the columns containing time data. The layout of the
Document List depends on the selected column.
The ALV Grid control in the Document List contains the following button that is
specific for the Productivity Report:
Image
click Image.

Chapter 19
Using the Aging Report
The Aging Report is part of the VIM Reporting Module. It reports about the aging of
documents and work items in the current system. The Aging Report comprises the
following features:
• Provides an overview of the processing times of documents that have not been
posted without error.
• Provides a snapshot of documents that have not been posted and are still work
in process.
• Provides a snapshot of work items that are still work in process.
• Allows displaying a detailed list of:
• documents still in process, grouped by document type.
• work items still in process, grouped by role.
The Aging Report comprises the following components:
• Selection screen, see “Using the Selection Screen” on page 219
• Report screen, see “Using the Report Screen” on page 222

You control all functions of the Aging Report using a common selection screen.
To start the Aging Report:

• Execute the /n/OPT/VIM_AGING transaction.
Reports > Central Reporting > Aging Report.

Chapter 19 Using the Aging Report
The selection screen comprises the application toolbar and the selection field panel.
Application toolbar
Execute.
The Aging Report creates and displays a report, using the current

Tips:

value range.

available values.
Org Related
System
Company Code
Channel
Doc Characteristics
Click PO Invoices, Non-PO Invoices, or All Invoices (All Invoices includes
PO, Non PO and unclassified invoices).
Note: Unclassified invoices are not yet classified as PO or NPO invoices.
Vendor
Enter the vendor number, depending on the logical system.
Role ID
Enter the IDs of the roles you want to run the report for.
Document Type
Enter the document type you want to run the report for.
Grouping
Select the parameter to group the report by: Click Document Type or Role.
Report Options
Layout
Buckets (in Days)
The report results are displayed in 4 so-called buckets, each of them
representing a time range of how long documents or work items have
stayed in the system. Each bucket corresponds with a table column in the
report screen. By default, the following buckets are defined:
• 0 to 30 Days
• 31 to 60 days
• 61 to 90 days
• > 90 days
Using the Buckets (in Days) fields, you can change the limits for the
buckets. Replace the default values 30 / 60 / 90, according to your needs.

For example, the screenshot in “Using the Report Screen” on page 222
shows buckets that are defined with 50 / 75 / 100



The header section of the report screen displays date and time of the last update,
and of the current run of the Aging Report.
Last Update
The Run Time line shows when the report has been executed.

the next time.
The following button is specific for the Aging Report:
Group By
the Grouping settings in the selection screen. Click Doc Type or Role.

determines the layout of the columns. If the report is grouped by Doc Type, the
logical systems are displayed at the very left of the table, followed by the Doc Type
information. If the report is grouped by Role, the Role information is displayed at
the very left of the table.
With Doc Type grouping, the data cells contain information about VIM documents.
With Role grouping, the data cells contain information about work items.
Report results Next to the right, the following columns are displayed:
Description
Description of the document type if you have grouped by Doc Type.
Description of the role if you have grouped by Role.
0 to 30 Days
This is the default setting. You can change the setting, using the Buckets (in
Days) parameter in the selection field panel. See Buckets (in Days) on page 221.

Number of documents that are work in process and have been in the system for
0 to 30 days.
31 to 60 Days
31 to 60 days.
61 to 90 Days
61 to 90 days.
>90 Days
more than 90 days.

To show details for a specific cell, double-click the cell in the ALV Grid.
With Doc Type grouping, the Document List opens, showing detailed information
on the VIM documents referred to in the selected cell. The Document List shows
documents with a specific Logical System and Document Type.
With Role grouping, the Work Items with Exception List opens, showing detailed
information on the work items referred to in the selected cell. The Work Items with
Exception List shows work items with a specific Role.
Tips:
• The selected cell in the ALV Grid must contain data. Otherwise, the
Document List or Work Items with Exception List cannot be displayed.
• Displaying the Document List or Work Items with Exception List for a cell
is possible in all columns with numeric values, except the cells containing
the Total.
• The layout of the Document List or Work Items with Exception List de-
pends on the selected column.

Chapter 20
Using the License Report
The license report allows you to print a report of the number of invoices processed
through VIM in all channels in a given time period. You can send the report to
OpenText or SAP.
To start the License Report:

1. Execute the /n/OPT/VIM_LICENSE transaction.
Reports > Central Reporting > License Report.
2. In the selection screen, enter the report parameters:
Date
Created
The creation date. Mandatory field. Both “From” and “To” fields are
required.
By default, the “From” field is populated with the date 2 years ago from the
current date. The “To” field is populated with the current date.
Org Related
Logical system
Optional field. Enter logical systems in a multiple backend scenario.
Channel ID
Optional field. Enter the channel through which invoices are processed.

Chapter 20 Using the License Report
Company Code
Optional field. Enter the company code in which invoices are created.
DP Document Type
Optional field. Enter the DP invoice document type.
3. To display the License Report, click in the application toolbar.
The invoice count is displayed for each channel per month in a year. It is
summed for each year in a channel, and for all years in a channel. At the end,
the total number of invoices in all channels is displayed.
You can print the report and send it to OpenText or SAP.

Glossary
AAK
See: SAP Add-On Assembly Kit (AAK)
AP processor
Accounts Payable personnel
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

Glossary
BDC ID
Business Data Communication ID. The BDC ID is used by the system to process
an SAP transaction to create an SAP Document in user context.
Block
Situation where an invoice has a price or quantity variance that prevents invoice
from posting
BTE
See: Business Transaction Event (BTE)
Business Add-Ins (BAdI)

Business Add-Ins (BAdI) is 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 rules
Rules that describe the operations, definitions and constraints that apply 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.
COA
See: Approval chart of authority (COA)
Coding
Coding allocates an invoice to G/L account and cost object if required.
Contract agent
Person who can create and modify SAP contracts.
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
OpenText DocuLink enables the archiving, management and retrieval of CRM or
ERP documents from within the SAP infrastructure.

Glossary
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
IAP
See: Invoice Approval (IAP)
ICC
See: Invoice Capture Center (ICC)
IE
See: Invoice Exception (IE)
Indexer
Person responsible for entering index data
Indexing
Process of entering or storing data into the system
Information provider
Receiving role for option Refer for Information

Glossary
Invoice Approval (IAP)

VIM component that enables users to perform coding, approving and rejecting
invoices
Invoice approver
Person who approves invoices
Invoice Capture Center (ICC)

Optional VIM OCR component
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
LIV
See: Logistic invoice (LIV)
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

Glossary
Non purchase order (Non PO) invoice (PIR)

Invoice based on a Non purchase order (Non PO)
Number range
Array of numbers that can be used for an object in the SAP system
OCR
See: Optical character recognition (OCR)
Optical character recognition (OCR)

Mechanical or electronic translation of images of handwritten, typewritten or
printed text (usually captured by a scanner) into machine-editable text
Park
Situation where an invoice is not posted and is waiting for further processing
Parked invoice document

Temporary document that the AP processor can change and post. SAP assigned
document number becomes real number when posted.
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.

Glossary
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
Receiver
Person who can create and reverse the goods receipt in SAP
Requisitioner
Person who requested goods and services
Roles
Set of predefined roles for the SAP user
SAP Add-On Assembly Kit (AAK)

Standardized delivery procedure for software
Scan operator
Person who scans the invoices into images (may not have a SAP ID)
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 of the process.
Tax expert
Person who advises on invoices that need tax audit. Normally tax department
personnel.
VAN
See: VIM Analytics (VAN)

Glossary
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
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.
Workflow
SAP business workflows can be used to define business processes that are not
yet mapped in the R/3 system.

Index
Attachments
Approval Portal 97
Invoice Approval 77
A B
Accessing workflows 19 Blocked document info
Integrated Invoice Cockpit 20 PO Invoice Dashboard (Line Level) 57
SAP Business Workplace 19
AFTCS Admin Tool
C
China 135
Central Audit Report 163
AFTCS programs for China 135
report screen 165
Aging Report 219
selection screen 163
report screen 222
Channel Analysis
Key Process Analytics Report 198
Application toolbar
Checking for duplicates 36
DP Dashboard 30
China
Non-PO Invoice Dashboard 64
AFTCS Admin Tool 135
PO Invoice Dashboard (Header WF) 60
Download & Upload file program 136
PO Invoice Dashboard (Line Level) 57
Collaboration
PO Parked Invoice Dashboard 51
Approval Portal 96
Approval Portal
Invoice Approval 75
approving invoices 94
conventions 10
attachments 97
Creation of Service Request
collaboration 96
SSF integration 115
delegating accounting information entry
Current Liability Report 169
93
document header grouping 187
entering accounting information 91
document lines grouping 188
Invoice Approval 79
DP Information View 185
Invoice Approval screen 79
FAQ 190
mobile device support 99
grouping results 182
Personalize screen 83
report views screen 176
Processing Invoice screen 88
SAP Document Header View 182
rejecting invoices 95
SAP Document Lines View 183
viewing line item information 91
Approve invoices
viewing results 182
mobile App 110
Approver History
Non-PO Invoice Dashboard 65 D
Approving invoice Dashboard screen
Invoice Approval 72 DP Dashboard 33
Approving invoices 67 Delegating accounting information entry
Approval Portal 94 Approval Portal 93

Index
delegating information entry F

Invoice Approval 71 FAQ
Delivery model 15 Current Liability Report 190
Display invoice in Service Request First Pass
SSF integration 116 Key Process Analytics Report 199
Display invoices of a specific vendor
SSF integration 118 G
Display of Service Request Grouping results
SSF integration 114 Current Liability Report 182
Document header grouping
Current Liability Report 187 H
Document lines grouping Header section
Current Liability Report 188 DP Dashboard 32
Document Processing Document
Dashboard 27
Document View I
VIM Analytics 154 Index Data screen
Download & Upload file program DP Dashboard 32
China 136 Indexing
DP Dashboard 27 metadata 34
application toolbar 30 Integrated Invoice Cockpit
Dashboard screen 33 accessing workflows 20
header section 32 Introduction 9
Index Data screen 32 Invoice Approval 67
menu toolbar 29 Approval Portal 79
Process Log panel 34 approving invoice 72
Process Options panel 33 attachments 77
screen layout 28 collaboration 75
use cases 27 delegating information entry 71
DP Information View email 74
Current Liability Report 185 entering accounting information 70
DP invoices entry screen 68
unified dashboard 139 mobile App 103
Duplicates OpenText Everywhere mobile application
checking 36 103
rejecting invoice 73
use cases 67
E Invoice Approval screen
Email Approval Portal 79
Invoice Approval 74 Invoice Exception Dashboards 47
Entering accounting information Invoice Information
Approval Portal 91 PO Invoice Dashboard (Header WF) 60
Invoice Approval 70 Invoice List screen
Entry screen mobile App 105
Invoice Approval 68 Invoice Processing screen
Exception Analysis Report 203 mobile App 107
report screen 206 Invoices
selection screen 203 parking 40
posting for payment 45

Index
K O
Key Process Analytics Report 191 OpenText Everywhere mobile application
Channel Analysis 198 Invoice Approval 103
First Pass 199 OpenText Online 11
Processed / In Process Documents 197 OpenText unified dashboard 139
results 194
selection 192 P
Top Exceptions by Count 200 Parked Document Information
Top Vendors by Amount 200 Non-PO Invoice Dashboard 64
Total Liability 196 PO Parked Invoice Dashboard 51
Parking invoices 40
L parking reasons 41
License Report 225 Parking Non PO invoices
LInk invoice to Service Request parking reasons 43
SSF integration 117 Parking PO invoices
parking reasons 41
M Parking reasons
Menu toolbar invoice parking 41
DP Dashboard 29 Non PO invoices 43
Non-PO Invoice Dashboard 63 PO invoices 41
PO Invoice Dashboard (Header WF) 59 Personalize screen
PO Invoice Dashboard (Line Level) 56 Approval Portal 83
PO Parked Invoice Dashboard 50 Regional Settings area 86
Metadata View area 84
indexing 34 Workflow Settings area 87
validating 34 PO Blocked Dashboards 52
Mobile App PO Invoice Dashboard (Header WF) 58
approve invoices 110 PO Invoice Dashboard (Line Level) 55
Invoice Approval 103 use cases 53
Invoice List screen 105 PO Invoice Dashboard (Header WF) 58
Invoice Processing screen 107 application toolbar 60
refer invoices 111 Invoice Information 60
reject invoices 111 menu toolbar 59
sign in 103 Process History 60
Mobile device support Process Options 60
Approval Portal 99 PO Invoice Dashboard (Line Level) 55
application toolbar 57
N blocked document info 57
Non-PO Invoice Dashboard 61 menu toolbar 56
application toolbar 64 Process History 58
Approver History 65 Process Options 57
menu toolbar 63 PO invoices
Parked Document Information 64 unified dashboard 141, 142
Process History 65 PO Parked Invoice Dashboard 48
Process Options 64 application toolbar 51
screen layout 62 menu toolbar 50
use cases 61 Parked Document Information 51
Process History 52
Process Options 51

Index
screen layout 50 Report view menu toolbar

use cases 49 VIM Analytics 152
Posting invoices for payment 45 Report views screen
Process History Current Liability Report 176
Non-PO Invoice Dashboard 65 Results
PO Invoice Dashboard (Header WF) 60 Key Process Analytics Report 194
PO Invoice Dashboard (Line Level) 58
PO Parked Invoice Dashboard 52 S
Process Log panel SAP Business Workplace
DP Dashboard 34 accessing workflows 19
Process Options SAP Document Header View
Non-PO Invoice Dashboard 64 Current Liability Report 182
PO Invoice Dashboard (Header WF) 60 SAP Document Lines View
PO Invoice Dashboard (Line Level) 57 Current Liability Report 183
PO Parked Invoice Dashboard 51 Screen layout
Process Options panel DP Dashboard 28
DP Dashboard 33 Non-PO Invoice Dashboard 62
Process swimlanes 17 PO Parked Invoice Dashboard 50
Processed / In Process Documents Selection
Key Process Analytics Report 197 Key Process Analytics Report 192
Processing Invoice screen Selection screen
Approval Portal 88 Aging Report 219
Productivity Report 211 Central Audit Report 163
report screen 214 Current Liability Report 170
selection screen 211 Exception Analysis Report 203
Productivity Report 211
R Summary Report 157
Refer invoices VIM Analytics 145
mobile App 111 Shared Service Framework integration
Reject invoices 113
mobile App 111 Sign in
Rejecting invoice mobile App 103
Invoice Approval 73 SRM
Rejecting invoices check work items from VIM Analytics 132
Approval Portal 95 emails 126
Report layout use cases 123
VIM Analytics 151 work items in DP dashboard 128
Report screen work items in VIM dashboard 131
Aging Report 222 SRM integration 123
Central Audit Report 165 SSF integration 113
Exception Analysis Report 206 creation of Service Request 115
Productivity Report 214 display invoice in Service Request 116
Summary Report 159 display invoices of a specific vendor 118
Report view display of Service Request 114
VIM Analytics 151 link invoices to Service Request 117
Report view ALV Grid control use cases 113
VIM Analytics 154 vendor fact sheet 117
Report view application toolbar Summary Report 157
VIM Analytics 152 report screen 159

Index
selection screen 157 VIM Analytics 145

Supplier Relationship Management Document View 154
check work items from VIM Analytics 132 general report layout 151
emails 126 report view 151
use cases 123 report view ALV Grid control 154
work items in DP dashboard 128 report view application toolbar 152
work items in VIM dashboard 131 report view menu toolbar 152
Supplier Relationship Management selection screen 145
integration 123 Workflow View 155
Swimlanes 17 VIM Analytics Current Liability Report 169
T W
Top Exceptions by Count Workflow scheme 16
Key Process Analytics Report 200 Workflow View
Top Vendors by Amount VIM Analytics 155
Key Process Analytics Report 200 Workflows
Total Liability accessing 19
Key Process Analytics Report 196
typography 10
U
Understanding Vendor Invoice
Management 13
Unified dashboard
DP invoices 139
PO invoices 141, 142
Use cases
DP Dashboard 27
Invoice Approval 67
Non-PO Invoice Dashboard 61
PO Blocked Dashboards 53
PO Parked Invoice Dashboard 49
SSF integration 113
V
Validating
metadata 34
Vendor fact sheet
SSF integration 117
Vendor Invoice Management
understanding 13
Viewing line item information
Approval Portal 91
Viewing results
Current Liability Report 182
VIM
delivery model 15

VIM 6 0 User Guide PDF

Transféré par

Informations du document

Titre original

Copyright

Formats disponibles

Partager ce document

Partager ou intégrer le document

Options de partage

Avez-vous trouvé ce document utile ?

Ce contenu est-il inapproprié ?

Droits d'auteur :

Formats disponibles

VIM 6 0 User Guide PDF

Transféré par

Droits d'auteur :

Formats disponibles

OpenText Vendor Invoice Management

Copyright © by Open Text Corporation, Open Text Inc.

PRE Introduction ............................................................................... 9

1 Understanding Vendor Invoice Management ........................ 13

2 Accessing Workflows ............................................................. 19

3 Working with the DP Dashboard ............................................ 27

4 Working with the Invoice Exception Dashboards ................. 47

VIM060000-UGD-EN-3 OpenText Vendor Invoice Management iii

4.1.1 Use Cases.............................................................................................. 49

6 Approving Invoices Using OpenText Approval Portal ..........79

iv OpenText Vendor Invoice Management VIM060000-UGD-EN-3

6.2.2 Regional Settings ................................................................................... 86

7 Approving Invoices Using the OpenText Everywhere

8 Working with Shared Service Framework (SSF) Integration113

9 Working with Supplier Relationship Management (SRM)

10 Working with the AFTCS Programs for China..................... 135

11 Using the OpenText Unified Dashboard .............................. 139

VIM060000-UGD-EN-3 User Guide v

11.2 Displaying PO Invoices in the Unified Dashboard ............................... 141

12 Using VIM Analytics...............................................................145

13 Using the Summary Report...................................................157

14 Using the Central Audit Report.............................................163

15 Using the VIM Analytics Current Liability Report ................169

vi OpenText Vendor Invoice Management VIM060000-UGD-EN-3

15.4 Frequently Asked Questions................................................................ 190

16 Using the Key Process Analytics Report............................. 191

17 Using the Exception Analysis Report .................................. 203

18 Using the Productivity Report .............................................. 211

19 Using the Aging Report ........................................................ 219

20 Using the License Report ..................................................... 225

VIM060000-UGD-EN-3 User Guide vii

i About Vendor Invoice Management

ii About This Document

ii.i Target Readership

VIM060000-UGD-EN-3 OpenText Vendor Invoice Management ix

Note: Notes provide additional information about a task.

x OpenText Vendor Invoice Management VIM060000-UGD-EN-3

iii Contact Information

VIM060000-UGD-EN-3 User Guide xi

1.1 What Is Vendor Invoice Management?

VIM060000-UGD-EN-3 OpenText Vendor Invoice Management 13

VIM consists of the following components:

Figure 1-1: VIM components

ICC (Invoice Capture Center)

14 OpenText Vendor Invoice Management VIM060000-UGD-EN-3

Exception Handling (Invoice Exception)

1.2 Delivery Model

VIM060000-UGD-EN-3 User Guide 15

1.3 Workflow Scheme

Figure 1-2: Workflow scheme

Each VIM workflow process has the same basic steps:

16 OpenText Vendor Invoice Management VIM060000-UGD-EN-3

1.4 Process Swimlanes

VIM060000-UGD-EN-3 User Guide 17

Figure 1-3: Swimlane example

18 OpenText Vendor Invoice Management VIM060000-UGD-EN-3

2.1 SAP Business Workplace

To access VIM workflows through SAP Business Workplace:

VIM060000-UGD-EN-3 OpenText Vendor Invoice Management 19

3. To execute a workflow, double-click on the workflow in the right pane.

2.2 Integrated Invoice Cockpit

To start VIM work items through Integrated Invoice Cockpit:

20 OpenText Vendor Invoice Management VIM060000-UGD-EN-3