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OpenText Vendor Invoice Management For SAP Solutions 20.4 SPS1 - Scenario Guide For Invoice Solution English (VIM200401-CCS-En-04)
OpenText Vendor Invoice Management For SAP Solutions 20.4 SPS1 - Scenario Guide For Invoice Solution English (VIM200401-CCS-En-04)
VIM200401-CCS-EN-04
OpenText™ Vendor Invoice Management for SAP® Solutions
Scenario Guide for Invoice Solution
VIM200401-CCS-EN-04
Rev.: 2021-Aug-27
This documentation has been created for OpenText™ Vendor Invoice Management for SAP® Solutions 20.4 SPS1.
It is also valid for subsequent software releases unless OpenText has made newer documentation available with the product,
on an OpenText website, or by any other means.
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Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for the
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Table of Contents
1 About Vendor Invoice Management ........................................ 7
1.1 Architectural Overview ....................................................................... 9
1.2 About this document ........................................................................ 10
15 VIM Confirm Quantity and Price Fiori app: use cases ....... 301
15.1 Use case 1: Invoice with missing GR: requisitioner confirms GR -
no specialist required .................................................................... 302
15.2 Use case 2: Invoice with price discrepancy - specialist required for
PO change ................................................................................... 303
OpenText Vendor Invoice Management for SAP Solutions (VIM) is an ABAP add-on
solution to SAP ECC and SAP S/4HANA.
If no business rules fail, the document is posted in SAP without human intervention.
Although a straight through, no-touch process is the ultimate objective, VIM also
supports the fast and efficient handling and resolution of exceptions.
Exceptions are routed via workflow to the relevant user or user group based on the
role assigned to the exception.
• Invoice Solution
• Procure to Pay Solutions
– Order Confirmation
– Delivery Note
– Quotation
• Order to Cash Solutions
– Sales Order
– Remittance Advice
Since VIM resides inside SAP, enrichments and business rules have direct access to
SAP master and transactional data, which avoids complex interfaces and the
replication and duplication of data.
Each solution offers a Workplace used by end-users and managers to manage and
monitor outstanding and completed work items. Each solution includes a
preconfigured set of analytical measures tailored for the specific document scenario.
Solutions can be enhanced to support company-specific business requirements.
VIM Solutions use features offered by its powerful feature rich Foundation.
• Inbound
• Process
• Workplace
• Analytics
VIM also supports custom solutions where a preconfigured solution is not available
for a specific, less common business process.
VIM offers a simple and intuitive user interface for end-users, managers and
administrators.
Users can choose between the classic SAP GUI or the modern SAP Fiori interface.
SAP Fiori offers a responsive web-based user interface that supports desktop and
mobile devices.
VIM supports various input channels including scan, fax¸ e-mail and web services.
It also supports various input formats, including paper, PDF, TIFF, IDoc and XML.
VIM integrates seamlessly via its Inbound component with OpenText Intelligent
Capture for SAP Solutions and OpenText Core Capture for SAP Solutions, which
uses advanced machine learning algorithms to extract metadata from imaged-based
documents like PDF and TIFF.
VIM also offers integration with OpenText Extended ECM for SAP Solutions and
OpenText Document Presentment for SAP Solutions.
Beside the components of this graphic, VIM offers additional components such as
SAP NetWeaver Business Warehouse or BW/4Hana for specific solutions which are
not shown in this basis architectural overview.
The Scenario Guide does not replace the standard documentation for VIM but
understands itself as an addition. See also the following guides that are partly
referenced in this document:
• OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-
IGD)
• OpenText Vendor Invoice Management for SAP Solutions - User Guide for Invoice
Solution (VIM-UGD)
• OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Invoice Solution (VIM-CGD)
• OpenText Vendor Invoice Management for SAP Solutions - Administration Guide
(VIM-AGD)
• OpenText Vendor Invoice Management for SAP Solutions - Reference Guide for Invoice
Solution (VIM-RGD)
• OpenText Vendor Invoice Management for SAP Solutions - Scenario Guide for Invoice
Solution (VIM-CCS)
• OpenText Vendor Invoice Management for SAP Solutions - Security Guide (VIM-GSM)
• OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (BOCP-CGD)
• OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Solutions Beyond Invoice (BOCP-CCS)
• OpenText Vendor Invoice Management for SAP Solutions - User Guide for Solutions
Beyond Invoice (BOCP-UGD)
• OpenText Validation for SAP Solutions - User Guide (CPBC-UGD)
• OpenText Business Center Capture for SAP Solutions - Customization Guide (CPBC-
CGD)
• OpenText Business Center Capture for SAP Solutions - Administration Guide (CPBC-
AGD)
The Release Notes are updated continuously . The latest version of the Release Notes
is available on OpenText My Support (https://knowledge.opentext.com/knowledge/
cs.dll/Open/10151494).
Functional scenarios refer to integrating VIM with external concepts or systems, for
example the implementation of Goods-Receipt-based invoices or a detailed
explanation of handling multiple backend systems.
The General Data Protection Regulation (GDPR) is a new European Union (EU) law
that gives residents greater protection and control of their personal data. It will
regulate the data that companies in and outside the EU can collect, store, and
transfer, and how they use it. All companies that process EU resident data must be
ready to comply when the GDPR enforcement starts on May 25, 2018.
Note: No legal advice is provided in this document or any other part of VIM
product documentation. Product documentation does only provide general
technical guidelines that may be relevant to consider if a customer implements
the product and is looking to define their strategy towards GDPR and similar
data protection requirements.
SAP S/4HANA already provides a superior level of user security and data protection
features. VIM as an add-on package profits from the high standard of SAP S/
4HANA compared to outside-in solutions with their own database, duplication of
data, and lower level security concepts.
Sensitive personal data – In general VIM is not designed and does not require to
store any sensitive personal data: “Personal data” means any information
concerning the personal or material circumstances of an identified or identifiable
natural person. “Sensitive personal data” means information on racial or ethnic
origin, political opinions, religious or philosophical beliefs, trade-union
membership, health or sex life, and bank account data.
Use of generic data containers like long text fields and file attachments – Like
many other software components, VIM offers long text fields and the option to
upload and link file attachments. Any content of long text fields and content of
attachments is not in any way classified by the solution if it might contain personal
data or sensitive personal data. Customers using VIM are advised to train their
personal to not put any such information into long text fields and file attachments.
User data in VIM – VIM refers to user information stored in SAP S/4HANA and, in
addition to SAP S/4HANA, VIM provides a COA transaction to store information
about users being involved into Invoice Approval. Personal information stored in
COA may consist of, for example, first name, last name, user account, company
phone number, company email address as well as approval level and link between
user and invoice coding elements like cost center and others. VIM provides tools to
delete such personal data from COA.
Supplier VIM is designed to process vendor invoices and therefore includes supplier specific
specific data information and reference to SAP’s business partner master which may be classified
and VIM run
time data
by a customer as relevant for their data privacy strategy.
VIM may also store vendor specific data in some customizing tables as well as
reporting tables and other database tables. Because VIM is a very flexible framework
with many features and many extension points, every customer needs to determine
where vendor data is stored in their specific installation.
VIM offers tools to delete vendor specific entries from some core customizing tables
as well as from the VIM run time tables.
The following documentation sections explain the tools available in VIM to delete
specific user data and specific vendor information in VIM tables:
Vendor and employee data stored in VIM customizing (master data) and
transactional tables
This includes configuration like white lists of vendors, COA, DP documents, and
other objects.
OpenText also provides a program to clean personal data from COA or to delete
COA records completely. For more information, see Section 4.1.4.8 “Usermap and
COA cleanup” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIM-CGD).
This includes the scanned vendor invoice image, uploaded PDF invoices, any file
attachments created in the process, and the PDF history log created by VIM.
VIM links such archived documents to the posted SAP invoice (object type BKPF).
They can later be deleted using standard SAP ILM (Information Lifecycle
Management) tools, for example after the archiving retention period expires.
Open Text provides a cleanup program to delete records from Supplier Self Service
tables. For more information, see Section 22.9 “Vendor cleanup program for Supplier
Self Service” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Invoice Solution (VIM-CGD).
Most of logs and traces are not stored permanently. They have an adjustable
retention period, normally much shorter than that of the related business data.
Audit areas define the business information needed to store data for audit purposes.
3. Mark the ILM objects /OPT/DOC and AL_DOCUMENTS, and then select the Object
Assignment check box for the ILM objects.
The ILM object /OPT/DOC is for VIM invoices.
The ILM object AL_DOCUMENTS can also be included in the audit area to enable
ILM for ArchiveLink attachments of invoices.
You can perform time-based data life cycle management with the help of rules that
are defined in the context of policies.
2. Create IRM policies for the audit area created in “Configuring ILM audit area
for ILM object /OPT/DOC” on page 17 and assign business rules.
4. When the policy is created with displayable condition fields, maintain ILM rules
with respect to the ILM object.
5. For ILM object AL_DOCUMENTS, select the Inherit Rule check box to inherit rules
from the OPT_DOC ILM object.
6. When all rules are defined in ILM policies, set the policy status to LIVE.
Carry out all configuration steps for ILM object /OPT/REP, as done for /OPT/DOC.
Note: When creating audit area for /OPT/REP, just choose the ILM object /OPT/
REP. You need not choose ILM object AL_DOCUMENTS.
From the Archive administration, you can navigate to ILM Browser or Management
to view the archiving sessions and the status of the sessions.
A standard VIM process for a Non PO invoice comprises the following steps:
1. Invoice entry
2. Data enrichment
3. Exception handling
4. Approval
5. Posting
1. Invoice entry
2. Data enrichment
3. Exception handling
4. Handling of price/quantity discrepancies
5. Posting
6. Handling of price/quantity discrepancies
A standard VIM process for a PO invoice related to purchase orders without goods
receipt settings comprises the following steps:
1. Invoice entry
2. Data enrichment
3. Exception handling
4. Approval / acceptance of goods or services
5. Posting
6. Handling of price discrepancies
You configure this VIM process in a business configuration set (document type).
Several participants in the invoice process can be involved during a VIM process.
• Scanning invoices
• Verifying invoice data, comparing data and line items with invoice image
• Checking compliance rules
• Solving most invoice exceptions
• Forwarding complex invoices or problem cases to an accounting expert
• Sending inquiries to participants in the invoice process, for example to buyer
or receiver
• Starting and monitoring approval processes
• Creating a new PO
• Changing an existing PO
Coder
If the cost object assignment is not done by the accountant, a coder can enter the
relevant accounting data.
Requester
The requester of the invoice is involved to confirm the receipt of goods or
services.
Blocking The following roles are available in the blocking workflow to handle price and
workflow quantity discrepancies:
• AP_PROCESSOR
• BUYER
• RECEIVER
• REQUISITIONER
• INFO_PROVIDER
• Data enrichment
• Business rules with assignment to a specific user role for exception handling
• A posting component
Document Types are related to a specific invoice type. For more information, see
Section 9.1 “Configuring DP document types” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIM-CGD).
The baseline delivers three document types that can be used as templates to
configure custom processes:
NPO_S4
Invoices without purchase order (NPO invoices)
Invoices that are not based on a purchase order must be approved before
posting.
PO_S4
Invoices based on a purchase order (PO invoices)
Depending on the type of the purchase order, the business rules are checking
whether a goods receipt or service entry is required or if an approval is needed
before posting.
DWN_75
Down payments
Down payment processes that need to be posted in the F-47 transaction are
handled in this document type.
VIM can handle these different input channels using the Inbound Configuration. For
more information, see Section 7 “Incoming document processing” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution
(VIM-CGD).
The exception handling is done by the accountant and the expert accountant in the
VIM Invoice Workplace and the VIM indexing screen.
The current process step is displayed in the Basic Data tab and shows the active
exception, for example Missing Company Code (NPO).
Based on the step configuration, several process options are available to refer the
invoice to other roles and users or perform other tasks. The process options are
depending on the currently active exception.
With the process option Apply Rules, the indexing screen recalculates the current
exception. If the next active exception is configured for the same role (for example
accountant), the indexing screen updates the step and might display different
process options.
If the next active exception is configured for another role, the indexing screen is
closed and the workflow is sent to the new role (for example an approver).
The invoice exceptions can be checked by using the Simulate Business Rules
functionality.
For more information, see Section 4.4 “Simulating business rules” in OpenText
Vendor Invoice Management for SAP Solutions - User Guide for Invoice Solution (VIM-
UGD).
If all exceptions are resolved and automatic posting is configured, the indexing
screen is closed and posting in background is triggered.
If all exceptions are resolved and manual posting is configured, the indexing screen
accesses the default step and a new process option to post manually becomes
available.
3.1.6 Approval
An approval is required for invoices that cannot be verified by other means like
goods receipts or service entries. Therefore, invoices without purchase order are
routed to an approval process.
• Coding
The requester or coder enters cost object information.
• Approval
Invoice approval based on configured amount limits.
Coder and approver can access their work item using either SAP GUI or Fiori Task
Apps.
For more information, see Section 11 “Invoice Approval” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIM-CGD).
3.1.7 Posting
You can configure the system to post invoices automatically when all exceptions are
resolved and approvals are done. Alternatively, the invoice can be processed and
posted manually.
In the baseline, all invoices are processed in the logistics invoice verification (MM)
and using the MIRO transaction.
For more information, see Section 33 “Posting invoices” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIM-CGD).
1. Invoice entry
You can use the same inbound channels for incoming invoices as described in
the standard process. For more information, see “Invoice entry” on page 26.
Alternatively, you can use direct parking in MIRO or the respective Fiori Task
App as input channel.
2. Data enrichment
You can configure the data enrichment to exclude or include specific logic
modules when handling parked invoices.
3. Exception handling
You can configure the business rules to exclude or include specific exceptions
when handling parked invoices.
If a parked document is available, the VIM indexing screen is set to process
mode, all data changes must be done in the parked document. For this purpose,
the accountant has a new process option in the indexing screen (Display SAP
Document (MIR4)). This process option can be used to display the document in
MIR4 and change data.
4. Approval
The approval is performed as described in the standard process. For more
information, see “Approval” on page 34.
5. Posting
The posting is performed as described in the standard process. For more
information, see “Posting” on page 34.
VIM can be deployed in many stand-alone systems. But you might want to use some
central resources, for example one of the following:
• a central invoice entry point, which includes scanning with Invoice Capture
Center (ICC).
• a central archive to archive all incoming invoices
• a central controlling point for management, which uses Central Reporting
For requirements like these, you can run VIM as a multiple backend system. This
means you have one central system with multiple satellite systems for invoice entry
and procurement logistics. Figure 4-1 shows an example for a multiple backend
system.
• There can be only one central system connected to one or more satellite
systems.
Note: It is possible that the logical system ID already exists. In this case, you
can ignore this procedure and the procedure “Assigning clients to logical
systems” on page 39.
Log.System
Enter a name for the logical system you want to create.
Name
Enter a description of the logical system.
d. Click Replace.
2. Select the line of the client you want to assign to a logical system.
4. In the Logical system field, enter the ID of the logical system to which you want
to assign the selected client.
In this step, you maintain RFC destinations for each logical system that you want to
communicate to.
Recommendations
For more details on setting up RFC destinations, see the SAP Help.
4. Enter the connection parameters, like Description, Target Host, and System
Number.
5. Click to save your settings.
In the SLD, you must maintain all systems with which interaction can happen. This
includes the own system.
Terminology note
“Own system” means the system where the activity is being done or where the
current SLD is being maintained.
All systems must be defined as logical systems before they can be used in the SLD.
See “Defining logical systems” on page 38 and “Assigning clients to logical systems”
on page 39 for details.
Logical systems are client dependent, hence in a given system T01, client 800 and
client 900 could be set up as different systems with different logical system defined.
Description
Enter a description for the system.
System Type
Select the proper SAP S/4HANA System Type.
RFC for System Comm.
Enter the RFC destination for communicating to the system. OpenText
recommends using this RFC destination with system or communication
users, not with dialog users.
On the own system, insert NONE.
RFC for Dialog Comm
Enter the RFC destination for communicating by active dialog screen.
OpenText recommends using a trusted RFC destination in this case. See the
SAP documentation on how to set up trusted connections between SAP S/
4HANA systems.
Classification
Select the classification of the system. The following values are available:
• Central System
• Satellite System
• External System
External System refers to any system which is not an SAP S/4HANA
system. For example, a non-SAP system is treated as an External System.
Central System
Enter the Central System if the own system is classified as Satellite
System.
Status
Select the status of the system. Available values: Active or Inactive.
VIM Version
Enter the VIM version number of the remote system that is used for cross
release multiple backend.
Note: The fields VIM Version, SP Level and Custom Patch are used
for cross release multiple backend. They must correspond to the
values used when maintaining the names of the release dependent
data structures. For more information, see “Implementing cross
release multiple backend functionality” on page 47.
SP Level
Enter the VIM support package number of the remote system that is used
for cross release multiple backend.
Custom Patch
If you have additional changes of the related data structures, for example
using append structures, use this field to maintain an additional attribute to
distinguish the structure definitions.
In multiple backend systems, one SAP S/4HANA system is the central system; the
other SAP S/4HANA systems are satellite systems.
3. Maintain the SLD in the central system, as described in “Maintaining the SLD”
on page 43, for each of the systems involved.
Once you finished setting up the SLD in the central system, login to the satellite
systems and do the following:
4. Define the logical system (see “Defining logical systems” on page 38) for the
central system. The name must be the same as in the central system.
5. Assign the client to the logical system (see “Assigning clients to logical systems”
on page 39) for the own system if it is not yet assigned.
In a single system landscape, OpenText recommends maintaining the SLD with the
following basic information:
1. Define the logical system (see “Defining logical systems” on page 38) for the
own system if it is not already defined.
2. Assign the client to the logical system (see “Assigning clients to logical systems”
on page 39) for the own system. Normally, it is always assigned so crosscheck if
the own system is already assigned to the client.
3. Maintain the SLD, as described in “Maintaining the SLD” on page 43. The
following parameters are relevant:
• System Type
• RFC for System Comm.: set to NONE.
• RFC for Dialog Comm: leave blank.
• Classification: Single System Landscape
All other multiple backend scenarios are currently not supported, including
restarting workflows and sending documents back into central system, running
business rules or duplicate check in remote systems and Central Reporting.
Notes
In the supported scenarios, when doing remote calls, it is checked whether the
remote (satellite) system has a different VIM release / support package combination,
as maintained in the System Landscape Directory. It might have the same
To prevent the dumps, you need to make the calls with the remote system data
structures. The reference structures must first be created in the caller central system,
using different structure names. The corresponding data structure names are read
from customizing, the data structures are created appropriately and populated with
data, using MOVE-CORRESPONDING statements. The RFC call is then performed with
the data structures that correspond to the remote satellite system. This works in both
directions, for passing data to the satellite system, and for getting the data from the
satellite system. If some fields do not exist in the target structure, they will remain
empty.
Create the reference structures in exactly the same way as they look like in target
systems. To ensure the binary compatibility of the structures, create all include and
nested structures as well. Expanding the includes, leading to flat structures, may
lead to data alignment problems and is therefore not recommended. To verify the
compatibility, run the SE11 transaction and, on the menu, follow Utilities > Runtime
Object > Display for both original and reference structures, and compare the fields
offsets. Also beware of potentially different data element definitions in different
systems.
Example:
There are several reference data structures that you need to create for each differing
remote system. This is explained in “Maintaining release dependent data structures”
on page 49.
Functional areas
GEN_1HEAD
Generic use DP document header. This structure is mostly used to pass DP
document header data when starting the DP workflow. Standard VIM structure
name: /OPT/VIM_1HEAD (start with this structure when copying).
GEN_1ITEM
Generic use DP document item. This structure is mostly used to pass DP
document item data when starting the DP workflow. Standard VIM structure
name: /OPT/VIM_1ITEM.
VAN_HEAD
Document header structure in VIM Analytics. This is used to read and display
documents. Standard VIM structure name: /OPT/VVA2_OUT_DOC_HDR_ST.
VAN_ITEM
Document item structure in VIM Analytics. This is used to read and display
documents. Standard VIM structure name: /OPT/VVA2_OUT_LINE_ITEM_ST.
WP_ITEM
Document item structure in VIM Invoice Workplace. This is used to read and
display documents. Standard VIM structure name: /OPT/CPMC_OUTPUT_ITEM_
ST.
LBA_LOG
Structure for detailed approval log display for level based approvals, used in
VIM Analytics and VIM Invoice Workplace. Standard VIM structure name: /
OPT/LBA_LOG_DISP.
Note: You must define the structures as flat structures or transparent tables
(this happens when copying) but they are also used when needed to create
internal tables.
2. For each combination of VIM version, support package level, and custom patch
number that is used in the system landscape directory (SLD), create entries for
all functional areas listed in Functional areas on page 49, using the following
parameters:
VIM Version
VIM version number as used in the SLD
SP level
VIM support package level as used in the SLD
Cust Patch
Custom patch. Additional value used to distinguish between structure
versions as used in the SLD
Struct. type
Structure type / functional area - according to Functional areas on page 49
and the explanations at the beginning of this section
Structure name
Structure name in the data dictionary
For further details, see Section 7.3 “Maintaining channels” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIM-CGD).
For further details, see Section 7.4 “Maintaining the VIM field mapping” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution
(VIM-CGD).
Sys Determination FM
If you want to determine the system where the VIM workflow should start
in a multiple backend system, enter a custom function module. The
interface of the function module should be compatible with /OPT/VIM_
SYSTEM_DETERMINE.
On VIM side, the central system gets the invoice data from the staging tables of the
satellite systems and consolidates the data in its own staging table. Together with
the data, the central system also stores the information about the satellite system
where the data stems from.
For more information, see Section 3.3.4 “More than one SAP ERP or SAP S/4HANA
system involved” in OpenText Business Center Capture for SAP Solutions -
Customization Guide (CPBC-CGD).
ICC downloads the data to its database. This affects the following types of download
data:
Vendor data
This type of data is needed to determine the vendor ID of the invoice. This is
relevant, for example, if the vendor is only given in a satellite system. For more
information, see Section 3.4.8.2 “Specifying vendor ID detection” in OpenText
Business Center Capture for SAP Solutions - Customization Guide (CPBC-CGD).
Purchase order data
This type of data refers to the purchase order that is the basis of the invoice. The
downloaded purchase order data can be used to determine the vendor ID. For
more information, see Section 3.4.8.2 “Specifying vendor ID detection” in
OpenText Business Center Capture for SAP Solutions - Customization Guide (CPBC-
CGD).
Company code data
This type of data is needed to determine the company code of the invoice. You
must import this database table from a text file, there is no download for this
database table. You must prepare the text file manually. VIM provides only an
initial text file to start with. You must export the company code data from each
satellite system separately. The separate files must be merged manually. For
more information, see Section 3.2.5 “Company code detection” in OpenText
Business Center Capture for SAP Solutions - Customization Guide (CPBC-CGD) and
Section 3.4.11 “Specifying company code detection” in OpenText Business Center
Capture for SAP Solutions - Customization Guide (CPBC-CGD).
You might want to integrate ICC in an invoice processing solution different from
VIM. For this scenario, you can use the Inbound Configuration as access layer to
ICC.
5.1 Overview
The Inbound Configuration provides a function module interface and a workflow
interface to the invoice processing system. VIM uses the function module interface
for mapping the extraction results into field contents of the document tables. VIM
uses the workflow interface to trigger the document processing workflow.
2. Using a user mapping infrastructure, then go back to VIM, and let VIM trigger a
user document processing workflow
3. Using a user mapping infrastructure, which triggers the user document
processing workflow at the end of the mapping
See the following table for additional information about the particular variants.
Remarks
5.2 Interfaces
5.2.1 Function module interface
The function module must use an interface like the VIM function module /OPT/DO_
MAPPING.
FUNCTION /OPT/DO_MAPPING.
*"-----------------------------------------------------------------
*"*"Local Interface:
*" IMPORTING
*" REFERENCE(MAPPING_ID) TYPE /OPT/MAPPING_ID OPTIONAL
*" REFERENCE(DOC_ID) TYPE /OPT/DOCID OPTIONAL
*" REFERENCE(P_AREA) TYPE CHAR1 OPTIONAL
*" EXPORTING
*" REFERENCE(RC) TYPE SY-SUBRC
*" REFERENCE(I_DOC_HEADER) TYPE /OPT/VIM_1HEAD
*" TABLES
*" EXTDATA_HEAD STRUCTURE /OPT/VIM_1REXTDATA OPTIONAL
*" EXTDATA_ITEM STRUCTURE /OPT/VIM_1REXTDATA OPTIONAL
*" I_DOC_ITEMS STRUCTURE /OPT/VIM_1ITEM OPTIONAL
*" RETURN STRUCTURE BAPIRET2 OPTIONAL
*"-----------------------------------------------------------------
The function module is called in the central system after extraction and after
validation. It is also called during system determination (determination of the
backend system). This call enables you to handle the case that the backend system
depends on recognition results.
The function module is called in the target system in non-ICC scenarios. It is called
before the workflow is started (respectively when the workflow would be started if
it were configured).
The call point is provided in the parameter P_AREA with the following values:
Data tables The document number is given as a parameter, except in the case where the function
is called for system determination. Existing data for the document can be found in
the corresponding table /OPT/VIM_1HEAD or in the business object /OPT/V1001.
The recognition results for field types Header and Item are provided in the tables
EXTDATA_HEAD and EXTDATA_ITEM.
Further recognition results or validation results can be found in the database table /
OPT/VIM_1EXT_H.
Error handling The function module may return messages, which are written to the application log.
If the return table contains error messages, and the flag to ignore mapping errors in
table /OPT/VIM_CHNL is not active, the Inbound Configuration sets the document to
status 84 (Mapping Error). The processing of the document is stopped. You can
continue the processsing by a manual interaction using the ICC admin tool.
Note: There is a return parameter rc present in the function, but it is not used.
IF ls_item-sgtxt IS INITIAL.
IF NOT ls_item-maktx IS INITIAL.
MOVE ls_item-maktx TO ls_item-sgtxt.
MODIFY i_doc_items FROM ls_item.
ENDIF.
ELSE.
IF ls_item-maktx IS INITIAL.
MOVE ls_item-sgtxt TO ls_item-maktx.
MODIFY i_doc_items FROM ls_item.
ENDIF.
ENDIF.
ENDLOOP.
* End of Insert VIM 5.2 HF5
ENDIF.
The workflow container contains many elements, but only very few of them will
have values when the workflow is started.
The following screenshot shows an example. The only element that is useful at the
beginning is the reference to the index document.
When the workflow has been started successfully, the document is set to a final
status in the Inbound Configuration. That means status 00 if the document stays in
the central system, and status 77 if it was sent to a target system. The same status
handling is applied when no workflow is configured.
If you want to use this interface, copy the VIM main workflow WS00275269 using
the PFCP transaction, and build your user workflow.
Error handling It is not possible to return an error status from the started workflow. The Inbound
Configuration does not monitor the workflow status.
The message text shows the mapping ID and the call point.
5.3.3 Structures
/OPT/VIM_1REXTDATA
This structure is used for the recognition results that are presented to the
mapping interface. It consists of a field name (50 characters, case-sensitive) and
of a field value (255 characters, case-sensitive).
The log entry has the document number as key (external ID in SLG1) and prints
the mapping ID and the call point as information text.
• You have to schedule the background jobs for the Inbound Configuration and for
the ICC download. For more information, see Section 7.2 “Scheduling batch jobs
for data download from SAP S/4HANA for ICC integration” in OpenText Vendor
Invoice Management for SAP Solutions - Administration Guide (VIM-AGD) and
Section 2.2 “Batch jobs for Inbound Configuration” in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIM-AGD).
Validation The OCR recognition server extracts values from the invoice document. After this
background step, the result can be verified and potentially corrected using the
Validation Client for SAP® Solutions (Validation Client). The ICC Validation Client
is a separate tool that connects to SAP S/4HANA and VIM to retrieve one invoice
image after the other for validation.
Validation is not a mandatory step. You can configure the system to perform
validation on all invoices, only on some invoices (for example, if specific fields are
missing), or to even skip this step completely.
Leasing Starting with IES 16.7 and BCC/ICC 16.7, leasing invoices are supported by the
invoices OpenText OCR solution. To differentiate between leasing invoices and other
invoices and documents, a new classification field is mapped from OCR extraction
and/or validation into VIM. In the Validation Client, the field is represented as a list
with the following values:
• 01 - supplier invoice
• 02 - leasing invoice
If the OCR is not determining the correct invoice type, the user who validates must
set the correct value.
Indexing The invoice data fields can also be changed inside VIM in the VIM indexing screen.
The VIM indexing screen provides the advantage that it runs inside SAP and
therefore has access to SAP search helps and context data for the invoice.
The VIM indexing screen provides a viewer plug-in with similar features as the ICC
Validation Client: Values that have been identified by OCR are highlighted. Other
values can be transferred into VIM indexing fields by single click entry. To use this
feature, a SAP GUI plug-in must be installed on the client PC.
MIRO As a third option, you could use neither the ICC Validation Client nor the VIM
indexing screen but complete data in the MIRO transaction. To access MIRO, click the
Post Invoice process option on the VIM indexing screen. There is a disadvantage,
however: MIRO does not support highlighting of invoice data on the invoice image.
This section provides some information to help you decide which tool is better
suited for your requirements. It also gives some hints on the necessary
configuration.
An important goal is that the invoice is touched only once during the whole process.
You can specify validation rules in a way that no VIM exception will be raised if
possible.
• In the validation screen, you jump from input field to input field pressing the
TAB key. When you are finished, you go on to the next invoice (Submit and
Open button). The order of invoices is chosen by the system. You cannot choose
invoices by yourself.
For more details on navigation in the ICC Validation Client, see Section 3.15
“Capturing data using the keyboard” in OpenText Validation for SAP Solutions -
User Guide (CPBC-UGD) and Section 3.18 “Working with table fields” in
OpenText Validation for SAP Solutions - User Guide (CPBC-UGD).
• Depending on the configuration of the ICC Validation Client, the Mark for
Training button is available. Using it might help to improve the recognition
results. For more information, see Section 3.11 “Marking documents for training
(only BCC)” in OpenText Validation for SAP Solutions - User Guide (CPBC-UGD)
and Section 2.6 “Training” in OpenText Business Center Capture for SAP Solutions -
Customization Guide (CPBC-CGD).
• You choose yourself which invoice you want to work on, using VIM Invoice
Workplace or the SAP inbox. This approach provides flexibility in invoice
selection.
• You might want to validate only a part of the incoming invoices. This needs to be
configured in the validation determination by assigning archive document types
to validation groups.
• The decision also must consider the users who will perform the task, for example
their experience in working with an SAP S/4HANA environment.
The user’s background also plays an important role. An accountant might prefer
working in the VIM indexing screen because they can jump to SAP S/4HANA
from there.
The ICC Validation Client rather addresses pure data collectors. It might be more
intuitive for users.
• There might be a risk that mandatory fields are not found during recognition.
These fields can be critical for determining the VIM document type, the user
roles to receive the invoice, and potentially even the backend system. In this case,
ICC validation should be done for invoices where such fields are missing.
• You may want to work in one step, by not separating the validation of OCR
results and the further processing of the data in VIM. In this case, switch off
validation through the ICC validation tool. The option to use single click entry
inside the VIM indexing screen allows for quicker indexing even in this step.
• The Automation Report shows which data completion or modification have been
performed how often in which workplace. This might help for your decision. For
more information, see Section 5 “Using the Automation Report” in OpenText
Vendor Invoice Management for SAP Solutions - Reference Guide for Invoice Solution
(VIM-RGD).
• The recognition quality also plays a role when determining the tool to go on
with: How many fields have been recognized? If you have a high recognition
rate, it might make more sense to go on with the VIM indexing screen; with a low
rate, the ICC Validation Client might be more suited.
For mandatory fields, see Section 5 “Field references for Invoice Solution (Invoice
Capture Center)” in OpenText Business Center Capture for SAP Solutions -
Customization Guide (CPBC-CGD). The list of mandatory fields may vary for the
different country applications.
After you have made your decision, you must configure the validation
determination accordingly. You define validation rules that are then applied
automatically for the validation process.
If one of the mandatory fields is empty after recognition, the ICC Validation Client
will show the field in red color. The invoice cannot be submitted without entering
data or confirming explicitly that no data can be entered. Fields which are used for
the Validation determination rule in VIM should be set to mandatory in ICC.
• Validation determination
You create a Validation Determination ID (validation group) and link it to an
Archive Document Type. By linking to an Archive Document Type, you
configure that only invoices linked to this archive document type are selected for
validation.
For each Validation Determination ID, you can select how validation is
performed:
– Validate never
– Validate always
– Validate For Selected Fields
If you select this option, you must maintain the Validation Determination
Fields. In the baseline, the following fields are considered: BUKRS, LIFNR, and
XBLNR.
The concept is similar to the ICC settings. If one of the mandatory fields is
empty after recognition, the ICC Validation Client will be started for this
invoice.
You can also specify a custom function module. The Validate Check function
module will determine whether validation is required or not.
• Validation framework
The validation framework is used to configure validation rules. Besides
validation determination, this comprises the following configuration:
Handling line items of invoices plays an important role for end to end automation.
The goal to reach in this context is optimizing the rate of invoices being
automatically posted. This section discusses the pros and cons of handling line items
in ICC or VIM.
Prerequisites There are a couple of organizational and technical prerequisites that you must
consider:
• Analyze the invoice volume per vendor and find the best lever for
enhancements.
• To ensure a good cost-performance ratio, enhance recognition for standard
invoices from vendors with highest invoice volumes. Consider regular and
reliable vendors first.
• Do not focus on complex invoices which are to be processed manually
anyway because of exceptions.
Invoice quality
• Vendor data
• Recipient data
• PO data
Invoices might contain little information about the vendor. For example, US
invoices do not contain tax registration or bank account number. In this case,
it makes sense to derive the vendor from the PO.
• Scanner hardware
• Scanner parameters
ICC or VIM The basic question is: Where does it make more sense to perform line item mapping,
inside ICC or inside VIM? Here are some recommendations:
• You should avoid a setup where the same task must be performed twice.
• The VIM indexing screen provides more customizing features than the ICC
Validation. Regarding the line item mapping between invoice and PO data, ICC
provides only few customizing features whereas VIM provides much more
features. For example, mapping customer specific material numbers is usually
easier to implement in VIM.
• The decision also must consider the users who will perform the task, for example
their experience in working with an SAP S/4HANA environment.
The user’s background also plays an important role. An accountant might prefer
working in the VIM indexing screen because they can jump to SAP S/4HANA
from there.
The ICC Validation Client rather addresses pure data collectors. It might be more
intuitive for users.
Line item recognition recognizes invoice item data, without using PO download
data. The underlying DOKuStar method for line item recognition takes text lines
found by pure OCR as a starting point.
These text lines are analyzed for occurrences of syntactical structures like table
header keywords, amounts, quantities, units of measure, phrases typical for
summarizing lines at the end of the table, and so on.
Results of this first step are used to find table header and end of table as well as
horizontal position of columns. Logical checks like calculation of unit price x
quantity = item price are also used in this second step. All this results in a list of line
items, each line item consisting of one or more text lines.
• Invoices with discounts and unplanned costs. For more information, see “Use
case 2: Invoices with planned or unplanned expenses” on page 75.
• PO invoices related to blanket POs (periodic delivery). For more information, see
“Use Case 3: Invoices related to blanket orders” on page 77.
• All line items found on the invoice are delivered, also discount items and
additional costs. This is accomplished by a new customizing function for custom
line item type determination. For more information, see Section 3.4.6 “Specifying
line item processing” in OpenText Business Center Capture for SAP Solutions -
Customization Guide (CPBC-CGD).
• ICC delivers the complete line item text to VIM, to allow customer specific PO
data mapping on VIM side, for example by using numeric values (like material
numbers) from the line item text.
ICC standard mapping does not use material numbers but only quantity, unit price,
total price, and, with low priority, the line item description. On VIM side, customer
specific mapping is easier to implement because ICC line item mapping provides
only limited customizing features.
VIM VIM 5.2 SP3 introduced an enhanced line item mapping. For more information, see
Section 9.1.11 “Maintaining the PO line determination” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIM-CGD).
VIM offers basically three variants for line item matching, which can be configured
per document type:
• Setting PO
Ignore the line item data coming from ICC and derive the line item data from the
PO(s).
• Settings MO and M2
Ignore the line item data coming from ICC and derive the line item data from the
MIRO proposal.
• Settings OK and OD
Match the PO and GR data against the data provided by ICC, and, based on the
PO and GR data, completing the data in the line item fields where it is missing.
Note: Only settings OK and OD prevent VIM from adding line items to the
recognized line items.
OpenText recommends that you keep the PO header download. If the Check PO
numbers against downloaded data check box is selected in the Settings dialog box,
ICC checks if PO and vendor fit. For more information, see Section 3.4.7 “Specifying
order number processing (PO number)” in OpenText Business Center Capture for SAP
Solutions - Customization Guide (CPBC-CGD).
For more information about the VIM line item mapping strategy, see Section 9.11.1
“Configuring indexing line matching from OCR results” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIM-CGD).
ICC Validation To perform the line item data handling in ICC Validation, you must adjust the VIM
rules for Validation determination. For more information, see Section 5.3
“Customizing validation” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCP-CGD).
The ICC Validation client can be customized to show line item data only for invoices,
when a PO was recognized (assumed PO invoices). You can configure this in ICC
Customizing; see OpenText Business Center Capture for SAP Solutions - Customization
Guide (CPBC-CGD).
The use cases that are described in the following sections are only relevant for the
VIM side.
• For white list vendors of a certain company code range (or other definition) the
Business Rule Framework configuration contains the following
Important
• ICC line item data is no prerequisite for auto posting. Posting on header
level is possible if the total amounts of invoice and PO match.
• As a consequence, the ICC line item data does not need to be verified in
ICC Validation.
For your environment, you must customize an identifier for invoice item types. To
do this, you must create a custom phrase list. For more information, see Section
3.4.6.3 “Specifying extraction of additional costs and discounts” in OpenText Business
Center Capture for SAP Solutions - Customization Guide (CPBC-CGD).
1
Expenses (or discounts) related to invoice items (for example material overhead
costs)
2
Expenses (or discounts) related to all invoice items (for example transportation
costs, volume discount)
Freight The following screenshot shows the ICC Validation of an invoice including line
items with material overhead (freight).
Planned and Planned and unplanned expenses are handled in the following way:
unplanned
expenses • Planned expenses are included in the PO. A mapping is possible.
• Unplanned expenses are not included in the PO. Depending on the customizing,
unplanned expenses might raise an exception.
Before processing the invoice, it is required to post the GR. If the GR matches the
invoice, automatic posting will succeed.
Note: In this case, you must use PO line determination setting OK or OD. Other
settings might add line items that are not on the invoice.
Line item mapping in ICC/BCC (see “Line item mapping” on page 73) cannot be
used because there is not enough data available that could be used. So nearly all
documents must be processed manually because there are no matching criteria
available for automatic matching of invoice lines to PO items.
Starting with ICC 7.5 SP5 / BCC 16 Update 1, the following new features are
available for line item processing:
• Secure keyword
For more information, see Section 3.4.6 “Specifying line item processing” in
OpenText Business Center Capture for SAP Solutions - Customization Guide (CPBC-
CGD).
These features have been created to make use of the line item numbers coming in
from ICC/BCC. The automation rate can be increased if the item line numbers are
PO line numbers.
• A line item number exported from ICC/BCC with Deliver line item number
selected is treated as a secure line item number if the invoice vendor is on the
trusted vendor list. For more information, see Section 8.6 “Maintaining the
trusted vendor list” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIM-CGD).
• A line item number exported from ICC/BCC with Secure keyword selected is
directly treated as a secure line item number.
Technically, the secure line item numbers are handled in a subroutine for enhanced
mapping called /OPT/VIM_EXIT_MAP_SLN. This subroutine checks some
prerequisites of PO and invoice. If the following prerequisites are met, the line item
numbers coming in from ICC/BCC are populated into the line items of the invoice:
Notes
• Posting of input with secure line item numbers is done with amount and
quantity coming in from ICC/BCC. This is important especially in the case of
partial invoices.
• You have to use setting OK (see “Line item mapping” on page 73 on PO line
determination settings) to make sure that only the lines coming in from ICC/
BCC get processed and used for posting.
This chapter describes recognition and processing details for the fields of invoice
applications. Most of the fields described in this chapter are created for all countries,
but do not deliver results. These fields are set to not visible in the settings. For which
country a field delivers a result is named under the tag Countries.
Note: If an entry exists for VIM internal name, the field value is visible in VIM
baseline screens or can be made visible by configuration. It can be included in
the business rule Missing mandatory information by configuration.
Statements under VIM process focus on the Business Rules or Check Rules. If
there are no business rules for a field but the field value is used elsewhere, this
is mentioned. If nothing is stated under VIM process, the VIM baseline makes
no use of this field except for showing it in the screens or checking it in
business rule Missing mandatory information.
Company Code
BCC recognitio Four different methods are available to determine the company code. You
n / format can use a single, fixed company code for all documents of the current
application, a separate company code for each archive document type,
you can use automatic company code detection or you can use automatic
company code detection with PO number support.
Recipient Name
Recipient Name 2
Countries All
Validation not visible, not mandatory
BCC recognitio Value is determined using recipient data.
n / format
Deliver OCR result by default.
SAP System
Invoice Date
When the business rule is applied, InvoiceDate must have been filled.
Otherwise an exception Missing Invoice Date is raised.
Date of Supply
ESR Number
BCC recognitio Swiss payment reference number. The entire string is delivered only for
n / format Switzerland.
If the business rule applies and the ESR check is activated via Z-Constant
ESR_CHECK_REQUIRED, the ESR transferred from ICC is checked against
the master data.
Credit Memo
Vendor Number
BCC recognitio Vendor master data are periodically downloaded from SAP at runtime.
n / format Therefore the Hot Spot SAP Download Link is used to fetch data from
SAP regularly (table /OPT/VIM_STG_LIF).
If there is a match, the vendor number is copied from the vendor table into
the results file.
If there is no sufficient match, the field remains empty. Fields required for
the vendor search are by default not displayed and they are not exported
in the result file.
Vendor Name
Countries All
Validation not visible, not mandatory
BCC recognitio Value is determined using downloaded vendor master data.
n / format
Deliver OCR result by default.
Vendor Name 2
VIM process VAT number is checked against the vendor master data.
If the value does not match the VAT registration number (field LFA1-
STCEG) in the vendor master data, an exception Invalid Vendor VAT
No. is raised.
Australia: If value does not match the VAT registration number (field
LFA1-STCEG) in the vendor master data, an exception Invalid Vendor
ABN No. is raised.
Countries All
Validation not visible, not mandatory
BCC recognitio Value is determined using downloaded vendor master data.
n / format
Deliver OCR result by default.
Vendor City
Vendor IBAN
Vendor POBOX
Vendor POBOXZIP
Vendor State
VIM process Check rule: field has to match the region code of the vendor master data.
Otherwise an exception Vendor Address Mismatch is raised in DP
workflow.
Vendor Street
Vendor SWIFT
Vendor ZIP
PO Number
Maximum: 10 characters.
Table:
/OPT/VIM_STG_POH (header),
/OPT/VIM_STG_POI (items)
VIM process If a PO Number is transferred, VIM processes the invoice as PO invoice.
Otherwise, the NPO VIM process starts.
PO Number List
Countries All
Validation visible, mandatory
BCC recognitio -
n / format
VIM process PO Number List is used in automatic and manual line item matching to
find out the relevant items of the invoice.
Requester Email
Gross Amount
With country setting Brazil, for NFS-e invoices only the currency Real is
valid and tax amounts are not extracted.
VIM process Check rule: all amount values must be numeric.
Net Amount
Currency
VIM process Check rule: The currency must exist in SAP ERP or SAP S/4HANA
tableTCURC and it must match the currency of the PO. Otherwise an
exception Invalid Currency or Currency Mismatch is raised in the
DP workflow.
If ICC does not deliver a currency, VIM tries to fill the field from PO.
VAT Amount
VAT Amount 1
VAT Amount 2
VAT Amount 3
VAT Amount 4
If VAT amount / tax amount is not filled, no auto-calc is active and no tax
code can be determined, an exception Invalid Tax Info is raised.
Countries Canada
Validation visible, not mandatory
BCC recognitio Found Canadian goods tax amount, according to the customized tax rate.
n / format
VIM process Used in Tax Code Determination for Canada.
VAT Rate
VIM process VIM transforms tax rate to SAP tax code depending on SAP customizing.
If the Tax/VAT rate is not filled and Zero-Tax-rate is not allowed, the
exception Invalid Tax Info is raised.
Allow Zero tax rate is for allowing VIM to recognize physical value 0
as a valid tax rate.
VAT Rate 1
VAT Rate 2
VAT Rate 3
VAT Rate 4
BCC recognitio Found Canadian provincial tax rate, according to the customized rate.
n / format
VIM process Used in Tax Code Determination for Canada
Freight Amount
Freight Amount and Handling charges both are for unplanned costs, but
they refer to different costs. Handling charges in turn points to labor costs
etc., which is different to freight costs or freight amount. Together these
fields provide a break-up of unplanned costs.
Handling Charges
Payment Reference
Tax Invoice
Invoice Code
Invoice Category
In ICC, the field contains the text string in the language of the application whereas
the corresponding number is transferred to VIM.
Secret Code
Secret Code 1
Secret Code 2
Secret Code 3
Secret Code 4
GST Partner
Excise Duty
Education Cess
Place Of Supply
Export Yes
Countries US
Validation visible, not mandatory
BCC recognitio Identify from invoice.
n / format
VIM process Check rule: field has to match with the Street of vendor master. Otherwise
exception Vendor Address Mismatch is raised in DP workflow.
Export Yes
Countries US
Validation visible, not mandatory
BCC recognitio Identify from invoice.
n / format
VIM process Check rule: field has to match with the Country of vendor master.
Otherwise exception Vendor Address Mismatch is raised in DP
workflow.
Countries Russia
Validation visible, not mandatory
BCC recognitio This field is searched in a Russian application for VAT invoice goods.
n / format
VIM process -
BCC recognitio This field is searched in a Russian application for TORG12 invoices.
n / format
VIM process -
SplitPayment
Only purchase orders with matching company code, vendor number and
SAP ERP or SAP S/4HANA target system are checked.
VIM process -
HSN/SAC Code
PO Number
BCC recognitio ICC only accepts PO numbers consisting of 10 digits within specified
n / format ranges depending on the first two digits. By configuration, purchase order
numbers can also be mapped with downloaded purchase order data.
Only purchase orders with matching company code, vendor number, and
SAP target system are checked.
Maximum: 10 characters.
PO download.
PO Line Number
If there is a match in each of the three fields and the item can be clearly
determined, the PO Line number is transferred, otherwise PO line number
remains empty.
VIM process If both PO number and PO line number are transferred, no automatic
determination is performed. If the rule is applied and PO line number is
not transferred, the line item matching functions in VIM are executed.
Depending on the configuration, the following exceptions can occur:
Unable to match PO lines, Unable to determine PO line no or
Manual check needed for indexing lines
Amount
Quantity
Unit of Measure
Export Yes
Countries All
Validation visible, not mandatory
BCC recognitio The recognized unit is converted to SAP internal Code.
n / format
Three characters.
VIM process Check rule: If Unit of Measure is transferred from ICC, it must be defined
in table T006. Otherwise the exception Invalid UOM is raised.
Check rule: Unit of Measure must match with Unit of Measure of the PO
item.
Item Description
Unit Price
Tax Amount
Tax Rate
Expense Type
Condition Type
Serial Number
The IES invoice scenario comes with a set of predefined invoice fields. These are
largely the same as for Invoice Capture Center (ICC). “IES header fields”
on page 123 and “IES line item fields” on page 127 describe the functionality of the
invoice fields. The configuration of the invoice fields covers the aspect of displaying
the fields in the Validation Client.
All standard invoice fields, which apply for all countries, are by default visible in the
Validation Client. You can adapt these default settings as required. Country specific
fields are by default hidden and can be configured as needed. No additional
parameters exist for standard invoice fields configuration.
Note: Most invoice fields are extracted based on profile settings and learning.
However, some fields are not provided by the extraction and they always must
be set explicitly in the validation. Currently, there is one such field:
• DownPayment
The new features include processing modules and configuration based on Inbound
Configuration that allow starting the VIM process with Early Archiving (OAWD file
upload) or email.
Note: The integration with SAP Document Compliance is supported for the
Inbound Configuration scenario.
The current solution provides the support for starting a VIM process by uploading
OFD format files with Early Archiving (transaction OAWD) with Inbound
Configuration. It consists of Inbound Configuration processing classes and required
configuration.
Both PO and non-PO scenarios are supported. Invoice attachments (such as PDFs)
are supported.
Note: VIM 7.0 IDH channel is not supported as part of baseline delivery.
10.1.1.1 ArchiveLink
The sample archiving document type /OPT/OFD is delivered for use with the
scenario.
Note: These channels must be named identically with VIM input channels
described further in this chapter.
Document The Handler definition PS03OFD is provided. The steps provided for handlers are the
Handler following:
definitions
REG_VIM
Register inbound document in VIM
GETCONT
Store attached XML file in a database table of the Inbound Configuration for
later use.
PARSEXML
Parse the XML input and store the parsed values in a database table of the
Inbound Configuration.
IMG_ARCH
Archive any embedded attachments found in the XML input file.
IMG_LINK
Link the archived documents to the Inbound Configuration registration object.
PROCESSING
Finalize the Inbound Configuration process before starting the VIM workflow.
Inbound Config- Entries are provided for sample archiving document type /OPT/OFD.
uration Regis-
tration – Early If you use different document types, create the corresponding entries by using the
Archiving
provided ones as example.
Mapping The following predefined mapping is delivered: XML_OFD - XML mapping for OFD
definition format.
All mapping definitions provided for e-invoicing scenarios are delivered along with
field enhancement configuration maintained in the sub-node for each mapping.
They provide mapping logic implemented programmatically. This mapping logic is
documented in “Mappings” on page 135.
Note: If you use the OAWD channel, you need to use the module GETCONT and its
relevant class.
2. Configure the PDF profiles XML_VIS_SI and XML_VIS_CO. For more information,
see the following screenshots:
3. The language (ZH) shown in the screenshots is a global setting for the
visualization step. If you use XML visualization for different scenarios
(countries), you need to maintain the language in further visualization
configuration settings, see the next step.
• /OPT/VIM_XV_CODV
• /OPT/VIM_XV_ELEV
• /OPT/VIM_XV_GRPV
• /OPT/VIM_XV_SYNV
• /OPT/VIM_XV_TRAV
For more details, see “Visualization of XML invoices” on page 168. Sample
configuration is provided by OpenText. It includes element labels entered in
English. Make sure you change them to be in Chinese in the translation table /
OPT/VIM_XV_TRAV for the language ZH.
5. To display the Chinese language properly in the PDF document, maintain the
proper device type: In the view TSFDEVTY, maintain the following entry.
Adobe To be able to display the PDFs with Chinese characters correctly, you need to install
language pack the Asian and Extended Language Pack for your PDF viewer, for example Adobe
Acrobat DC, on all client (SAP GUI) workstations. For information on download and
installation, see the documentation of your PDF viewer.
10.1.1.6 Mappings
The e-invoicing solution for China provides intermediate XML mapping and final
VIM mapping.
To perform mappings:
2. To view the VIM mapping, run the /n/OPT/SPRO transaction and navigate to
OpenText Vendor Invoice Management Invoice Solution > Document
Processing Configuration > General Configuration > Incoming Document
Processing > Maintain Mapping ID.
The current delivery provides the support for starting the VIM process by uploading
the XML files using one of the following ways:
Such XML files can be received from SDI by several ways supported by the process,
like E-mail, sFTP, or through the SAP eDocument cockpit. Integration with SAP
Document Compliance is supported for automation of the process.
VIM currently supports the following scenarios with e-invoicing for Italy:
VIM currently supports only one invoice per XML file. Invoices signed through
Aruba PEC are not supported directly: pure FatturaPA XML must first be extracted
from the signed message and then uploaded into Inbound Configuration, or the
integration with SAP Document Compliance must be used, which provides
extracted XML files for VIM.
You can implement XML invoice visualization in HTML format using the stylesheet
provided by the Italian Revenue Agency. The stylesheet must be modified to make it
work with VIM modules. For more information, see “Additional required
configuration” on page 153.
Alternatively, you can use the new visualization components to create a PDF
rendering of XML invoices. For more details, see “Visualization of XML invoices”
on page 168.
Note: OpenText currently does not provide configuration for Italian invoices.
The current delivery provides support for starting a VIM process by uploading XML
files with Early Archiving (OAWD transaction) or email - with Inbound Configuration.
Both PO based and Non-PO scenarios are supported. Invoice attachments (such as
PDFs) are supported with Inbound Configuration.
Alternatively, you can use the new visualization components to create a PDF
rendering of XML invoices. For more details, see “Visualization of XML invoices”
on page 168.
Note: OpenText currently provides a limited configuration for both UBL and
CEFACT formats, with field labels only in English.
Both OCR engines Information Extraction Service and Business Center Capture are
able to separate the XML out of the PDF file. The XML file is then stored in table /
OTX/PF01_T_1IMG.
• ZUGFeRD 1.0
• ZUGFeRD 2.0
• ZUGFeRD 2.1
• ZUGFeRD 2.1.1
VIM provides new configuration options and inbound modules that simplify
processing of ZUGFeRD invoices and allow to configure inbound handlers capable
of processing different invoice formats in the same handler.
Such mixed processing is made possible with a new setting that allows the handler
to continue despite errors of a particular step, and two new handler step classes:
/OTX/PS03_CL_VIM_EXTR_EMBEDDED
A wrapper class for the standard IES extraction step that tolerates missing PDF
files when only an XML file is present
/OTX/PS03_CL_VIM_ARCH_EMBEDDED
A class to archive the XML file split from ZUGFeRD PDF
You can use the following Continue or Forward setting of an inbound step in mixed
handlers, to process both PDF and XML invoices:
Continue/
Sequence Processing class Comment
Forward
/OTX/ Archiving of
1 Default
PF01_CL_MODULE_ARCHIVE images
Linking images to
2 /OTX/PF01_CL_MODULE_LINK Default
inbound object
VIM document
3 /OTX/PS03_CL_VIM_MODULE_REG Default
registration
/OTX/ OCR extraction
4 Default
PS03_CL_VIM_EXTR_EMBEDDED with IC4SAP
/OTX/
5 Default Waiting step
PF01_CL_MODULE_CC_WAIT
/OTX/ Archiving of
6 Default
PS03_CL_VIM_ARCH_EMBEDDED extracted XML
Storing archived
Continue after XML into the
7 /OPT/VIM_GET_XML_CONTENT
Error image table (pure
XML processing)
/OPT/ Continue after
8 XML mapping
VIM_CL_MODULE_PARSE_EDOC Error
Archiving of
/OTX/
9 Default extracted
PF01_CL_MODULE_ARCHIVE
attachments
Start of VIM
10 /OTX/PF01_CL_MODULE_PROCESS Default
invoice process
You can use the steps listed in the table with the inbound process initiated by image
upload, by an email, or by SAP Document Compliance integration.
Because of the different data formats being processed with the same inbound
handler, the channel override configuration must be used. For more information, see
Section 7.3.2 “Flexible channel selection” in OpenText Vendor Invoice Management for
SAP Solutions - Configuration Guide for Invoice Solution (VIM-CGD).
UBL based invoices delivered through PEPPOL network are contained within a UN/
CEFACT envelope (““Standard Business Document Header”). Such invoices must be
transferred through SAP Document Compliance that extracts the actual UBL from
the envelope. If you are not using SAP Document Compliance, such extraction must
be implemented as a project specific extension, because VIM supports pure UBL files
and does not support UN/CEFACT envelope.
• Netherlands
• Belgium
10.1.6 Mexico
VIM supports starting the process by uploading the Mexico XML files using one of
the following ways:
VIM currently supports the following scenarios with e-invoicing for Mexico:
Invoice attachments (such as PDFs) are supported with the VIM Inbound
component. VIM currently supports only one invoice per XML file. Multiple
invoices sent in one XML file are not supported.
To support the Mexico XML document processing, VIM provides the following
objects as part of the baseline:
Transformation
/OPT/TRANS_XML_FACTURA_MX
Handler
PS03_MXUID
Mapping ID
XML_MXUID
Business rules
Missing UUID Number (PO)
The new field LOGMX_UUID is introduced in the indexing screen which was there in
table /opt/vim_2head. This field is only activated when the country is Mexico
according to the baseline delivery.
After implementing SAP notes required for specific country scenarios and installing
the component OTBCSL38, the VIM process can be started using electronic invoices
that arrived in the SAP eDocument environment.
To start the VIM process automatically for currently available eDocuments, schedule
the report EDOC_BACKGROUND to run with the eDocument Process corresponding to
country scenario (for example ITINVIN for Italy) and the eDocument action INCOM_
AUTO.
For eDocuments sent into VIM, you can navigate from the eDocument cockpit into
VIM Analytics or into VIM Central Workplace depending on the processing step of
the document.
Note: Navigation into VIM Central Workplace is not possible for one specific
document. To help you to find the corresponding registration ID, the ID is
shown in a dialog box when switching transactions.
After the start of the VIM workflow, a navigation hotspot is shown in VIM Analytics
if the corresponding column is enabled:
This navigation function is provided starting with VIM 7.5 SP10 and VIM 16.3.4.
Accept
Sent when an invoice is posted or parked successfully. If invoices are first
parked, or posted with a payment block, you can configure whether the message
is sent upon parking/posting or only when the invoice is posted without
payment block or released. Use the customizing view /OPT/V_EDOC2_ACT for
this.
Reject
Sent when an invoice is rejected from VIM Central Workplace, confirmed as a
duplicate, set to the Obsolete status, or when the standard Return to Vendor
function is run.
Note: When the Return to Vendor function is run, no email will be sent to
the vendor, because the email is generated by the SAP eDocument
framework if needed.
Additionally, the feedback functions are used to send the vendor determined by
VIM into the eDocument framework, to restrict access to documents based on Data
Privacy and Protection settings.
The database table /OPT/EDOC2_REG is used to store the link between the eDocument
and the VIM objects. To delete older entries from the table, OpenText provides the /
OPT/EDOC2_DATA_CLEANUP report.
Till date
Enter a date to delete all entries for eDocuments that were created on or before
this date.
Force cleanup
Select this check box to delete all existing entries.
Note: With entries deleted from the table, navigation and feedback functions
are not possible anymore. Therefore, only old entries for completely processed
documents must be deleted.
VIM provides a new inbound module that allows to use company code mapping of
the value as provided by SAP eDocument Framework. You can use this instead of
the standard mapping delivered with VIM, which matches company code tax ID
against the master data.
1. Before adding a new handler step, create a new status using the SM30
transaction, maintenance view /OTX/PF01_V_STA. Make sure there are no
conflicts, for example create the status in the range 900-999. Enter the
appropriate description for the status.
2. Add a new step to the inbound handler definition, with the class /OTX/PS03_
CL_MODULE_EDOC_CCODE. The new step must be placed before the last step
PROCESSING. In the End status column, enter the new status you have created in
Step 1 on page 145.
3. In the VIM customizing of the corresponding mapping, add a new header field
entry with the external field EdocCompanyCode and target field BUKRS.
4. If you receive the XML invoices only with SAP Document Compliance, remove
the extended mapping for BUKRS in the Automated field enhancement.
If you are using other input channels, keep the extended mapping for BUKRS.
10.3 Configuration
OpenText provides the important configuration, most of which is not project
specific. Along with this, OpenText provides sample ArchiveLink settings. That
allows to quickly set up inbound XML invoice processing through manual upload in
Early Archiving (OAWD transaction).
OpenText recommends verifying that the provided settings do not introduce any
conflicts with the existing project specific configuration.
/OPT/FATRA
Italy, FatturaPA
/OPT/RECHN
Germany, XRechnung
/OPT/UBL
Generic UBL format
OAWD_FATRA VIM
Italian FatturaPA solution
OAWD_RECHN VIM
German XRechnung solution
OAWD_UBL VIM
Generic UBL solution
Note: These channels must be named identically with VIM input channels. For
more information, see “Email with Inbound Configuration” on page 160.
REG_VIM
Register inbound document in VIM
IMG_ATUDF
Convert XML into HTML format and attach it to the Inbound Configuration
object. This step is currently provided only for the Italian solution. You need to
maintain the name of the stylesheet used for transformation in the configuration
entry.
GETCONT
Store attached XML file in a database table of Inbound Configuration for later
use.
PARSEXML
Parse the XML input and store the parsed values in a database table of Inbound
Configuration.
IMG_ARCH
Archive any embedded attachments found in the XML input file.
IMG_LINK
Link the archived documents to the Inbound Configuration registration object.
PROCESSING
Finalize the Inbound Configuration process before starting the VIM workflow.
Inbound Config- Entries are provided for the following sample archiving document types:
uration Regis-
tration - Early • /OPT/FATRA
Archiving
• /OPT/RECHN
• /OPT/UBL
If you use different document types, create the corresponding entries by using the
provided ones as example.
OAWD_FATRA
Italian FatturaPA solution
OAWD_RECHN
German XRechnung solution
OAWD_UBL
Generic UBL solution
All channels are using the respective country specific mappings listed in the
following.
XML_FATURA
Italian FatturaPA solution
XML_RECHN
German XRechnung solution
XML_UBL
Generic UBL solution
CEFACT
CEFACT XML Mapping
All mapping definitions provided for e-invoicing scenarios are delivered along with
field enhancement configuration maintained in the sub-node for each mapping. The
mapping definitions provide mapping logic implemented programmatically. This
mapping logic is described in “Special mapping logic” on page 156.
If the XML transformation name is not maintained in the step definition of the
Inbound Configuration handler, the transformation name is read from the
maintenance view /OPT/XML_TRAN_HV based on the root node in the input file.
For more information, see the following examples of configuring the modules for
Inbound Configuration handler:
If the transformations are not maintained, the transformation names are picked
up from the maintenance view /OPT/XML_TRAN_HV based on the root node:
Step 1: XML to Use the maintenance view /OPT/XML_MAPV to maintain the entries in the SM30
Semantic data transaction.
model mapping
Transformation 1
Maintain the transformation name, which is used to convert the XML file to
Semantic data model.
Root Node
Maintain the root node provided in the XML file.
Transformation 2
Maintain the transformation name, which is used to convert the XML file to a
user-friendly display format.
Notes
Example: FatturaElettronicaBody-DatiGenerali-DatiTrasporto-
DataOraConsegna
If the field appears to be on node hierarchy higher than 4, ignore the root node (for
example Fattura Elettronica Body) and provide the remaining path. Make sure
the external field name is unique.
The following new fields in the mapping were introduced with the patch of April
2020 (included in VIM 7.5 SP11 and VIM 16.3.5):
• Field Value
• Node Level
Sometimes the same node combination represents two different field values that
must be mapped into different target fields. The new fields can be used to
differentiate based on the adjacent XML node.
AccountingSupplierParty-Party-PartyTaxScheme-CompanyID
The content can be mapped differently based on the adjacent XML node. If the
adjacent node value is VAT, the field value is VAT number. If the adjacent node
value is space then the field value is TAX number. To implement such mapping,
maintain the field value and node level as shown in the following screenshot:
Step 2: This step is performed with provided VIM mappings maintained in the respective
Semantic data channels (XML_FATURA, XML_RECHN, and so on)
model to VIM
mapping
Mapping country specific codes to SAP codes
Country specific e-documents can use different codes to pass information that is
important for further processing. For example, suppliers can tell buyers their
preferred payment method. Values for such data are normally established by a
specific e-document format and are not known to target systems where invoices are
processed. To support the mapping of such data to values that can be used in the
processing system, a mapping table is provided: /OPT/EDOC_CODES. You can
maintain the language specific text for codes in the table /OPT/CODES_TEXT.
Document type
TD01 Invoice
SAP document type is RE.
TD04 Credit note
SAP document type is KG.
Payment method
MP02 Cheque
SAP payment method is A.
MP05 Bank transfer
SAP Payment method is C
5. Search for similar code as the following code, which exists as first line in the
transformation:
<xsl:stylesheet xmlns:xsl="http://www.w3.org/1999/XSL/
Transform" xmlns:a="http://ivaservizi.agenziaentrate.gov.it/docs/
xsd/fatture/v1.2" version="1.1">
<xsl:stylesheet xmlns:xsl="http://www.w3.org/1999/XSL/Transform"
xmlns:fo="http://www.w3.org/1999/XSL/Format"
xmlns:dt="serpro.sped.nfe.visualizador.fronteira.paineis.util.Formatacao"
xmlns:ds="http://www.w3.org/2000/09/xmldsig#" xmlns:p=
"http://www.fatturapa.gov.it/sdi/fatturapa/v1.1"
xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" version="1.1"
xmlns:n0="http://ivaservizi.agenziaentrate.gov.it/docs/xsd/fatture/v1.2"
xmlns:prx="urn:sap.com:proxy:PRT:/1SAI/TAS47553F10FD51AA9FB178:740"
xmlns:soap-env="http://schemas.xmlsoap.org/soap/envelope/"
version="FPA12">
• a:FatturaElettronica
• p:FatturaElettronica
• n0:FatturaElettronica
Notes
3. Paste the source code found in the file xr-visualization.txt into the source
code field.
5. Add a new step with the ID IMG_ATUDF into the Inbound Configuration handler
definition (standard is PS03RECHN for XRechnung), after the step REG_VIM:
For more information, see Section 17.2 “Defining the plug-in ID” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Invoice
Solution (VIM-CGD).
2. In the Plug-In Type Mapping Overview screen, assign the plug-in ID to a plug-
in type.
For more information, see Section 17.3 “Assigning the plug-in IDs to plug-in
types” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Invoice Solution (VIM-CGD).
005 / EDOC_ATTACH_HTML
Archiving document type for XML visualization (HTML file, currently only for
Italy solution)
005 / PLUG_IN_OBJECTDISP
Function module name for URL generation. This is used for XML visualization.
Standard value for e-invoicing solution: /OPT/VIM_GET_ARCH_URL.
005 / MAIN_FILE_TYPE
This Z constant controls the file type of the main image assigned in the DP
document and the posted SAP invoice. Use the Z constant if you want to display
attached files (PDF) as main invoice image.
Example value: *;PDF;HTM. This will replace any original file (normally XML)
with PDF if attached, or with HTM if no PDF is found.
If needed, you can copy the provided function modules and extend them to suit
project specific needs.
Each combination needs to be activated using the Active check box. The external
profile is a free text field to enter an identifier that serves as a link to the registration
settings of the Inbound Configuration (customizing node Inbound Configuration >
Document Handler > Registration > Custom / Others).
Additional settings
The external profile for registration is delivered for supported scenarios. See the
following example entry for the processing of FatturaPA (Italy):
Note: The IDs of the channel, handler, and archiving document types must be
verified and adjusted according to your existing configuration.
In the SM30 transaction, in the EDOINCOMSOLDEFV view, maintain the entry for OPT
automation solution as shown in the following:
In the SM30 transaction, in the EDOINCOMSOLV view, maintain entries for each
scenario, company code and OPT automation solution. See the following example for
Italian invoices:
3. Link VIM Foundation, VIM Invoice Solution, and SAP BOR objects mentioned
in the following list to the new archiving document types:
• /OPT/V1001
• /OTX/PF01R
• BKPF
• BUS2081
4. Assign the new XML archiving document type to the Inbound Configuration
workflow (object /OTX/PF01R, template WS00297300).
• In the VIM Foundation customizing, assign handler and other parameters to the
new archiving document type for early archiving:
This section also assumes that all baseline settings like channels and mappings are in
place. It lists the additional, project specific steps based on VIM baseline.
1. ArchiveLink
Create new archiving document types:
3. Link VIM Foundation, VIM Invoice Solution, and SAP BOR objects to the new
archiving document types, as shown in the following list:
• /OPT/V1001
• /OTX/PF01R
• BKPF
• BUS2081
4. Assign the new XML archiving document type to the Inbound Configuration
workflow (Object /OTX/PF01R, template WS00297300).
5. For each of the scenarios (for example FatturaPA), configure the SAP Document
Compliance integration settings together with Inbound Configuration
registration settings:
c. Enter the archiving document for the main XML document and the one
used for attachments.
d. If you want to use your own inbound handler, and not the provided PS03_
EDOC2, verify the handler steps. Make sure to use the step GETDOCID instead
of GETCONT. The rest of the settings must be the same as used for the Early
Archiving scenario (channel and classification).
Case 2: Transformation
A section of the XML document is being parsed by transformation, but the field
is not included in the mapping.
Method 1
Enhance the transformation as mentioned in “Enhancing the transformation”
on page 166 and get the external field as mentioned in “Case 2: Transformation”
on page 163.
Method 2
In the XML document, there are different nodes in different hierarchies. A field
can be mapped by using its path over the hierarchy:
To map a field:
1. Identify the section in the XML document that is not being parsed.
Example: Suppose that the highlighted part was added in the XML document:
1. If you want to get the combination of nodes that was already covered in the
transformation, go to the STRANS transaction, enter the relevant transformation
name, and click the Test button.
2. On the next screen, enter the source file path and click the View HTML button.
The output is displayed as a pair of EXTFIELD and EXTVALUE. The data enclosed
between EXTFIELD tags is the path that needs to be entered as External Field in
the mapping configuration.
1. In both described cases, when you extend the transformation or when you
identify the path, determine the external field name, that is the path made of
XML nodes, separated with dashes. Add the external field name to the field
mapping table.
2. Go to /OPT/XML_MAP transaction.
4. Optional If there is any transformation for user display format, configure it in the
third column.
6. Select the transformation and double-click the subnode Mapping of XML data
and Semantic data in the Dialog Structure.
7. On the next screen, enter the transformation name, root node. The root node
should be the top node of the XML document.
11. Enter a meaningful name in the Semantic Name column. It is better to enter a
name in UBL format. Make sure that there are no spaces in the name.
12. For more details about the remaining columns, see “Mapping XML elements”
on page 149.
1. Divide the data in the XML document into three parts: header data, item
section, and attachments.
5. Enclose the external field name between the tags <EXTFIELD> and </
EXTFIELD>.
7. Enclose every pair of external field name and the corresponding field values
between tags <ITEM> and </ITEM>.
Example:
9. Identify the section of the XML document that needs to be mapped, and decide
whether its data must be mapped as a header field, item field, or attachment.
Example: Suppose the highlighted part was newly added in the XML document:
10. Identify the corresponding node level in the hierarchy in the XML document. In
the example, it is at level 3. Get the previous nodes up to root node.
Example: /p:FatturaElettronica/FatturaElettronicaHeader/
CedentePrestatore
This syntax results into the transformation navigating over the child nodes of
the node set as the parameter.
To process “leaf nodes” that provide values and do not start a nested structure,
the following statement can be used to extract all node values:
<xsl:call-template name="select-for-each"/>
In the following example, a section of data was newly added in the XML
document. This section can be divided further as shown in the following: main
node, sub nodes, which start a nested structure, and value nodes.
14. The value (leaf) nodes can be processed with the syntax select-for-each. But
other sub nodes need to be processed further to get the value nodes. To get the
relevant data of those sub nodes, add the following code:
<xsl:apply-templates select="DatiAnagrafici"/>
<xsl:apply-templates select="Sede"/>
<xsl:template match="Sede">
<xsl:call-template name="select-for-each"/>
</xsl:template>
16. Finally process the value nodes using the following code:
<xsl:call-template name="select-for-each"/>
Earlier deliveries of VIM components for electronic invoices allowed to use XSLT
transformation to create an HTML rendering. An inbound handler class was
provided to call a transformation and archive the result. Disadvantage of this
technique was the need to create a transformation that required experience with
XSLT. Example transformation was provided for the German XRechnung format
and could also be downloaded for Italian FatturaPA from Italian tax authority.
allowing to easily group display elements, provide text labels in different languages,
or convert special codes into meaningful texts, all without the need to write any
code.
The currently provided delivery includes a minimal configuration for UBL format,
oriented towards the German XRechnung invoices. You can create configuration for
other formats as part of customer implementation projects. OpenText will work
further on improving and extending the visualization capability.
To create PDF renderings, SAP Smartforms technology is used. Two Smartforms are
provided.
You configure the Smartforms using the same VIM customizing that is used for the
PDF process log. You can use custom developed forms, provided they use the same
interface as described in “Basic customizing” on page 169.
XML_VIS_SI
Simple XML Visualization
XML_VIS_CO
Complex XML Visualization
Form Name
Enter the name of the used Smartform: /OPT/VIM_XV_COMPLEX
Language
Enter the language of the output. You can overwrite this in the XML syntax
definition, see the explanation below
Document Type
Enter the archive document type. Standard: /OPT/XV_CO for complex and /
OPT/XV_SI for simple
You can copy standard Smartforms and replace them by custom Smartforms. The
visualization class integrates them by using the following interfaces:
Note: You must use the Z constant 005 / MAIN_FILE_TYPE to ensure the
transfer of multiple files into the VIM process, even if you do not plan to make
the PDF files to be main invoice images. Example value to keep XML as main:
*;XML;HTM. Or, to make PDFs main images: *;PDF;HTM.
ArchiveLink setttings
The PDFs are created during the inbound processing and archived first to the
Inbound component object (/OTX/PF01R). Later, at workflow start, they are archived
to the VIM object (/OPT/V1001). It is mandatory to maintain entries in the OAC3
transaction with the objects /OTX/PF01R (Inbound component), /OPT/V1001 (VIM)
and the used archive document types.
Note: The screenshot shows the earlier delivered step to create an HTML
rendering, see “HTML visualization of FatturaPA” on page 153. When
using the new PDF rendering, you can switch of HTML rendering as
needed.
Both PDFs can be created and passed into the DP document. One of them can be
set as leading document by using configuration. For more information, see Z
constant 005 / MAIN_FILE_TYPE in “Optional configuration” on page 156.
/OPT/VIM_XV_SYNV
Maintain syntax. Each XML format will use distinct syntax.
/OPT/VIM_XV_GRPV
Maintain mapping groups. You can group elements to reflect the hierarchical
structure. Examples of groups: supplier address data, invoice gross/net
amounts.
/OPT/VIM_XV_ELEV
Maintain elements and assign them to groups.
/OPT/VIM_XV_CODV
Maintain Code/Values. This defines the conversion of special code values to
meaningful texts. Example: you can label UBL document type 380 as Supplier
Invoice.
/OPT/VIM_XV_TRAV
Maintain translations of labels for groups and elements. Groups labels are used
for area titles, element labels are displayed next to elements.
• The syntax entry determines XML syntax, based on External Field Name / Field
Value pairs. You can use a substring for value.
• The syntax entry determines the Root Node.
• The syntax entry determines the output Language. If set, it overrides the one set
in the PDF log configuration.
• Show all is reserved for future use.
To maintain groups:
XML Syntax
The defined XML syntax
Syntax Entry
The name of the group
XML Path
The path that has to be followed in the input file to find the start of the
group. Do not specify the root element.
Example: In the XML UBL format, the field group of the invoice receiver begins at
the path AccountingCustomerParty-Party.
Mapping Area
Mapping to a specific box on the complex output
List Sequence
Sequence of the group in the simple output
Mapping Area Each group of fields can be found by following a distinct XML path in the input file
and an assignment to a special box (mapping area) on the complex Smartform
layout.
The following list shows the number of elements for each group/box on the complex
layout:
For the simple list output, you must specify the sequence of the group and the
elements of the group.
Example values:
You must assign elements to a group to make them visible in the PDF.
XML Syntax
The defined XML syntax
Syntax Entry
The assigned group
Element
The name of the element
XML Path
The specific path of the element is root node + group + element.
Sibling Element
Another element, which can be used as sibling element
List Sequence
Sequence of the element within the group
Code Type ID
Replace special codes with a meaningful value, like debit/credit
No Output
For sibling elements: Select this check box to avoid them being displayed
separately.
Note: Sibling elements are used when two values in the same group need
to be displayed as a pair, one next to another. Typical examples are
amount and currency, or quantity and unit of measure.
Example – The currency is placed next to the amount. The element
AmountLinesCur has been used as a sibling to display currency for the
element AmountLines.
Codes XML might contain codes. In this case, you can use a special value defined by the
specific XML format, code conversion, to display meaningful texts next to or instead
of the code.
For example, in German XRechnung, the Invoice Code 380 means Commercial
Invoice. To replace the code by a meaningful text, you can maintain the Code Type
ID in the /OPT/VIM_XV_ELEV maintenance view.
Values can be printed with or instead the code. To replace the code with the Invoice
Code ID, select the check box Replace w. Code.
XML Syntax
Enter the defined XML syntax, or * for all syntaxes.
Code Type ID
The ID of the code
External Field Name
The value in the XML structure
Language
Language to be used in the Smartform
Long Field Label
The value to be replaced with the value in the XML Structure
2. Maintain field labels for groups and elements, otherwise the technical name is
printed on the PDF. Use the following parameters:
Syntax Entry
Name of the element or group
Language
Language to be used in the Smartform
Long Field Label
Field label
Starting with VIM 7.5 SP11 / VIM 16.3.5, VIM introduces new functions to support
processes in Public Sector Management (PSM). This section describes the functions
of PSM and their configuration.
• Use of the route ID to route documents within the organization. You can use the
fields and logic with the German electronic invoices in the XRechnung format,
which supports the “Leitweg-ID” (route ID). This complements the support for
German electronic invoices that was delivered earlier but it is not limited to this
scenario. You can use the route ID fields as VIM role template fields.
• New fields typically used for SAP Funds Management are introduced at
document item level.
• Accounting data can be derived from the Funds Management configuration done
in the transaction FMDERIVE. This is supported in the DP indexing screen, in the
approval process, and as a separate logic module. You can use the logic module
if some invoices are posted in background without manual processing.
The complete route ID is a long string typically mapped from an electronic invoice
into the VIM field ROUTE_ID. The value can then be split into the parts ROUTE_ID1
and ROUTE_ID2.
These fields are available in the DP indexing screen, Process tab. The fields are not
enabled by default. Depending on the project requirements, the original route ID can
be displayed read-only, with two other fields open for input. You can use the new
fields later in the following ways:
To split the value of ROUTE_ID into ROUTE_ID1 and ROUTE_ID2, you can use the
logical module /OPT/CL_D_LM_SPLIT_ROUTE_ID. The module splits the value
according to the Z constant 005 / ROUTE_ID_SPLIT. The constant value must contain
four values separated with slashes and it must contain the start and length of each
component <ROUTE_IDx> in the original value ROUTE_ID:
Note: Spaces are used for readability, no spaces are allowed in the actual
constant value.
To facilitate value selection if manual input is needed, you can use the customizing
table /OPT/VIM_ROUTEID to maintain possible values for ROUTE_IDs along with
their descriptions. Follow the VIM customizing path: Run the /n/OPT/SPRO
transaction and navigate to OpenText Vendor Invoice Management Invoice
Solution > Cross Component Configuration > Public Sector Management >
Maintain Route IDs.
DP document item
Approval screen
field and approval
configuration for all Available in
screen configuration
Field scenarios - key item COA setup
key item field for
field (table /OPT/ structure?
coding (table /OPT/
FIELDS_V)
CODING_V)
Earmarked Funds:
KBLNR EARMARKED_FUND X
Document Number
Earmarked Funds: EARMARKED_FUNDP
KBLPOS
Document Item OS
Commitment Item FIPOS CMMT_ITEM X
Funds Center FISTL FUND_CENTER X
Fund GEBER FUNDS
Functional Area FKBER FUNCTIONALAREA
• DP indexing screen
• Approvals of Non PO invoices (coding step):
This is supported for SAP GUI, Approval Portal, and Fiori scenarios.
• Logic module in the DP workflow:
You can use this to derive accounting data in background, for example before
automatic posting.
For each field that must be transferred from the derivation results, enter the field
name in the SAP standard structure COBL, in the approval coding fields mapping:
This chapter describes the specific business background and incoming invoice
processes of these countries. It also describes how VIM supports the processes and
requirements for these countries.
12.1 Brazil
This section describes the main incoming invoice processes in Brazil, and how ICC
and VIM support them. Other processes with smaller volumes are not covered.
• VIM does consider creating the SAP NF-e object in addition to the invoice
posting in SAP but VIM does not provide all NF-e specific fields required
for all industries and invoice types according to NF-e 4.0 standard in VIM
baseline.
Best automation results are achieved if the customer has created POs for goods,
services, and transports.
• Goods invoices
• Service invoices
• Transport invoices
Notes
• VIM does not provide XML validity checking functionality or any other
SEFAZ communication facility. This has to be covered by other tools.
• VIM provides an example XML style sheet. This is only delivered as a simple
example to show the way the XML transformation works. If this feature is
used to process incoming NF-e XML documents in VIM, it is necessary to
create a customer-specific XML transformation, meeting latest NF-e standard
and all industry specific requirements and additional fields created as
extension (Maintain Service Modules - Transform - Transformation).
It also might be necessary to enhance the mapping (Maintain Mapping ID);
for more information, see Section 7.4 “Maintaining the VIM field mapping”
in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide
for Invoice Solution (VIM-CGD).
The style sheet /OPT/IDH_TRANS_XML_NFE needs to be copied and changed.
The new style sheet should contain fields that are already included in the
tables /opt/vim_1head or /opt/vim_1item. Otherwise, it is required to
implement table appends and enhanced data handling.
No deviation is allowed between delivered goods and billed goods. Either the whole
delivery plus invoice are rejected or the whole delivery plus invoice are accepted.
The vendor now sends the NFS-e (PDF) to the customer, normally using email. The
customer checks the validity of the NFS-e with the city tax portal. This must be done
outside of VIM.
• Tax Invoice
• Invoice Category
3. With all required data being available, the invoice is posted automatically in the
background.
4. If the posting fails, somebody has to perform one of the following actions:
Supporting the imported goods invoice process with ICC and VIM
This process is only relevant for a couple of customers and contains some manual
steps.
• NF-e Number
• Protocol Number
• Processing Date
• Processing Time
• Random Number
• Check Digit
12.2 Canada
VIM provides a configuration specific for Canada. For Canada, all business rules as
in the standard rules for the US have been kept intact. One new business rule
Invalid Sales Tax for the Region has been introduced. In Canada, multiple tax
rates (GST, PST, HST, QST) are applicable, based on the province. Therefore, the tax
code derivation feature has been enhanced to derive tax codes that are based on
multiple tax rates.
Before tax code derivation, the system validates whether the supplied tax rate fields
are applicable for the region. Therefore, it uses the Invalid Sales Tax for the
Region business rule. However, to move past the Invalid Sales Tax for the
Region business rule check, the system must know the ship-to-region for the
incoming vendor invoice. The external system (for example OCR or IDOC) might
not supply a ship-to-region. The region can be derived automatically, based on
certain settings. For more information, see “Determining the ship-to region”
on page 195.
When the ship-to-region is known and the Invalid Sales Tax for The Region
business exception does not occur, the system proceeds further to determine the tax
code, based on the multiple tax rate fields supplied. For more information, see
“Determining the tax code” on page 198.
Company Code
The system will determine the region from the address maintained in the
company code address for the range of vendors and company codes.
You do not have to maintain an entry in the Region and Custom FM fields.
Fixed Value
You must maintain the region explicitly in the Region field.
Custom Function
You can define a custom logic to find the region by defining the Z function
module explicitly in the Custom FM field.
The following is an example interface of the custom function:
FUNCTION ZXXXXXXXXXXX
*"------------------------------------------------------------
*"*"Local Interface:
*" EXPORTING
*" REFERENCE(REGION) TYPE REGIO
*" TABLES
*" INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM OPTIONAL
*" CHANGING
*" REFERENCE(INDEX_DATA) TYPE /OPT/VIM_1HEAD OPTIONAL
*"------------------------------------------------------------
ICC If ICC is used as OCR, ICC does not explicitly supply the ship-to region. In this case,
VIM uses the Company Code/PO (based on the selected configuration option) to
derive the ship-to region. There might be cases where you cannot use a Company
Code/PO to derive the ship-to region. In these cases, you must use custom functions
or manual entries, for example, if one of the following cases applies:
• The Company Code address cannot be treated as the ship-to address. In this case,
do not use the Company Code option to derive the ship-to region. Use the custom
function option.
• A PO or a combination of multiple POs has any line items with varying ship-to
regions for various PO line items (based on different receiving plants at PO line
item level). In this case, do not use the PO as an option to derive the ship-to
region. Use the custom function option.
• Without the ship-to region determined automatically or supplied, new business
rules for validation of tax rate fields/tax code determination fail on VIM side.
Manual user input is needed.
• ICC does not supply taxes at line item level. ICC should supply taxes only at
header level. The same tax rate at the header is applicable for each line item if no
lines are supplied with a tax rate. Different line items in the vendor invoice might
have different tax rates. For example, if a combination of free goods line (tax-free)
and lines with a tax rate exists in the vendor invoice, use the custom function
option.
• The tax rate fields supplied in the incoming invoice do not match with the
allowed fields maintained.
• The ship-to region is empty. The ship-to region must be determined to
proceed.
Note: Enter * in the Vendor From field if it is applicable for all vendors.
Avoid an overlap of key fields. All fields in the screenshot are key fields,
except the Tax Code field. If key fields overlap, the system will pick the tax
code corresponding to the first match.
Note: The Find Text for Field at Header and Line Item Level table with its
entries is provided by default. Therefore, you do not have to maintain or
change anything, unless some exceptional cases occur.
The following fields at header level should be maintained for the tax line
keyword:
• TAXRATE_1: Maintain GST, if this field is supposed to store the GST tax
rate.
• TAXRATE_2
• TAXRATE_3
• TAXRATE_4
The following fields at line level should be maintained for the tax line keyword:
• TAXRATE1_1
• TAXRATE2_2
• TAXRATE3_3
• TAXRATE4_4
Labels – Besides maintaining keywords, the Find Text for Field at Header and
Line Item Level table is used for maintaining labels for tax rate fields and tax
amount fields at line item level.
Note: For header level fields, you maintain texts in view /OPT/VIM_IDX_T.
Use the SM30 transaction or run the /OPT/SPRO transaction and navigate to
OpenText Vendor Invoice Management Invoice Solution > Document
Processing Configuration > General Configuration > Translations/Labels
for Index Screen Fields. For more information, see Section 9.1.7
“Customizing field labels in the index screen” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIM-
CGD).
For the line item level, the following fields should be maintained for texts:
• TAXAMT_1
• TAXAMT_2
• TAXAMT_3
• TAXAMT_4
• TAXRATE1_1
• TAXRATE2_2
• TAXRATE3_3
• TAXRATE4_4
*FUNCTION ZXXXXXXXXX
*" TABLES
*" INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM
*" CHANGING
*" REFERENCE(INDEX_DATA) TYPE /OPT/VIM_1HEAD OPTIONAL
12.3 China
This section describes the main incoming invoice processes in China, and how ICC
and VIM support them. For China, the following types of major invoice categories
are supported:
On ICC side, you can customize an application with country setting for China. For
more information, see Section 3.4.3 “Customizing a Chinese (Mainland) application”
in OpenText Business Center Capture for SAP Solutions - Customization Guide (CPBC-
CGD).
For China, there is no PO field on the invoice form. Customers are using the notes
field to add the PO.
Import invoices are currently not supported in the Chinese ICC application. For
import invoices, a separate ICC application for international invoices must be used.
For other invoice categories, currently, data needs to be captured manually. Support
for more invoice categories will be implemented following the roadmap.
GTS A government-certified Golden Tax Software (GTS) is used to generate special VAT
invoices, VAT calculation and statutory reporting. A VAT invoice received by the
purchaser can be cross-checked using GTS. For more information, see the website of
the Chinese Tax administration: http://www.chinatax.gov.cn/2013/n2925/
• Duplicate invoices
• Invoice originals
• Original PO
Note: If the invoice category is not filled, the validation user must choose
the invoice category manually.
• Invoice code: 10 digits (12 digits for Ordinary invoices)
• Secret code: 108 characters (in 4 strings of 27 characters each)
• Item serial number: 20 characters
• Total amount: only numeric values are recognized in ICC, not the Chinese text.
Special Value-Added Tax invoices (special VAT invoices) are issued by general
taxpayers to their customers when selling commodities or providing taxable
services. A special VAT invoice is only issued to general commercial customers, but
not to normal consumers and small scale VAT payers.
For special VAT invoices, the VAT is applicable (deductible). Special VAT invoices
make up about 80% of all invoices. They are typically used for B2B.
Fraud prevention
Special VAT invoices are printed by the supplier using the GTS. The recipient must
validate these invoices by uploading information to a web site supplied by the
government or tax authority. This check is crucial to avoid paying fraudulent
invoices and to reclaim tax.
The validation system is called Anti Forge Tax Control System (AFTCS). For more
information, see “Working with the AFTCS programs” on page 204.
The following list shows the invoice fields that are relevant for fraud prevention:
• Invoice code
• Invoice number
• Invoice date
• Buyers VAT registration
• Seller VAT registration
• Total amount
• Tax amount
• Secret code
Common VAT invoices are used as evidence of payment where special VAT
invoices do not apply. They are used by the following taxpayers:
cigarettes, liquor, food, clothing, shoes and hats, makeup, and other consumer
goods.
Enterprises or individuals who are not able to issue special VAT invoices should
issue common VAT invoices when selling commodities, providing taxable services,
or conducting other operating activities.
For common VAT invoices, the VAT is mentioned on the invoice but it is not
deductible.
Transportation invoices are relevant for export oriented manufacturers, they are a
specific type of service invoices, which do not go through GTS, but another
tax verification process.
From the invoice itself, it is not clear if Carrier or Shipper are to be identified as
the vendor. ICC will determine the one or the other depending on vendor download
data.
Capturing of the Shipment route is not implemented as this field does not exist in
VIM.
Note: The following list provides additional information about the more
complex options.
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.
Download File
Upload File
2. Download file
• INVOICE_CODE
• XBLNR
• BLDAT
• 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.
4. Upload File
a. After validation, upload the validated records in the same format (CSV file
with fields in the same order as downloaded).
c. Click .
The uploaded records are used to release the corresponding DP documents
from the exception and the DP workflow will run the business rules again.
• Verification required
12.4 India
This section describes the main incoming invoice processes in India, and how ICC
and VIM support them. The localization for India in VIM enables you to handle
different types of taxes imposed in India. You can also handle the relevant account
numbers of vendors during processing an NPO or PO invoice in India. When
processing an invoice, the system cross-checks the information provided in the
vendor master record related to India.
Categories The following invoice categories are introduced for PO invoices for India:
Domestic Material
Invoices raised by vendors in India where the purchase order is a standard PO
Domestic Service
Invoices raised by vendors in India where the purchase order is a service PO.
Import Material
Invoices raised by vendors outside India where the purchase order is a standard
PO.
Import Service
Invoices raised by vendors outside India where the purchase order is a service
PO.
Merging several Central and State taxes into a single tax, GTS is intended to mitigate
cascading or double taxation, facilitating a common national market. GST is
expected to be levied only at the Destination Point.
The following business rules have been introduced for India in earlier versions:
To support the GST implementation for VIM, VIM 7.5 SP 6 (VIM 7.0 SP10)
introduces the following fields:
DP header fields
DP item field
The following fields that are exclusive for Indian localization have been introduced
with earlier versions:
• TAX_Desc
• CST_NO
• PAN_NO
• STC_NO
• LST_NO
• ECC_NO
• EDC_CESS
• EXC_DUTY
• TIN/TOT
• SAHE_CESS
Except the ECC_NO field, which is marked as HIDE for Non PO invoices, all other
fields are INPUT fields for PO and Non PO invoices.
• SAP has not enabled MRM BAPI for GST scenario for India.
• Posting of GST invoices using BDC 2200 for India is not possible in a standard
SAP S/4HANA system. BDC 2200, which is used for posting of PO invoices, uses
the same BAPI, that is BAPI_INCOMING_INVOICE_CREATE.
• Partial support is possible for BDC 2200 with a modification to the BAPI. After
implementing modification, invoices can be posted with correct amounts along
with GST information from VIM using BDC 2200.
• Refer to CI-98 of VIM 7.0 SP10 (VIMI-19345) for specific instructions related to
the SAP BAPI modification.
To get the correction instruction, contact OpenText Customer Support referring the
internal number VIMI-15704. The minimum support package level is VIM 7.0 SP4 or
VIM 7.5 SP1.
In SAP S/4HANA, there are two tax procedures TAXINN and TAXINJ for calculating
the excise tax in India.
TAXINN
TAXINJ
Customer uses an excise value that passes from the MM pricing procedure to
the tax procedure. Also the value of central sales tax (CST) passes from the
Taxes screen to Conditions of the PO.
JEXC is a condition type used in the MM pricing procedure for manual excise.
A value or percentage entered in JEXC in the pricing procedure is transferred to
the tax procedure JM01 condition type (basic excise duty). Using subtotal 5 in
MM pricing procedure against condition type JEXC will pass on this value to
the basic excise duty JM01 in the tax procedure.
For goods deliveries to or from the EU, companies residing in NI use a special VAT
ID that begins with prefix XI. This VAT ID is maintained in master data records in
SAP.
For more information about relevant changes in SAP functionality, see the following
SAP notes:
Note: Make sure that among the SAP notes suggested for implementation in
these notes, the note 3000100 or the corresponding support package is
implemented. It is required by the new VIM functionality.
• VIM Foundation inbound staging tables include the new VAT IDs in new fields,
which can also be used in Business Entity Determination (version 2 of the profile
scenario PS08_INVOICE).
• Pre-VIM 7.6/20.4 version 1 of the IC4SAP and CC4SAP extraction profile scenario
PS08_INVOICE checks against the new tax IDs.
• VIM Invoice Solution business rules take the new VAT IDs into account when
validating VAT IDs.
• Country based characteristics logic can support the process by setting the
characteristic value to XI.
Limitations
Using charac- To enable the new characteristic, the Z constant 005 / UK_NI_CHARACT must be set to
teristic XI X. Use the same Z constant to maintain the user exit (function module) name that is
called to distinguish between goods and services invoices, as described in the
following.
You can use one of the existing configurations, for example GB, and copy the entries
into the new characteristic XI. After that, verify and adjust the settings at the
subnodes. Keep in mind that the settings for XI must most likely correspond to those
used for the United Kingdom before leaving the EU.
User Exit You can implement a user exit to extend the provided logic:
function
• To override the determined characteristic
• To provide the service invoice flag
You can set the service invoice flag in the exit depending on the invoice data. For
example, you can implement purchase order item checks or vendor checks, to detect
service invoices.
Importing parameter
IS_1HEAD of type /OPT/VIM_1HEAD - contains the invoice header
Changing parameter
CV_CHAR of type /OPT/DCHARCT_DE - contains the already determined
characteristic XI. Assign a new value, for example GB if the invoice is a service
invoice.
Exporting parameter
PV_SERVICE of type ABAP_BOOL - assign X if the invoice is a service invoice,
otherwise assign a blank value.
Maintain the function module name in the Z constant 005 / UK_NI_CHARACT instead
of the general value X used to enable the logic.
12.6 Poland
VIM supports the payment split functionality for Poland. The payment split
functionality works with a business rule exception. The user has to manually
perform the payment split.
The features that are provided in this version include the following:
• Business rule to trigger when field Splitpayment sent from OCR is active
2. On the Document Type Definition Overview screen, mark the document type
PO_S4 and double-click Document Processes in the Dialog Structure.
4. Mark process type 515 and double-click Proc. Type. Det. Sequence in the
Dialog Structure.
5. On the Proc. Type. Det. Sequence Overview screen, maintain process type 515.
6. Mark the process type and double-click Sequence Steps in the Dialog
Structure.
7. On the Sequence Steps Overview screen, configure the process type with the
business rule check function /OPT/VIM_DET_PROC_SPLITPAYMENT.
12.7 Russia
This section describes the main incoming invoice processes in Russia, and how ICC
and VIM support them. In Russia, almost 100 percent of the invoices are based on a
purchase order. VAT invoices without goods entry or service entry must not be
posted without manual intervention.
A corrective invoice refers to an invoice that has arrived earlier at the customer. The
corrective invoice contains item changes that can be posted as invoice, credit memo,
subsequent debit, or subsequent credit.
Russian invoice forms do not have a field specified for the PO number. OpenText
recommends that the vendor is asked to print the PO number onto the invoice,
either into a special field or always into the same header location. Otherwise, it is
always a manual task for the accountant to find the matching PO.
Russian delivery note (TORG-12) and acceptance of service document (ACT) do not
contain information on PO or related invoice. Matching is very difficult. OpenText
therefore recommends scanning invoice and TORG-12 together or scanning invoice
and ACT together.
ICC tries to identify the invoice category based on key words. It might be necessary
to adjust it in the ICC validation screen. The following categories are supported, as
shown in the selection box of the validation screen:
The list shows some combinations of documents because, for example, an invoice
can come in together with the ACT in one PDF, or also the invoice without ACT
and the ACT come in separately, and then VIM has to wait until all documents are
complete before posting the invoice.
Revision invoices are not covered 100 percent by ICC and VIM.
The vendor sends the VAT invoice to the customer. The TORG-12 is sent together
with the goods.
12.8 Spain
To support Spanish “Suministro Inmediato de Información” (Immediate Supply of
Information; SII), SAP proposes in OSS note 2409025, version 6, to store long invoice
numbers into more than one field. This means the fields XBLNR or BKTXT or Custom
in BKPF.
In this context, VIM provides the LXBLNR field to hold the complete/entire long
invoice number in VIM. During DP processing/posting, VIM supports the following
options, aligned with SAP’s proposal, this means based on XBLNR and BKTXT in BKPF.
• Option 1
Prefix part goes to XBLNR. Sequence Number part goes to BKTXT.
• Option 2
Prefix part goes to BKTXT. Sequence Number part goes to XBLNR.
• Option 3
Based on Custom field in BKPF.
If you choose this option, this means a custom field in BKPF, to store either part or
complete invoice number. For this option, no out-of-the-box support is available.
You must customize BDC/BAPIs to save the invoice number into the custom field
while posting invoices.
Options 1 and 2 You configure two parts of the long invoice number, Prefix and Sequence Number,
using Z constant SET_REF_MAPPING_SP,to split into the fields XBLNR and BKTXT and
to post invoices accordingly.
The Z-constant SET_REF_MAPPING_SP allows configuring offset length for Prefix part
and Sequence Number part.
• Option 1
Example value: X10,B25. 10 characters (Prefix) of the long invoice number
are mapped into XBLNR and the next 25 characters (Sequence Number) are
mapped into BKTXT.
• Option 2
Example value: B20,X16. 20 characters (Prefix) of the long invoice number
are mapped into BKTXT and the next 16 characters are mapped into XBLNR.
12.9 Switzerland
This section describes a VIM scenario for Switzerland: QR Bill, a new standard for
paper based invoices.
To support the introduction of the new payment slip standard, OpenText provides
new functions in the OCR solutions (ICC or BCC and IES) and in VIM.
VIM 16.3.4, VIM 7.5 SP10, ICC or BCC 16.7, and IES 16.7 introduce basic functions to
process Swiss invoices with QR code. Later support packages provide
improvements in the processing logic. This section provides an overview of
supported functions.
• IBAN / QR IBAN
• QR Bill reference
• QR Bill reference type
• QR unstructured message (Ustrd)
• QR structured additional data (StrdBkgInf)
In addition, if you use ICC or BCC, the complete content of the QR code is provided
in the OCR result table. Currently, the result line length is limited to 255 characters,
which might result in certain content elements being truncated.
Note: The last three fields in the list are dedicated fields in case of IES. In case
of ICC or BCC, they are modeled in VIM, based on the complete QR code
content, but are not provided as dedicated OCR result fields.
The new fields are not shown in the Validation client. The content is passed further
into the VIM process start.
The IBAN provided in the QR code is mapped into the same field in VIM that
normally stores IBAN found elsewhere on the invoice.
During the transitional period, both old and new standards may be used. OpenText
recommends that you configure all fields, for both standards, to be displayed in VIM
screens, with older standard fields open for input. After the transition is finished, for
most of the application users, all fields can be set to read-only mode. Administrators
or superusers might need to have it input-enabled to correct, if the need arises.
Finally, you can configure older standard fields like the ESR reference string (ISR-
Number in English and ESR-Nummer in German) to be hidden.
With VIM 7.5 SP10 / VIM 16.3.4, the IBAN and QR Bill reference extracted from the
QR code are passed into respective SAP document fields regardless of their content.
With VIM 7.5 SP11 / VIM 16.3.5, VIM distinguishes the following cases:
• QR IBAN and QR Bill reference of QRR format are provided: QR IBAN and QR
Bill reference are passed into the dedicated SAP document fields.
• Generic IBAN and QR Bill reference of SCOR format are provided: IBAN is used
as standard bank data field, QR Bill reference is passed into the payment
reference field (KIDNO).
• Generic IBAN and no QR Bill reference provided: IBAN is used as standard bank
data field.
After the release of VIM 7.5 SP11 / VIM 16.3.5, several bugs related to QR Bill
processing have been fixed. The support of the new fields QR Unstructured
message and QR structured additional data has been implemented in VIM 7.6
and VIM 20.4. These changes can also be implemented with manual correction
instructions. For more information, see “Implementing the QR Bill support in VIM”
on page 227.
VIM offers a business rule to check the data related to QR Bills. The new process
type number in the standard configuration is 438 Invalid QR Bill data, checked by
the function module /OPT/VIM_DETERMINE_PROC_438. This is enabled in the
characteristic specific process types for Switzerland only.
Note on Liechtenstein
VIM does not provide standard configuration for Liechtenstein but, if needed,
the same function module can be used for Liechtenstein QR Bill invoices.
IDOC support is included into VIM 7.6 / VIM 20.4, but can also be implemented
with a manual correction instruction. For more information, see “Implementing the
QR Bill support in VIM” on page 227.
The minimum supported VIM release and Support Package levels are: VIM 7.5 SP10
or VIM 16.3.4.
OCR products
• ICC or BCC support all fields with 16.7 and later versions.
• IES (IC4SAP): 16.7. Use latest patches (release July 2020) for the bill information
fields.
VIM 7.5 SP11 / VIM 16.3.5 improves the handling in terms of distinguishing the
scenarios with QR IBAN and QRR reference versus standard IBAN with SCOR or no
special reference. You can implement those support packages, or you can request a
CI for the same changes from OpenText referencing the internal ticket VIMI-24508.
Processing of IDOCs is included into VIM 7.6 / VIM 20.4. You can also request a CI
for the same changes referencing the internal ticket VIMI-25780.
VIMI-25846
Currently the new way of processing parked invoices during VIM 16.3 DP
workflow does not support changing QR Bill specific data from the indexing
screen.
VIMI-25781
Liechtenstein is not supported in the context of QR Bills. For more information,
see Note on Liechtenstein on page 226.
12.10 Thailand
Although VIM is not localized for Thailand, OpenText recognizes the needs of
customers to comply with legal requirements and supply vendor branch code when
posting documents with Thai company codes. It is not intended to provide a
comprehensive implementation around vendor branch codes or other Thailand
specifics.
VIM 16.3.1 (and VIM 7.5 SP7) introduce branch code support into the following VIM
areas:
• DP indexing screen. You can enable the branch code field depending on the
country. Search help is supported too. For Thai company codes, the default
branch code from vendor master is assigned on change of vendor number or PO
number.
• Background posting of Non PO invoices with standard BDC ID 34.
• Background posting of Non PO invoices with standard BDC ID 42.
• Background posting of PO invoices with standard BDC ID 6.
For online posting, for example with BDC IDs 1 (PO) or 40 (NPO), or for background
posting with BDC ID 41, a simple change of the BDC ID definitions is required. For
more information, see “Adjusting online posting BDC ID definitions” on page 232.
VIM does not validate a manually entered branch code in the DP indexing screen.
SAP provides such validation at the time of posting. Alternatively, you can
implement validation as a customer specific DP business rule. VIM users are advised
to use search help (F4) to enter values.
Note: The example configuration described here and in the next section is not
delivered as standard VIM configuration because VIM is not localized for
Thailand. That information is provided for your reference to help
implementing the support for branch code.
2. For each of the existing DP document types, create the following entry in the
sub-node Index Header Configuration:
Field name
Enter TH_BCODE.
Field Stat
Status. Enter Hide.
4. Select Translation/Labels for Header Fields in the dialog box that is displayed.
Create new entries for the field TH_BCODE for languages required by your
implementation. The following screenshot shows an example for English:
6. For all characteristic values shown on the initial screen, apart from the
characteristic value * (asterisk) and the eventually existing TH, create the
following entry in the sub-node Index Header Configuration:
Current Role
<empty>
Field Name
Enter THAILAND.
Applicable Inv Type
Applicable invoice type: Enter All Invoices.
Field Status
Enter Hide.
7. On the main screen of the same customizing node, create a new entry for
characteristic TH, unless you already have it. See the following screenshot for
example values:
8. In the Index Header Configuration sub-node, create the new entries for the
characteristic TH. If you already have entries for TH, only add the two new lines
with the field name THAILAND and TH_BCODE:
9. In the Characteristic specific process types node, add the following new entry:
2. For each of the used BDC definitions, select it in the main screen, double-click
on the Parameters subnode and then click New Entries.
Note: For this function to work, the SAP note 2376945 or a corresponding
SAP support package must be implemented in your systems.
VIM enables you to process leasing invoices beginning with VIM 7.5 SP9 / VIM
16.3.3. The support of leasing invoices is implemented in VIM in several phases.
Currently OpenText provides basic support for leasing invoice processing. The
features that are provided now include the following:
Translating VIM
This section describes the various aspects of translating VIM into a new language.
You find the full details of the specific SAP tools used, for example the SE63
transaction, in the SAP Help.
The information in this section is based on the SAP ECC 6.0 version. The procedure
may differ slightly in different versions of SAP S/4HANA. The translation aspects of
the Approval Portal are described in “Approval Portal translation” on page 289.
You do not have to translate VIM into a new language completely. SAP provides
tools to support a supplementary language or second language for texts that are not
translated. This is described in “Supplementary language” on page 295.
SAP developer
• Set up the translation environment. This means, create the global work list.
• Enter the translation strings for workflow tasks, GOS texts, standard texts, and
IMG if the translator does not have authorizations for the respective transactions.
• Create transports.
• Provide transport requests to translator for table entries.
Translator
14.2 Prerequisites
Before starting the translation project, the following basic prerequisites must be met:
In an SAP S/4HANA system, there are the following ways of translating texts:
• You can translate ABAP Dictionary based texts directly by clicking Goto >
Translation from the menu on the screen in question.
• You can call up objects for translation directly in the SE63 transaction. To do this,
you must know the object type and the technical name of the object.
• You can translate objects via global work lists. Detailed knowledge of individual
objects is not required.
3. In the Translation Languages dialog box, click Add Languages, and select the
required translation languages.
3. In the Clients dialog box, enter the target languages for translation in the
system.
4. If you want to specify the client as the translation client for all target languages
that are defined in the system, click Insert All Languages.
2. If you want to create a new graph, click Create New Graph in the Select Graph
dialog box.
3. In the Graphs dialog box, enter a name for the new translation graph.
4. Enter target language, original language and source language for all target
languages.
Object types and object groups enable you to define the scope of translation for each
target language. If you activate an object type for a target language, objects of this
object type are included in the work lists and statistics for this target language when
you create and then evaluate an object list to generate work lists and statistics.
2. Select the target language for which you want to maintain the object types.
3. In the Object Types dialog box, enter individual object types for translation.
The Search Help button shows all available object types.
4. In the Object Type Selection (Object Groups) dialog box, expand the object
group and select the object types which are required for your translation work,
see “Object types for translation” on page 244. They are mostly grouped in the
object groups A5, A6 and B5.
Note: If there is no need to restrict the object types for each language, you
can enter the full list.
The selected/entered object types are displayed in the Object Types dialog box,
together with the user who defined these settings and the date on which they
were last changed.
6. Repeat this procedure for all other target languages defined in your system.
Note: You can assign the relevant object types in different steps in a flexible
way, not mandatorily in this step. For example, you can assign all object types
here to all relevant languages. In a later step, for example in “Creating the
object lists” on page 255, or in “Creating an evaluation run” on page 267, you
can restrict the list of object types which need to be collected in the object list or
work list.
3. In the Profiles dialog box, in the Profile field, enter a two-character ID and a
description of your profile.
4. Specify values for the authorization objects that you require for the new profile.
If you do not specify a value for an authorization object, the profile does not
grant any of the permissions that are controlled by this authorization object.
To maintain translators:
3. In the Translator field, enter the user ID. In the Profl. field, enter the profile.
Optionally, you can maintain Team and Translation Group.
4. Repeat the procedure for all languages.
2. In the Select Graph dialog box, select the graph for which you want to assign
collections.
4. Choose the recommended packages and/or any other OpenText collections. For
more information, see “OpenText collections for translation objects”
on page 249. Collections marked with optional are collections for customizing
and not relevant for translation if only the user interface is considered.
If Business Center (BC) is deployed together with VIM, add the following BC VIM
solution-specific collections:
2. In the Collections dialog box, enter the graph name and click the corresponding
Select button. The number of collections selected is displayed in the Result
field.
Click .
5. Click Save.
6. In the Choose Translators dialog box, click Choose next to Targ. Langs.
7. In the Choose Target Language dialog box, click each language or click Choose
Target Language to choose required languages. Then click .
3. Wait until the job is completed before continuing with any further task.
The following steps describe creating object lists for specific collections. For creating
object lists for other options, see the SAP help.
2. In the Object Lists dialog box, click to create a new object list.
3. In the Description dialog box, enter the description for the object list and save.
4. In the Parameters dialog box, select the Renew Domain Assignment check box.
7. In the Select Graph dialog box, select the name of the graph that you have
created in “Maintaining the translation graph” on page 242 and click Execute.
9. For VIM 7.0 and higher, you must exclude the objects of KPI from the list of
collections. Perform the following steps:
a. In the Collections dialog box, in the Fine Tune Result area, click List.
In the Parameters dialog box, in the Global area, the number of object types
selected (see “Defining object types for translation” on page 243) and collections
selected shows up in the respective fields.
11. In the Object Lists dialog box, select the new object list and click Activate.
12. In the next screen, click the Immediately button to activate the object list
immediately, or schedule the activating job for a later time.
Click .
13. In the next two screens, select the Output Device and the Background Server.
You can choose the default values.
14. Wait until the job is completed before moving to the step of creating the
evaluation run (see “Creating an evaluation run” on page 267). You can
monitor the background job using the SM37 transaction.
To create an object list based on transports, enter the transports with asterisks
in the next two columns. Or enter the piece list with asterisks in the next two
columns.
You can create the piece list using the SE01 transaction. Include all transports
of objects that are to be translated into the piece list.
The object list contains a list of OTR concepts and some customization tables.
Concepts that must be translated are listed in “KPI package object list” on page 260:
Concerning customizing tables, include the whole content of the following tables in
the object list of the KPI component:
Customizing tables
• /OPT/KAGR_C_AMNT
• /OPT/KAGR_C_CCGT
• /OPT/KAGR_C_DOWT
• /OPT/KAGR_C_EXCT
• /OPT/KAGR_C_TMGT
• /OPT/KAGR_C_VNDT
One way to create the object list is to create a transport that includes all relevant
concepts and table entries. Perform the following steps:
1. Include all concepts listed in “KPI package object list” on page 260 to a
transport.
2. Include the content (all entries of tables) of all tables listed in Customizing
tables on page 264 into the same transport.
3. To create the object list specific for KPI, follow the steps described in “Creating
the object lists” on page 255. In Step 5 on page 257, in the Global area, click No
Entries next to Transports.
You can use the new object list created specific for KPI along with the object list for
the whole VIM product (excluding KPI) for creating an evaluation run.
To create an object list for VIM Fiori apps, follow the same steps as in “Object list for
classic VIM” on page 255. In Step 6 on page 257, select the following collections:
As object types, take all object types listed in “Defining object types for translation”
on page 243 and any other required object types for your own needs.
If several object lists are available for your product, you have the choice to create
either one global evaluation run including all object lists or several evaluation runs,
each for one object list.
You can also create an evaluation run for all supported languages, or one evaluation
run for each language.
In the Evaluations dialog box, you see a list of all existing evaluations with the
following parameters:
• Run number
• Job status. Possible values:
R - Released
M - Main Run
X - Generation Complete
D - Deleted
A - Canceled
E - Error
2. Click Create.
5. Enter the number of the global work lists that you want to create or update.
7. If you want initial statistics and/or current statistics to be generated, select the
Initial Statistics and/or Statistics check boxes.
8. If you want to delete the existing global work list, select the Deletion check box.
9. If you want to update the domain assignment of the evaluated objects, select the
Renew Domain Assignment check box.
10. If you do not want the translation status of objects to be calculated, select the No
Status Calculation check box.
11. In the Object Selection area, click No Entries next to Object Lists.
12. In the Object Lists dialog box, select the object list(s) to be included in the
evaluation run.
You can create separate evaluation runs for each object list created in “Creating
the object lists” on page 255. In this case, select only the relevant object list.
Alternatively, you can create an global evaluation run for all object lists. In this
case, select all created object lists.
13. Click Execute. In the Parameters dialog box, the number of object lists that
you selected is displayed next to the Object Lists field.
Continue with “To define parameters for an evaluation run using the
Parameters dialog box:“ on page 269
To define parameters for an evaluation run using the Parameters dialog box:
1. In the Parameters dialog box, in the Object Selection area, click No Entries next
to Object Types.
2. In the Object Type Selection (Groups) dialog box, select the object types to be
evaluated.
If you want to evaluate all object types, double-click the Object Type Selection
node. If you only want to evaluate specific object groups, double-click the object
groups to be evaluated.
The object types selected at this point do not override the object types defined
for translation into a particular target language.
Example: If you select object groups S1 to S7 for the evaluation run, but have only
defined object groups S1 to S4 for translation into French, the global work list for French
will only evaluate object groups S1 to S4.
3. Click Execute.
In the Parameters dialog box, the number of object types you selected is
displayed next to the Object Types field.
5. In the Select Graph dialog box, select the translation graph or graphs to be
included in the evaluation.
Save your selection.
In the Parameters dialog box, the number of translation graphs you selected is
displayed next to the Graphs field.
7. In the Target Language dialog box, select the target languages to be included in
the evaluation run. If you want to select all target languages, double-click the
Target Language node.
10. Continue with “To run the evaluation using background jobs:“ on page 271
R
Evaluation is released.
X
Evaluation has finished.
E
An error has occurred.
M
Evaluation is running.
3. Check for a job whose job name starts with EVALUATION_. Release this job.
After completion of this main evaluation job, check for any scheduled
evaluation jobs for each language. Release all those jobs and wait until
completion of all jobs.
14.4 Translation
This section describes the actual translation steps. Perform them after all previous
steps are completed. For more information, see the previous sections in “Translating
VIM“ on page 237.
Important
You must perform this when you run SE63 for the first time.
4. On the menu, click Worklist > Standard to load the objects for translation of the
global work list in a target language.
5. Enter the Worklist Number. Make sure the source and target languages are
correct. If not, enter correct languages.
Select the Reset Worklist / Reservation check box if the same user is doing
translation in multiple languages.
Click to continue.
6. On the Get Worklist screen, Worklist Pool tab, enter a number (for example
1000) in the Number per Object Type field.
Select the New and Modified check boxes.
Optionally you can select the Translated check box if you want to see all
translated text in your work list.
Click Load Objects.
7. In the Worklist: Object List ..., you see numbers with red, yellow and green
background color. See the following list for their meaning:
Red color
Means the number of untranslated objects (strings).
Yellow color
Means translated, but not added to the SAP proposal pool.
Green color
Means translated and confirmed.
Both new and modified strings must be added to the SAP proposal pool.
8. Where you see numbers with red or yellow background color, click the plus
sign + (folder icon) to open the node. Continue until a line without a folder icon
is shown.
10. Enter a new translation into the field (next line from the source text) or modify
the existing string if it is not correct.
When an object has been already translated and is available in the SAP proposal
pool (SAP Pool), you see the translation below the editable line. Double-click
the translation. It is inserted into the field.
If the complete translation text does not fit into the field, use abbreviated text.
11. After entering/correcting all strings, save your settings.
The tool icon in the field with yellow or red background indicates that the
translation is not in the SAP proposal pool and should be reviewed.
To enter the translation into the SAP proposal pool, double-click the tool icon.
12. In the Display/Edit Proposals screen, click Standard under the application
domain, for example FI - Financial Accounting.
13. In the Select status dialog box, double-click Standard Quality Status.
Click .
Now the translation is in the SAP proposal pool. The object ID is shown in
green background color.
14. For a few objects, SAP might not be able to load all strings in an object into the
translation editor. In this case, SAP shows a dialog box with a list of string
groupings. SAP combines sets of strings into different groups. See the following
example screenshot:
15. Double-click a line to load the strings related to that group into the translation
editor.
Repeat the process for all groups in the dialog box one by one.
5. Click .
4. Perform the steps as described in “To translate dialog text:“ on page 278
2. In the Edit IMG Structure screen, press F4 in the IMG structure field.
3. In the Find Structure dialog box, enter /opt/* in the Package field.
Click .
8. In the Translation dialog box, select EN as Source Language and the translation
language as Target Language. Click .
9. Enter the translation strings and save. Add the translated string to the SAP
proposal pool.
Click .
12. Repeat Step 2 to Step 11 for all entries displayed in the Explanatory text dialog
box.
TS00275253
Approve Invoice
TS00275260
Non-PO Invoice Dashboard
TS00275262
PO Parked Invoice Dashboard
TS00275265
PO Invoice Dashboard (Line Level) RO, HU
TS00275267
PO Invoice Dashboard (Header WF)
TS00275278
DP Document Dashboard
TS00275283
Reference requested
4. To enter text for a new language, select the language from the Language list.
5. Copy the EN text and paste it into the Text field. Replace the EN text with the
target language text.
3. On the next screen, expand the node <WFLW> Workflow Texts, and double-
click on the entry shown below.
4. On the next screen, click the Copy icon to copy the English text. In the
Editor, replace the English text with the translation.
5. Save and activate the translation.
4. In the SGOS: Attribute of Generic Services view, find the records for WF_ZOPT/
VIM and ZOPT_SERVC.
5. Select both records and, on the menu, click Goto > Translation.
7. Enter the text in the target language in the Description and Quick info fields.
Click .
• /OPT/VIM_DP_SRM_PRICE_HEADER
• /OPT/VIM_DP_SRM_QTY_FOOTER
• /OPT/VIM_DP_SRM_QTY_HEADER
• /OPT/VIM_DP_SRM_QTY_URL_HEAD
• /OPT/VIM_DP_HEADER_SRM_QTY
2. On the Standard Text: Request screen, enter the Text Name, ST in Text ID, and
EN in Language.
Click Display.
3. Copy the EN text to Notepad or to a Word document. This is the text that needs
to be translated in the new language.
4. Click .
6. Enter the translated text in the same format as the EN text and save.
2. On the menu, click Program > Execute in Background. Enter information for
the following fields.
• Target Language
3. If the transport is created for specific object types, enter the Object Type. Some
object types can be excluded from the transport.
4. Press ENTER.
6. On the Final List of Texts for Transfer to Correction screen, click Trsfr texts to
corr.
SAP recommends that you import the language package first in client 000 to keep
this client up-to-date. Then use the integrated tool to perform the following steps:
The integrated tool ensures that only new translations are copied. Supplementary
texts are replaced, but custom translation is not overwritten. For more information,
see SAP Note 43853 and SAP Note 1156507.
Notes
• With the client copy, only missing translation is copied from client 000.
Existing translations are not replaced by the new or changed translations.
• /$CUA
• /$DYN
14.6.4 Troubleshooting
After importing all required language packages, Fiori Task Apps might still be not
displayed in the login language. In this case, check the following:
When changing the text in an Editor without localization tool, use a Java
command to convert non-ASCII characters to Unicode representative format
(\u<XXXX>).
The Java command for converting is native2ascii.
Syntax: native2ascii [ inputfile ] [ outputfile ] -encoding encoding_name
For encoding-name, see http://docs.oracle.com/javase/8/docs/technotes/guides/
intl/encoding.doc.html.
Java compiler and other Java tools can only process files which contain Latin-1
and/or Unicode-encoded characters (\u<XXXX> notation).
Example command: Java native2ascii -encoding UTF-8 "ori_utf-8-Lang_
DE.properties" Lang_DE.properties
Tip: You can also use any editor that can save as “Unicode Enabled”, for
example https://marketplace.eclipse.org/content/properties-editor.
• Czech (CZ)
• German (DE)
• English (EN)
• Spanish (ES)
• French (FR)
• Hungarian (HU)
• Italian (IT)
• Japanese (JA)
• Dutch (NL)
• Polish (PL)
• Portuguese (PT)
• Romanian (RO)
• Russian (RU)
• Slowakian (SK)
Note: The Slowakian translation does not include KPI Dashboard and
Central Reporting.
• Turkish (TR)
• Chinese (ZH)
This section describes the configuration to add another language than the
predefined. Therefore, you have to perform the following actions:
Example: If you want to add Swedish language, add the entry V=SV.
Note: This entry is a SAP language key pair. Check the SAP help for a list
of language key pairs.
4. Open the new Lang_<XX>.properties file and translate the English strings into
the other language.
Convert non-ASCII characters to Unicode representative format, see Step 3
on page 289 in “Changing language resources” on page 289.
For Approval Portal 7.5 and higher, there is no need to have a separate CSS
stylesheet for every language, like it was the case in prior versions.
2. To modify any styles, perform the changes in the global CSS file.
You must include calendar popup strings in the new language to the
localization.js JavaScript file.
2. Navigate to the folder locale and open the specific file ext-lang-<xx>.js,
where <xx> is the two-letter language code.
3. Copy the coding parts for the override objects Ext.Date, Ext.picker.Date and
Ext.picker.Month (if existing).
6. Insert an else if clause for the new language and paste the specific coding
from the ExtJS locale file.
Note: If the locale file is not existing for the new language, copy the
default coding parts for English language and translate the text into the
new language.
7. For Swedish, as an example, copy the coding for Ext.Date and Ext.picker.
Date from file ext-lang-sv_SE.js into the new else if clause checking the
parameter langId==’SV’.
See Example 14-2, “Adapting the localization.js file for Swedish” for details.
2. In Product Code IAP, in the Constant LANGUAGE, add the new language to the
Constant Value as a comma-separated single character.
Note: If you do not add the new language here, it will not appear at the
user's preferences.
For a description for NetWeaver 7.3 and 7.4, see “To restart the Approval Portal
application (NetWeaver 7.3 and 7.4):“ on page 295.
To include the new language into the application, you must stop and start the
application from Visual Admin.
1. In Visual Admin, navigate to Instance > Server > Services > Deploy.
2. Expand servlet_jsp.
5. When the application is stopped, select it again and click Start Application.
6. Click OK to confirm.
Important
To make the language change effective, the end user must clear the
browser cache.
2. Navigate to Operations > Systems, and then click Start & Stop.
3. Click the Java Applications tab and mark the Approval Portal application.
Important
To make the language change effective, the end user must clear the
browser cache.
If you use these tools properly, you can obtain a state of your screens where only
two languages are used, the sign-in language and English. If you do not use the
tools, you get screens with texts in the sign-in language, English, and German, as
well as empty texts and question marks as shown in the following example.
SAP GUI Approval uses the Z constant IAP LANGUAGE. Specify all languages that are
used as sign-in language for approvers in this variable.
Example: A user writes an approval comment while signed in in Swedish. The comment is
stored in a text file marked as Swedish. If someone else is signed in in another language, they
are only able to read the comment when the language Swedish is specified in the constant.
• VIM Approve Invoices Fiori app (Approve Invoices app) introduced in VIM 7.5
SP3 (VIM 7.0 SP7)
• VIM Approve Invoices (bulk mode) Fiori app (Approve Invoices (bulk mode)
app) introduced in VIM 7.5 SP8
• VIM Enter Cost Assignment Simple Fiori app (Enter Cost Assignment Simple
app) introduced in VIM 7.5 SP4 (VIM 7.0 SP8)
• VIM Enter Cost Assignment Advanced Fiori app (Enter Cost Assignment
Advanced app) introduced in VIM 7.5 SP9
• VIM Resolve Invoice Exceptions Fiori app (Resolve Invoice Exceptions app)
introduced in VIM 7.5 SP4 (VIM 7.0 SP8)
• VIM Confirm Quantity and Price Fiori app (Confirm Quantity and Price app)
introduced in VIM 7.5 SP6 (VIM 7.0 SP10)
• VIM My Approved Invoices Fiori app (My Approved Invoices app) introduced
in VIM 7.5 SP7
• VIM Vendor Invoices Report Fiori app (Vendor Invoices Report app) introduced
in VIM 7.6 (VIM 20.4)
• On the Fiori frontend system, create a property file for the given language in
package /OTBCWUI/PF07, BSP applications /OTBCWUI/PF07_BC_UI_02_T, page
fragment i18n.
Also create a property file for the given language in package /OTBCWUI/PS30 for
the following BSP applications:
If you want to sign in in a language that is not supported or partly supported, you
can use the supplementary functionality described in “Supplementary language”
on page 295. Perform the following steps:
4. Add the new file to package /OTBCWUI/PS30, to the following BSP applications:
To handle simple PO based invoices with the issues missing goods receipt or price
mismatch, you can use the VIM Confirm Quantity and Price Fiori app (Confirm
Quantity and Price app). Typical use cases are purchases of low volume that might
bypass delivery processing. In such cases, the goods may have already reached the
original requisitioner, who can easily confirm the goods receipt (GR).
A simple invoice is available in the Confirm Quantity and Price app if the following
prerequisites are met:
• PO is GR based.
• A quantity discrepancy exists.
• The delivery value that was selected is configured for a GR.
• Sufficient data is available from PO and from screen.
1. An invoice arrives.
2. It is matched to a GR based purchase order.
3. Because the GR is missing completely, the document stops in the Manual Check
Needed / Missing Data for Indexing Line exception.
Accounts Payable
• enters the missing line item data manually as no proposal is available without
existing GR.
• bypasses the Manual Check Needed exception
• selects option Apply Rules.
The document has a quantity discrepancy in the line item. Assuming that the
company code is configured to send the document to the Confirm Quantity and
Price app automatically, the document is sent to the requisitioner’s Confirm
Quantity and Price app inbox (Fiori).
Requisitioner (Fiori)
Background processing
1. posts GR
2. checks for exceptions
3. posts invoice
1. An invoice arrives.
2. It is matched to a purchase order (no GR required).
3. The invoice price is much higher than the purchase order price.
4. Because the tolerance limit is exceeded, the document stops in the Quantity/
Price Mismatch exception.
Requisitioner (Fiori)
The document continues to Accounts Payable. Price issues usually need to be solved
by the purchasing organization.
Accounts Payable
Buyer (= Specialist)
Background processing
• posts invoice.
VIM 16.3.2 (and VIM 7.5 SP8) introduces a new utility that allows selecting an
invoice posted from VIM, cancel it, and start a new DP workflow with a document
containing the same data. DP process log, approval log and entered comments are
copied and linked to the new DP document. This allows restarting a process,
keeping the history easily available for reference.
Transaction code
/OPT/INV_CANCL_RECRT
Program name
/OPT/INVOICE_CANCEL_DP_CREATE
• Authority object J_6N1M_BUK, which has activity, logical system and company
code.
• Activity checked currently in the report is 02- Change.
Note: Users can use the Download option in the ALV toolbar for
downloading the results of secondary ALV list data in an Excel sheet and
save it to the desktop for reference.
Functionality limitations
• For the newly created DP document (PO invoices), DP log entries are shown and
blocked action log entries are not shown in the process history tab of VIM
Analytics.
• For the newly created DP document (NPO invoices), DP log entries are shown
and posted action log entries are not shown in the process history tab of VIM
Analytics.
• For the newly created DP document (PO/NPO invoices), DP Approval action
entries are shown in the Approval History tab of VIM Analytics and Posted
approval action entries are not shown.
For customers with an SAP S/4HANA backend system, OpenText introduces a set of
ABAP Core Data Services (CDS) views built on top of the analytics database.
OpenText delivers CDS queries and corresponding OData queries, which can be
used by the end user to derive analytics data.
CDS queries can be used not only by SAP S/4HANA tools like Query Browser but
also by other SAP reporting tools, which are designed for BW queries, like SAP
Lumira Designer or SAP Analysis Office.
An OData that is created from an analytical query with the annotation @Odata.
publish = true is called OData query. It is known as a gateway service based
analytical query.
An Odata query can be used by reporting tools that require Odata as data service.
These are for example tools delivered in SAP Business Analytic frameworks, which
are delivered as SAP S/4HANA content like Smart Business KPI and Smart Business
APF.
This chapter provides detailed information of available Queries and OData. It also
provides instruction how to create Analytics Reports using the delivered ODatas.
Note: Data provided by the query is a mixture of data from header table (/
OPT/VIM_1HEAD) and from Invoice Life Cycle table (/OPT/VT_ILC_SRC). It is the
end user’s task to decide which fields should be included in which views. For
more information, see “Recommended views in the VIM ILC report”
on page 316.
The introduction of the From Date as input parameter allows users to select
documents that are created in a previous time frame. For performance reasons,
OpenText recommends restraining the use of this parameter to avoid loading of
irrelevant data when running the report.
The CDS query contains a list of characteristics which allows to group and/or filter.
The characterisitics provide the following data:
• Process Data
For example: Logical System, Document ID, Document Type, Document Status,
Channel ID
• Process Timing Data
For example: Started Date, Start Time, Started in year/month/quarter, Started in
year, End Date, End Time.
• Log specific Data
For example:
– For logs in DP Process: Process Type, Process Status, Current Agent, Current
Role, Option ID, Work item ID, Work item Status, Log Type
– For logs in Approval workflow: Current Approver, Approval Action, Referral
Indicator, Sender Approval, Referee
– For logs in Block workflow: Block Reason, Block Option ID, Block Option
Type
– Common log data for all kinds of workflows, like Work item ID, Work item
Status, Activity Start Date, Activity Start Time, Activity End Date, Activity
End Time
– Technical data: Log Count (number of logs) and Line number, Log number in
sequence
• Invoice Header Business Data
For example: Fiscal Year, Company Code, Vendor, Credit Memo, Accounting
Document, Purchasing Document, Reference Number, Invoice Type
Notes
• The cycle time is calculated in the following way: For completed processes, it
is end time - start time. For documents in process, it is current time - start
time.
• Processing time for a document is the sum of all processing time of all
activities done for the document. Activities or work items in process are not
considered.
Authorization Object:
J_6NPF_NAV - OpenText Business Center for SAP Solutions - Work center
Field:
J_6NPF_PLA = PF31_SEM_NAV
The following authorizations are additionally required to access data using the CDS
views framework:
For more information on how to use OData to create an Analytical List Page (ALP)
report, see Section 11.1.2 “Generating reports in Web IDE” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation (BOCP-
CGD).
This section gives the details of Analytical List Pages which can be created for VIM
documents.
Analytical List Page (ALP) report for VIM Invoice Life Cycle
You can create the report using OData VAS4_ILC_QUERY_CDS which serves as a
service to deliver data available in the 2 tables /OPT/VIM_1HEAD and /OPT/VIM_ILC_
SRC. The OData is created automatically from the CDS Query /OPT/VAS4_ILC_
QUERY. Therefore it delivers the same set of data. See “CDS views” on page 309 for
all statistics that can be delivered by the query /OPT/VAS4_ILC_QUERY and by the
corresponding OData.
Input parameters:
Display Currency:
The amount KPI in a specific currency.
From Date:
Selects a subset of documents instead of the whole set of data. This helps to
improve the performance of the report
Objects Details
BC Analytical Framework not relevant
Core Data Services (CDS)
view
CDS view input P_ExchangeRateType
parameters M (default value)
P_DisplayCurrency
USD (default value)
P_FromDate
01.01.2018 (default value)
Objects Details
Semantic navigation The following semantic objects are annotated in the CDS view.
• Supplier (delivered by SAP)
• SupplierInvoice (delivered by SAP)
• PurchaseOrder (delivered by SAP)
• OTBCVIM_DOCID: For navigation to VIM Task App
Caution
The parameters are case sensitive.
wobjType
PS311_VIM_VANREP (default value)
workplaceId
PF31_SEM_NAV (default value)
nodeId
PS311_PRC_VIM_VANREP (default value)
resolveParamsAtBackend
true (default value)
appMode
OBJ (default value)
systemAlias
<enter the system alias for the target backend system (as defined
in /IWFND/MAINT_SERVICE)> (default value)
OTBCVIM_DOCID
plkey (target name)
Objects Details
Virtual filters Five virtual filters are available.
CollectionPath: xOPTxVAS4_ILC_QUERYResults
The ILC report delivers both data on header level and on history/log level for
different processes. Therefore it makes sense to display data according to different
categories by using different variants (views) for the table. Each view contains
columns that are relevant for the category only.
In this view you can see all logs of all documents, or a log of a certain process. You
can use the filter LogType for selecting logs of a certain process.
For each log type you can create a view, for example Approval Process View, Parked
Processing or Blocked Processing View. Combine the filter LogType and the view to
get all information related to that log type.
Preparation
To integrate VIM ILC reports into the SAP Standard Overview Page:
4. Right-click the Quick Links card, and then, on the context menu, click Edit .
7. In the Save as New Variant dialog box, enter Title and Description for the
variant. For one Fiori App, you can create a number of variants. Therefore
OpenText recommends choosing a good description. Click Save.
10. Create a new Target Mapping with your Semantic Object and Action. Paste the
ID copied in Step 8 on page 321 into the ID field.
11. Create a static tile with the Semantic Object and Action created in Step 10
on page 321. The title entered here is displayed in the Fiori Launchpad.
12. Sign in as the end user, and then add the newly created tile to the Fiori
Launchpad Home of the end user. The tile is available in the Launchpad.
13. Call the Overview page with variant. The Quick Links card contains the new
link. Click the link to call the custom Fiori App.
Smart coding, a component for coding Non PO invoices, enables you to streamline
the process by helping the user to correctly allocate the cost objects using a
recommender step with best predictions or by fully automating the coding in the
background, based on a minimum confidence level.
Prior to smart coding, users needed to manually assign the cost objects to Non PO
invoices. This activity frequently required time-consuming research, for example by
inspection of old invoices posted to the same vendor, asking a colleague, or, worst-
case, guessing by doing an extensive search in the help menu of the field.
SMART_CODE_MODEL
For more information, see Section 19.1.1 “Smart coding cost line items
enrichment in background” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Invoice Solution (VIM-CGD).
SMART_CODE_LM_PROCID
For more information, see Section 19.2 “Skipping the coder level in smart coding
line automation” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIM-CGD).
For more information about the smart coding logic module, see Section 19.1.1
“Smart coding cost line items enrichment in background” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIM-CGD)
and Section 31.6 “Enrich smart coding cost line items” in OpenText Vendor Invoice
Management for SAP Solutions - Reference Guide for Invoice Solution (VIM-RGD).
1. Run the /OTX/PS302_TRAIN_DEL transaction. To clear all learning data, select all
check boxes: Delete Basic Model, Delete Coding Table, and Delete Feature
Table.
2. To train the model, run the /OTX/PS302_TRAIN_COD transaction, and then set
the following parameters:
Note: For a description of the other parameters in the Data Selection and
Model areas, see Section 18.1.1 “Train coding statistics: /OTX/
PS302_TRAIN_COD” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Invoice Solution (VIM-CGD).
3 different coding lines are displayed for the chosen Vendor. The Frequency
column shows the number of times the cost center is repeated for a given set of
invoices given in the input column.
The following table shows the input data. The actual selected data depends on the
chosen selection variant. If values are missing in the underlying database tables, the
fields will be handled as empty.
Before PAL model training, you must first run the Basic model.
1. Run the Basic model training with and without Test Mode, see Step 2
on page 324 and Step 4 on page 325.
2. To run the PAL training, run the /OTX/PS302_TRAIN_COD transaction, and then
set the following parameters:
Note: If you run the PAL based training directly without running the basic
model training before, an error message with the following text is displayed:
In VIM Central Workplace, the current version of the PAL model is displayed as in
the following screenshot.
Prerequisites
Note: This deletes entries for the source system in both source and target
systems.
3. Save Preprocessed Data only option: local scenario
Run the /OTX/PS302_TRAIN_COD transaction with the following parameters:
• /OTX/PS302_T_CHS
• /OTX/PS302_T_FTR
• /OTX/PS302_T_CHS
• /OTX/PS302_T_FTR
• Static training has been done with the Save Preprocessed Data only option on
both local system and remote system.
• After the training, data is available in table OTX/PS302_T_FTR on the local system
(LOGSYS = source system) and on the remote system.
Model area
3. Remote scenario
On the source system, run the /OTX/PS302_TRAIN_COD transaction with the
following parameters:
Model area
The Smartcoding items Proposal screen proposes Cost Center and GL Account,
based on training.
Note: The confidence level is not calculated on the number of invoice line
items but on the number of times that a combination of GL account and cost
object (in this case cost center) is repeated in the invoices.
In the example in this chapter, 4 invoices were created with the following cost
centers. The following list shows the repetition rate and the confidence level:
SAP Transportation Management (SAP TM) supports all activities related to the
physical transportation of goods from one location to another.
Starting with SAP 20.4, you can process invoices with reference to SAP TM
documents:
• Freight order
• Freight settlement
• Bill of lading
• Air waybill
• Standalone SAP TM 9.x that is running separately from SAP ECC or SAP S/
4HANA and is normally integrated with ERP systems through PI interface.
• SAP S/4HANA Transportation Management that can be used in embedded
(running on the same system with ERP functions) or in standalone scenarios.
This is available starting with SAP S/4HANA 1709. For more information,
see SAP Note 2514203.
Note: OpenText recommends that you add the determination step in a way
that it is located before any steps determining Non PO invoices.
For more information, see Section 15.1.3 “Document type determination and
characteristic customizing” in OpenText Vendor Invoice Management for SAP Solutions
- Configuration Guide for Invoice Solution (VIM-CGD).
Field Name
Enter ABWN_ID and ABWN_LIST.
Field Stat
Select Input from the list.
• SFIR_ID
• FSN_LIST
• TOR_ID
• TOR_LIST
• WBN_ID
• WBN_LIST
• EBELN
Field Name
Enter AWBN_ID.
Field Stat
Select Input from the list.
PO Tabstrip Control
Select PO Reference Tab Only from the list.
• SFIR_ID
• TOR_ID
• WBN_ID
OpenText recommends that you always use one of the following fields when
processing the invoice:
• Freight Order
• Freight Settlement
• House Bill of Lading
• Air Waybill
Line Items tab Fields in the Line Items tab of the indexing screen are displayed if configured in the
Index Item configuration, as described in “Configuring the index item” on page 335.
• Freight Order
• Freight Settlement
• House Bill of Lading
• Air Waybill
When you run proposal using the Propose Lines button, the relevant data will be
populated in the proposal line tab, as shown in the following screenshot:
Note: For a Freight Order originated from an Air Waybill, all the data are
populated, as shown in the following screenshot. If the Freight Order is
standalone and not originated by an Air Waybill or a House Bill of Lading,
only Freight Order and Freight Settlement details are shown.
19.1.7 Posting
The existing background posting BDC 2200 has been extended to support TM
references.
For online posting, the standard BDC 1 has been extended to support TM references.
Currently, this is limited to only one reference document. If you use several
references, it is possible to manually copy the list from the indexing screen, and add
the list later in the proposal selection of the MIRO screen.
OpenText recommends that you review the usage of this process type if the new
functions of TM invoice processing will be used.
In the validation client, the following header level list fields and item level single
value fields are supported:
Corresponding field mappings have been added into VIM mapping GENERAL.
19.1.11 Limitations
• IDoc is not supported.
• Blocked invoice workflow is not supported.
• Multiple combination of data (like 2 standalone freight order plus airway bill) is
not supported. At given point of time, any one type TM order can be posted.
• Online posting is possible only for one TM reference. Example: If an invoice is
having two different freight orders, only the first freight order can be posted.
Additional references must be added manually in the called MIRO screen.
Technical scenarios refer to customizing standard VIM functions, from the point of
view of a special requirement or an overview of the complete system. An example
for a special requirement are business requirements of Central Reporting. An
example for an overview is the end-to-end description how to add new fields in ICC
and VIM.
20.1 ICC
You can extend ICC by adding custom fields that will be exported to VIM
automatically. See Section 3.6 “Adding custom fields to an invoice application” in
OpenText Business Center Capture for SAP Solutions - Customization Guide (CPBC-
CGD).
• ICC uses an external field name, for example InvoiceNumber. Map this name to
the VIM document field name, for example XBLNR. See “Maintaining Mapping
IDs” on page 51.
• If you are adding a field in the item table, you have to add the target field name
to the index item configuration of the document type. If you do not perform this
action, the field value will be cleared when the DP workflow starts.
Overwriting In ICC, you can add custom fields, as described in Section 3.6 “Adding custom fields
standard fields to an invoice application” in OpenText Business Center Capture for SAP Solutions -
Customization Guide (CPBC-CGD). You can use the value of a custom field to
overwrite an ICC standard field. For more information, see Section 3.7 “Using rule-
based custom methods for standard fields” in OpenText Business Center Capture for
SAP Solutions - Customization Guide (CPBC-CGD). In this scenario, no further
customizing is needed on VIM side.
Additional costs In ICC, the extraction of additional costs and discounts is switched off by default.
fields However, you can activate the extraction to new fields, for example a Discount field.
For more information, see Section 3.4.6.3 “Specifying extraction of additional costs
and discounts” in OpenText Business Center Capture for SAP Solutions - Customization
Guide (CPBC-CGD).
To process these fields on VIM side, some configuration is necessary; for more
information, see Section 9.15 “Maintaining additional cost handling” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution
(VIM-CGD).
ICC field For a comprehensive description of ICC fields, see Section 5 “Field references for
reference Invoice Solution (Invoice Capture Center)” in OpenText Business Center Capture for
SAP Solutions - Customization Guide (CPBC-CGD). This section describes recognition
and processing details for the ICC fields, as well as the meaning of the
corresponding fields in the VIM process.
/OPT/VIM_1HEAD
Customer specific header fields table
/OPT/VIM_1ITEM
Customer specific line item fields table
When making appends, use user defined field names ZZxxx as recommended by
SAP. If you use SAP field names, there may be difficulties with updates and even
wrong behavior.
The safest way of adding new fields is adding an append structure at the end of the
table. However, you cannot use this method if you want to see the field in the
indexing screen. A different way is described in Section 9.18.1 “Extending document
data” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide
for Invoice Solution (VIM-CGD). The structures mentioned there are includes in /OPT/
VIM_1HEAD but as they are not at the end of the table, difficulties can arise if there is
coding which does not consider such extensions in the middle of a table.
Custom fields If you do not want to modify the standard, you can use dedicated fields in the /OPT/
VIM_1HEAD and /OPT/VIM_1ITEM tables. These fields are named CUSTOM_FIELD<X>,
for example CUSTOM_FIELD4.
• “Adding custom selection screens to the VIM Invoice Workplace classic selection
pane” on page 347
• “Adding custom smart selections to the VIM Invoice Workplace smart selection
pane” on page 353
• “Adding custom output list fields to the VIM Invoice Workplace output list”
on page 355
• “Exit function module templates for VIM Invoice Workplace extensions”
on page 356
This function group acts as a “dummy” function group. Its only purpose is to allow
easy maintenance of selection texts for any custom select options or parameters
without modifying the VIM standard product components.
After you have created the new function group, add the following coding to its top
include.
Note: This action accesses some important global data declarations used by the
VIM Invoice Workplace selection pane.
INCLUDE /opt/vim_pmc_ui_compdata.
INCLUDE /opt/vim_pmc_ui_seldata.
INCLUDE /opt/lvim_pmc_ui_compsel.
Navigate to the top include of your function group and define the custom selection
subscreens between the two include statements:
Important
The location between the two include statements is technically important.
INCLUDE /opt/vim_pmc_ui_compdata.
INCLUDE /opt/vim_pmc_ui_seldata.
INCLUDE /opt/lvim_pmc_ui_compsel.
Note: You can define the custom selection subscreens in the same way as all
standard-delivered screen definitions already available in the include /opt/
lvim_pmc_ui_compsel. However, to avoid future conflicts that may be caused
by service packs, all custom selection subscreens must be defined using a 9*
screen number range. If new selection fields are not available in the structure /
OPT/CPMC_SELECTION_FIELDS_ST, you can add them by an append structure.
In general, you can use all other structures or tables as data reference by
adding them to the top include using a TABLES statement.
If you want to use, for example, the selection pane frame screen 1003 instead of 1001,
run the /n/OPT/SPRO transaction and navigate to Cross Component Configuration
> VIM Invoice Workplace >Maintain Customizing Profiles > General Profile
Settings. For more information, see Section 16.3.2 “Maintaining general profile
settings” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Invoice Solution (VIM-CGD).
Inbox Tab
H1*
Pending Tab
H2*
Completed Tab
H3*
Inbox Tab
V1*
Pending Tab
V2*
Completed Tab
V3*
1. Copy the following function modules to your own function group within the Z*
or partner namespace.
• /OPT/C_PMC_SEL_OPTIONS_SYNC
• /OPT/C_PMC_SEL_OPTIONS_RESET
• /OPT/C_PMC_SEL_PANE_LOCK_GET
The function module provides multiple enhancement points to add custom logic
without the need to copy the whole function module.
4. Enhance the database selections for all selection tabs (Inbox, Pending, and
Completed) with your custom selection ranges.
Inbox
ENHANCEMENT-SECTION /opt/ec_vim_pmc_get_proc_inbx SPOTS /opt/
es_vim_pmc_get_proc_fm.
Pending
ENHANCEMENT-SECTION /opt/ec_vim_pmc_get_proc_pend SPOTS /opt/
es_vim_pmc_get_proc_fm.
Completed
ENHANCEMENT-SECTION/opt/ec_vim_pmc_get_proc_compl SPOTS /opt/
es_vim_pmc_get_proc_fm.
2. Redefine the method CHECK_BS_GROUP and add your custom selection criteria
and restriction check logic.
Note: When creating custom logic for the selection criteria and restriction
check within the redefined method CHECK_BS_GROUP, keep the following in
mind: Each check run can only result in exactly one combination of selection
criteria and depending restriction at the same time. If a selection criteria/
restriction combination is valid, return this combination. If no combination is
valid, simply do not return any combination. If a selection criteria has no
depending restrictions, only the selection criteria has to be returned if it is
valid.
2. Configure a suitable custom smart selection and assign your custom class
implementation, which contains the selection criteria and restriction check logic.
Note: You can use the constant value field on selection restriction level to set
any constant values that are used during the check logic execution. The
constant values may be object to change from time to time (for example,
settings depending on number of days). Therefore they may be difficult to
handle if they are hardcoded in the custom class implementation logic.
/OPT/C_PMC_EXIT_TEMPL_BUTTON
Purpose
Allows to skip the creation of an action button during runtime.
Customizing table usage
/OPT/CT_PMC_BTN-BTN_EXIT
Source code call
Class method:
/OPT/CL_C_PMC_UI_ALV=>EXT_TOOLBAR_BUTTONS_GET
/OPT/C_PMC_EXIT_TEMPL_ICON
Purpose
Allows to influence the icon properties during runtime.
Customizing table usage
/OPT/CT_PMC_OUT-OUTPUT_ICON_EXIT
Source code call
Class method:
/OPT/CL_C_PMC_UI_ALV->ICONS_SET
/OPT/C_PMC_EXIT_TEMPL_FLD_STAT
Purpose
Allows to influence the properties of an output list field during runtime.
Customizing table usage
/OPT/CT_PMC_OUT-OUTPUT_STAT_EXIT
Source code call
Class method:
/OPT/CL_C_PMC_UI_ALV->FIELDCATALOG_SET
/OPT/C_PMC_EXIT_TEMPL_PRE_ACT
Purpose
Runs before the action logic of a button or icon action is executed. In case of
multiple backend, it is always called once for all selected work items on the
local system and a second time for all corresponding work items of each
backend system.
/OPT/C_PMC_EXIT_TEMPL_ACT_EXE
Purpose
Executes the action logic of a button or an icon action.
/OPT/C_PMC_EXIT_TEMPL_PROC_RFC
Purpose
Executes the data selection directly on each involved backend system.
/OPT/C_PMC_EXIT_TEMPL_DISCOUNT
Purpose
Controls the behavior of the discount light in the output list, for example
when should it switch to red, yellow or green.
If the existing index fields are not sufficient and custom fields are necessary, you can
define customer specific programs and subscreens, both for header and line item
fields, and assign them to DP document types. See the description for Header
Program/Header Subscreen and Item Program/Item Subscreen in Section 9.1.1
“Creating a new DP document type” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Invoice Solution (VIM-CGD). The procedure differs
for header fields and line item fields.
Alternatively, reuse one of the existing custom fields (see “Custom fields”
on page 346).
2. Copy function module /OPT/C_IDX_SYNC_APPLICATION into your custom
function group.
3. Copy function module /OPT/C_IDX_SYNC_LABELS into your custom function
group.
4. Copy the wanted subscreen from program /OPT/SAPLVIM_IDX_UI (screen
1100-1500) into your custom function group.
5. Append the following existing includes from the function group /OPT/VIM_
IDX_UI into your custom function group:
INCLUDE /OPT/LVIM_IDX_UIDAT.
INCLUDE /OPT/LVIM_IDX_UIO01.
INCLUDE /OPT/LVIM_IDX_UII01.
INCLUDE /OPT/LVIM_IDX_UIF01.
INCLUDE /OPT/LVIM_IDX_UIF02.
6. Maintain function modules and the copied screens for the relevant document
types in the Document Type Configuration in the /OPT/SPRO transaction.
7. Manually add the new index fields to the program/Header Subscreen or
program/Item Subscreen.
Make sure to put FLD in the second group box. Otherwise, the new index fields
are not automatically set to read-only in Display mode. See the following
screenshot.
8. Add the new fields into the field lists of your document types in the document
type configuration in the /OPT/SPRO transaction. Set their attributes as needed.
9. Adjust the corresponding BDCs and/or process options to work with the new
fields.
For more information, see Section 9.8.1 “Using the BDC ID infrastructure” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Invoice Solution (VIM-CGD)
Dynamic You can maintain dynamic columns that appear in the user’s inbox during work
columns item processing. See Section 9.12.5 “Maintaining dynamic columns” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution
(VIM-CGD).
Line item You can add customer specific fields in the line item section of the coding screen in
section the approval process. This applies to OpenText Approval Portal (Approval Portal)
and to SAP GUI Approval. The purpose is to activate additional coding fields for
parked NPO / DP NPO documents in the approval process.
Users process the approval or coding step in the approval screen in SAP GUI or in
the Approval Portal. Both the approval screen in SAP GUI and in the Approval
Portal provide a limited amount of fixed line item fields in the baseline delivery. In
the customizing, you can adjust these fields using the VIM Invoice Configuration (/
OPT/SPRO transaction).
The fields are limited and described with the structure /ORS/INVOICE_ACCT_DATA.
The following sections describe how you can add coding fields within the approval
processing.
To customize the coding screen, you must configure fields for the invoice detail page
and define the coding fields. To do this, use the following customizing:
In the customizing, the following ways are available to change an existing field or
add a new field:
• Choose an existing unused field, which you want to reuse with different
information.
• Add a new field to the structures /ORS/INVOICE_ACCT_DATA and /OPT/A_
INVOICE_ACCT_ST.
See also Section 11.4.11.1 “Configuring fields for the invoice detail page” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution
(VIM-CGD).
2. Add the new fields into the COA field list in the view /OPT/BL_T401V as line
item fields.
3. Configure a mapping between the invoice fields and the COA fields in VIM
customizing for Invoice Details Fields and in the Coding fields mapping for
the respective AFS IDs. See the following paths to the customizing.
To pass the field to the SAP accounting document, you must adjust the
corresponding BDC ID definitions. You may need to create your own posting
function or change the definition of batch input.
/OPT/VVA2_COMI
Common input fields (selection screen) for invoices in DP workflow, NPO
workflow, and PO workflow
/OPT/VVA2_COMO
Common output fields for invoices in DP workflow, NPO workflow, and PO
workflow
/OPT/VVA2_DPI
Input/selection fields exclusive to invoices that are in process in DP workflow
/OPT/VVA2_DPO
Output fields exclusive to invoices that are in process in DP workflow
/OPT/VVA2_NPOI
Input/selection fields exclusive to NPO invoices
/OPT/VVA2_NPOO
Output fields exclusive to NPO invoices
/OPT/VVA2_POI
Input/selection fields exclusive to PO invoices
/OPT/VVA2_POO
Output fields exclusive to PO invoices
The COMI and COMO views (called COM views in the following) perform an initial
selection for fields that are common for all VIM invoice types (DP, PO, and NPO).
These views then pass on the data to the individual DP, PO, and NPO views, which
are then called by the ABAP classes in SAP GUI to process the VAN report. To add
new fields to the selection screen or to the output screen, the COM views are first
updated with the new fields that you want to select or output. Then each of the
remaining views is updated as needed, making reference to the COM view fields.
Examples are given in the following.
1. In Eclipse, create a new ABAP project. This project will point to the SAP
environment which you will work on.
Note: Each time you open the project workspace for the first time after
opening Eclipse, you are asked for your ID and password for the selected
project (SAP system). Until you close Eclipse, you can then open or close
the project without re-entering sign in information.
2. In the project, open the System Library to find both your custom objects
package and the standard OpenText package containing the ABAP CDS views
listed in “ABAP CDS Views for VAN” on page 363. For easier access, add these
to your Favorite Packages. The package containing the ABAP CDS Views to be
modified is /OPT/VIM_CDS. ABAP CDS views are listed under Core Data
Services > Data Definitions.
3. In your own package, create eight new ABAP CDS views, one for each of the
listed baseline ABAP CDS Views.
a. Right-click your package, then click New > Other ABAP Repository
Object.
b. In the New ABAP Repository Object dialog box, enter DDL in the filter field
to get the single result DDL Source.
c. Create new CDS views only in a local or customer package. Enter a name
and a description for your object, then select a transport.
d. In the New DDL Source window, choose a pre-existing template. For this
overall scenario, choose the Extend View template.
4. For each of the eight baseline ABAP CDS views, replace the @AbapCatalog.
sqlViewAppendName: with the name of your choice.
This name is used in SAP GUI to render the CDS Append View in a format
similar to an ABAP table view or structure.
Also, replace the EndUserText.label with the text description of your choice,
and add the corresponding baseline view name next to the EXTEND VIEW
statement for the view that you are enhancing.
5. Enter the additional field(s) that you want to either use as a selection (for input
views) or as report output (for output views) in between the curly brackets
provided by the template. For enhancing the COM views, give the field an alias.
This alias will be used in the VIM configuration to perform the mapping
between ABAP CDS fields and system fields. Take care to also use the table
aliases predefined in the view.
Note: One limitation of ABAP CDS enhancement views is that you cannot
select from additional tables that are not defined in the existing standard
views. In this case, you need to create new custom views.
6. After extending the COM views, extend the DP, PO, and NPO views to add the
aliased fields from the COM views.
After you complete these steps, plus all the various steps described in Section 14
“VIM Analytics” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIM-CGD), the extensions to VAN should
work.
21.1 Overview
The metadata interface of the Inbound Configuration is used to populate values
from VIM to the ICC extraction or to the ICC validation. All values for fields in the /
OTX/PF01_T_1REG table can be transported.
For more information about ICC, see OpenText Business Center Capture for SAP
Solutions - Customization Guide (CPBC-CGD).
21.3 Example
Example 21-1, “Metadata interface” shows the annotation section in the datapool of
the ICC application. Most of the annotations are generated by the metadata
interface.
</annotation>
<annotation key="SAPLink.OutputUri">http://hunabku.opentext.net:8080/archive?
create&pVersion=0045&contRep=Y4&docId=0050568716C71ED5BDFBD79EA9738F5F&co
mpId=data&docProt=crud</annotation>
<annotation key="ARCHIV_ID">Y4</annotation>
<annotation key="ARCHIV_ID_XML">Y4</annotation>
<annotation key="ARC_DOC_ID">0050568716C71ED5BDFBC8878AF92F5F</annotation>
<annotation key="ARC_DOC_ID_XML">0050568716C71ED5BDFBD79EA9738F5F</annotation>
<annotation key="AR_OBJECT">ZICC_US_P</annotation>
<annotation key="CHANNEL_ID">ICC</annotation>
<annotation key="CLASSIFY">PS03_VIM_INVC</annotation>
<annotation key="EXT_RETRY">1</annotation>
<annotation key="HANDLE_ID">CAPTURE</annotation>
<annotation key="LAST_MODU_ID">EXTR_REG</annotation>
<annotation key="MANDT">800</annotation>
<annotation key="NOTE">ZICC_US_P PDF</annotation>
<annotation key="REGID">000000000127</annotation>
<annotation key="STATUS">072</annotation>
<annotation key="TSP_CHANGE">20160401075201</annotation>
<annotation key="TSP_REGISTER">20160401074951</annotation>
<annotation key="Sitemap">\\ICC-DEMO-02\DOKuStarDispatchData\config\RdaProject
\JobClass6_Steps\Recognition\JobClass6_Recognition.sitemap</annotation>
<annotation key="ConnectorGuid">25d431d2-0c60-4733-973e-d6014d80f16f</annotation>
<annotation key="ConnectorName">SAP Extraction Link</annotation>
<annotation key="ConnectorInstanceName">US</annotation>
<annotation key="Filename">SAPLink(Extraction, DocumentId=000000000127,
ActivityRetryNr=1)_0fdfa4b7-f055-4bf4-8ad5-09497b74a995</annotation>
<annotation key="JobClass">JobClass6</annotation>
<annotation key="Cache">C:\Windows\TEMP\DOKuStar Professional\3.0\Cache
\JobClass6_Recognition\c2c70eec-f0ae-4808-82d6-a6893aaa631b</annotation>
<annotation key="Scripting">Indexing</annotation>
</annotations>
Within a department, you are implementing the coding of Non PO invoices by the
AP team. There are two levels of approval, with separate responsibilities for
different cost centers at the first level. The first approval level is able to approve lines
with the maximum amount of 5,000 Euro. The second approval level can approve up
to 50,000 Euro.
Note: Both amounts are not meant as individual line amounts but as sums of
line item amounts grouped for each approver (“pack amounts” ).
Basic settings You use the following cost centers: 1100 and 1101 for purchasing, and 2200 for
production.
The coding is performed by users CODER1 and CODER2. Both of them are able to
approve the coding for any of the cost centers listed above.
The first level approvers are APPR_PUR for the purchasing cost centers, and
APPR_PRD for the production cost center.
As an exceptional situation, an invoice with the grouped lines amount higher than
50,000 Euro might be received. To handle this exception, maintain the fallback user
APPR_ADM for the AFS ID to be used.
For more information about the fallback user and coder determination, see Section
11.4.4 “Configuring approval flow settings” in OpenText Vendor Invoice Management
for SAP Solutions - Configuration Guide for Invoice Solution (VIM-CGD).
COA settings
For more information about the settings in the COA, see Section 4.1.4 “Maintaining
Chart of Authority” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIM-CGD).
Note: Internally (and often shown in the documentation), the coder level is
level 0, the requester level is level 1, the first approval level is level 2, and
the second approval level is level 3.
Coder Settings tab
Maintain CODER1 and CODER2 for the company code.
Invoice flow With the setup described above, all invoices are first sent to CODER1 (the first in the
list, sorted alphabetically). The first coder can enter the accounting information or
forward the invoice to CODER2.
After coders have finished entering the accounting data, the invoice is sent to the
respective requester. The requester reviews the invoice and can approve it, thus
passing the invoice to the approvers in the approval level 1.
Note: At this point, if sequential approval flow is used, the invoice is sent to
one of the approvers. If parallel approval flow is used, the invoice is sent to
both approvers simultaneously.
After both first level approvers have approved the invoice, it is sent to APPR_MGR1.
If the total amount on all lines does not exceed 50,000 Euro, APPR_MGR1 can finally
approve the invoice. After this, the invoice typically returns into the DP workflow
and is posted automatically, or reviewed by other departments or processors.
Line 2 Cost center 1101, amount 5,000 Euro. This line has to be approved by
APPR_PUR, no final approval at the first approval level.
Line 3 Cost center 2200, amount 6,000 Euro. This line has to be approved by
APPR_PRD, no final approval at the first approval level.
Both sums of line item amounts per approver (“pack amounts”) exceed 5,000
Euro. Therefore, the invoice is sent to the second approval level to
APPR_MGR1.
Important
With VIM 20.4 SPS1, Simple Mode is deprecated. It is not supported for
productive installations. Please use Classic Mode.
Simple Mode provides a new invoice process designed according to SAP S/4HANA
standard and concepts like simplification, principle-of-one, digitalization, cloud-
first, and a new user experience from the start.
While the “Classic Mode” provides different options, the Simple Mode philosophy is
about a uniform best practice approach based on different invoices types:
1. Capture of scanned paper invoices and PDF invoices through OCR cloud service
with automated optimization through constant feedback.
2. Background
Initial classification of incoming invoice data to control process and flow. This
happens in background. Separation in invoices going through automation and
invoices that need manual intervention.
3. Automation
Applying automation logic and check of business rules for invoices. This leads to
auto-post if there is no exception.
5. Background
Similar to 3 on page 377: Background logic is applied to invoices that have been
manually indexed through the Fiori app and auto-posted if there is no exception.
23.1 Validation
The validation step in the Fiori Validation App is an optional step to enrich the data
delivered by the inbound channels. In the case of OCR input, this step might not be
needed because the Validation Client of the OCR is already used.
Based on the configured exceptions, the validation step is triggered if any of these
exceptions occurs.
You can configure the exceptions in the VIM Foundation Process Configuration (/
OTX/PF00_IMG), profile PS08_BCF_INV, process step VALIDATE for several
characteristics (countries). For more information, see Section 7.1.8 “Maintaining
process steps” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCP-CGD). You can enhance the standard
configuration according to your needs.
The accountant has several options to resolve exceptions, including sending the
invoice process to other users. The following options are available:
Send mail
Sends a standard email. The invoice can be attached. The invoice process stays
in the inbox of the accountant.
Inquiry
Sends a question (as process step) to any user. The invoice process is sent to the
selected user. The accountant can see the process in the Outstanding tab.
Submit
The validation process is finished. All remaining exceptions are bypassed. An
invoice draft is created in the background. The invoice is forwarded to the
process step if process exceptions are occurring.
Return to vendor
Sends an email to the supplier. The process is obsoleted afterwards.
Set to obsolete
The workflow is finished in status obsolete.
Capture Validation
The Capture Validation button opens the validation screen in Capture Mode.
Values from the invoice can be captured directly from the invoice image.
Enrich Data
Missing data can be automatically determined based on the configured
enrichments. Currently, the following enrichments are configured as default:
Simulate
The Simulate action calls the Simulation Screen where business exceptions can
be bypassed or activated.
• Changing the invoice draft with the Manage Supplier Invoice app
• Bypassing
You can configure the exceptions in the VIM Foundation Process Configuration (/
OTX/PF00_IMG), profile PS08_BCF_INV, process step DRAFT_CHK1 for several
characteristics (countries). For more information, see Section 7.1.8 “Maintaining
process steps” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCP-CGD). You can enhance the standard
configuration according to your needs.
The accountant has several options to resolve exceptions, including sending the
invoice process to other users. The following options are available:
Go to invoice
Edit the invoice in the Manage Supplier Invoice app.
Go to supplier
Open the vendor fact sheet.
Send mail
Send a standard email. The invoice can be attached. The invoice process stays in
the inbox of the accountant.
Inquiry
Send a question (as process step) to any user. The invoice process is sent to the
selected user. The accountant can see the process in the Outstanding tab.
Refer
Send to a specific role: Buyer, Requester, or other accountant specialists.
Submit
The process is sent to background processing. If all exceptions are resolved, the
invoice is posted automatically. The invoice will return to the process step if any
exceptions are still not resolved.
Return to vendor
Send an email to the supplier. The process is obsoleted afterwards.
Set to obsolete
The workflow is finished in status obsolete.
If all exceptions are resolved or bypassed, the invoice can be posted. This can be
done either manually in the Manage Supplier Invoice app or by background posting
when submitting the process step. After posting, the exceptions are checked again,
for example if approvals are still missing or if the invoice is blocked.
After resolving these after-posting exceptions, the invoice process can be finished by
using the Submit option.
Technical information
In the invoice header table, the field
DUP_STATUS is set to D.
3 HEAD_CURR Local currency of This rule checks for invoices where the
receiver currency differs from the currency of the
company code.
4 HEAD_VATEX VAT specified This rule checks if a proper tax code is
entered.
5 ITEM_POREL Release of purchase This rule checks if all purchase orders are
order released.
6 ITEM_POCUR Currency of This rule checks if the invoice currency is
purchase order matching the currency of the purchase
orders.
7 ITEM_ACKN Acknowledgment This rule checks for missing
of purchase order acknowledgments in the purchase orders.
8 HEAD_VAUD Supplier audit trail Vendor specific checks according to the
invoice profile setting. See Section 41.4.7
“Invoice profile” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration
Guide for Invoice Solution (VIM-CGD).
9 HEAD_AMT Invoice amount Amount based checks according to the
invoice profile setting. See Section 41.4.7
“Invoice profile” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration
Guide for Invoice Solution (VIM-CGD).
Technical information
In the invoice header table, the field
APPR_STATUS is set to A in case of
approval and to R in case of rejection.
The coder gets the GL line items from the accountant. They can enter the cost
assignment to the supported cost objects. Lines provided by the accountant cannot
be deleted.
The coder can split existing lines and distribute the amounts to several cost objects.
Split lines can be deleted. In this case, the coder needs to restore the balance of the
original line.
Go to supplier
Open the vendor fact sheet.
Inquiry
Send a question (as process step) to any user. The invoice process is sent to the
selected user. The accountant can see the process in the Outstanding tab.
Refer
Send to a specific role (for example accountant or other coders).
Confirm
Confirm the entered coding and send the process back to the accountant. The
invoice draft is updated in the background.
Reject
The process is set to Rejected and sent back to the accountant for further
processing.
Split coding
Line items provided by the accountant can be split up to several cost objects.
Add attachments
In the document section, the coder can add additional attachments to the invoice
process.
Check coding
Check the entered coding.
Note: The checks will only do some validation of the entered cost objects
as described in Section 41.5.3 “Configuring the Enter Cost Assignment
Simple app” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIM-CGD). A full simulation of the
invoice posting is not performed.
23.4 Approval
The accountant sends an invoice to approval to get the authorization for posting or
payment of the invoice. There may be several approval steps required. As standard,
a 4-eye based approval is necessary. For more information, see Section 41.4.1
“General settings” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIM-CGD).
Go to supplier
Open the vendor fact sheet.
Inquiry
Send a question (as process step) to any user. The invoice process is sent to the
selected user. The accountant can see the process in the Outstanding tab.
Refer
Send to a specific role, for example accountant or other coders.
Approve
Approve the entered coding.
• If all exceptions are resolved, the invoice is posted in the background and the
workflow is finished.
• If all exceptions are resolved and the invoice was already posted before the
approval, the payment block is removed in the background and the
workflow is finished.
• In case of remaining exceptions, the invoice process is returned to the
accountant in the Process Step.
Reject
The process is set to Rejected and sent back to the accountant for further
processing.
After Image
Technical option to realize an delta upload from the source systems into the SAP
NetWeaver BW system. A data record loaded as After Image provides the status
of the record after it has been changed, or after data has been added.
Aging Report
Part of the Central Reporting infrastructure. The Aging Report reports about the
aging of documents and work items in the current system.
Approval Portal
VIM web interface for approving invoices.
Archive system
Computer system that enables storage, management and retrieval of archived
data and documents
ArchiveLink
Service integrated in the SAP NetWeaver Application Server ABAP for linking
archived documents and the application documents entered in the SAP ERP
system.
Authorization profiles
The SAP administrator assigns authorizations to the users that determine which
actions a user can perform in the SAP system. These authorizations are stored in
Authorization profiles.
Automation Report
Tool that provides data about automated and manual processing steps of VIM
documents
BAdI
BAPI®
SAP programming interface: Business Application Programming Interface
Baseline
Set of functionality with pre-defined configuration and the starting point to
implement VIM
BasisCube
See: InfoCube
BDC ID
Business Data Communication ID. The BDC ID is used by the system to process
an SAP transaction to create an SAP Document in user context.
Block
Situation where an invoice has a price or quantity variance that prevents invoice
from posting
BTE
Business rules
Rules that describe the operations, definitions and constraints that apply to an
organization
Central Reporting
Reporting infrastructure that provides several reports that enable you to measure
certain properties of VIM documents and their work items, in order to optimize
working with VIM. Central Reporting comprises the following individual reports:
Aging Report, Central Audit Report, Exception Analysis Report, Key Process Analytics
Report, Productivity Report, and Summary Report.
Characteristic
Type of InfoObject in SAP NetWeaver BW that represents descriptions of fields,
such as Vendor ID, Invoice Number, Unit of Measure, and Posting Date.
COA
Coding
Coding allocates an invoice to G/L account and cost object if required.
Dashboard
User interface that organizes and presents information in a way that is easy to
read. Users can also perform actions from the dashboard.
DataSource
Set of fields in SAP NetWeaver BW that provide the data for a business unit for
data transfer to the SAP NetWeaver BW system; technically, it contains an extract
structure and an extraction function module.
DocuLink
OpenText™ DocuLink for SAP Solutions enables the archiving, management and
retrieval of SAP CRM or SAP S/4HANA documents from within the SAP
infrastructure.
Document type
Type of document such as PO, Non PO, OCR, Non OCR
DP
DSO
DTP
EDI
Exception
Action that is not part of normal operations or standards
FI
IAP
IDoc
IE
Inbound Configuration
Connection to various inbound channels, for example scanned paper documents,
fax, email, or IDoc, and the corresponding configuration.
Indexing
Process of entering or storing data into the system
InfoArea
Folder in SAP NetWeaver BW to organize InfoCubes, DataStore Objects, InfoObjects,
and InfoObject Catalogs
InfoCube
Self-contained dataset in SAP NetWeaver BW, for example, of a business-oriented
area; an InfoCube is a quantity of relational tables arranged according to the
enhanced star schema: A large fact table in the middle surrounded by several
dimension tables
InfoObject Catalog
Folder structure in SAP NetWeaver BW to organize InfoObjects
InfoObject
Smallest information unit in SAP NetWeaver BW. Key figures and Characteristics
are collectively called InfoObjects.
InfoPackages
Object in SAP NetWeaver BW that specifies when and how to load data from a
given source system to the SAP NetWeaver BW system
InfoProvider
Object in SAP NetWeaver BW for which queries can be created or executed.
InfoProviders are the objects or views that are relevant for reporting.
Invoice characteristic
A value specific to each invoice (for example country) that allows flexible
processing in VIM. An invoice characteristic is determined during runtime and
depends on the corresponding index data of the document.
Invoice coder
Person who enters the accounting info on invoices to allocate the cost
Invoice requester
Person who requested goods and services for Non PO invoices
Key Figure
Type of InfoObject in SAP NetWeaver BW that represents numeric values or
quantities, such as Number of Invoices and Gross Invoice Amount.
KPI Dashboard
Tool for managers showing VIM related process data at a glance in graphical
charts.
LIV
MM
MultiProvider
Object in SAP NetWeaver BW that is based on InfoCube(s), DataStore Object(s),
and/or InfoObject(s). A MultiProvider is used as a layer for the creation of end user
queries; the MultiProvider itself does not contain any data; rather, data resides in
the BasisCubes.
Namespace
Name range reserved by SAP for customer objects and SAP objects to make sure
that objects are not overwritten by SAP objects during the import of corrections or
an upgrade
Number range
Array of numbers that can be used for an object in the SAP S/4HANA system
OCR
Park
Situation where an invoice is not posted and is waiting for further processing
Perspective
Web Services element that defines which item related data is displayed in the
Fiori Task App and where. A perspective defines the content and visual
appearance of items for a specific area of the screen in the Fiori Task App. The
Fiori Task App displays only one perspective at the same time.
PIR
PO
Price variance
Situation where the price on the invoice is different from the price in the purchase
order
Process Chain
Sequence of processes in SAP NetWeaver BW that are scheduled to wait in the
background for an event; used to automate, visualize and monitor the processes.
Process Configuration
Easy and technically simplified configuration of complex business scenario
aspects. Process Configuration covers profile configuration, profile assignment,
and authorizations.
Process Foundation
Flexible framework to configure and run processes. It utilizes generic workflow
definitions, which are processed by the SAP Business Workflow engine.
Process options
Processing options for the user in the dashboard, such as Referral, Authorization,
and Actions
Process type
Process type for a document. The process type determines the initial actor and
various collaboration options available to the various actors during the process
flow.
Productivity Report
Part of the Central Reporting infrastructure. The Productivity Report reports
about the productivity of users/roles and the activities of users/roles.
PSA
Quantity variance
Situation where the quantity on the invoice is different from the quantity in the
purchase order
Roles
Set of predefined roles for the SAP user
Scan operator
Person who scans the invoices into images (may not have a SAP ID)
Summary Report
Part of the Central Reporting infrastructure. The Summary Report provides a
summary of all documents processed through VIM.
Transformation (TRF)
Object in SAP NetWeaver BW to connect source objects to data targets; it allows
to consolidate, cleanse and integrate data
TRF
VAN
Web Services
Underlying technical concept of the Fiori Task App interface. You configure the
complete content of the Fiori Task App either by customizing or by implementing
an interface for the Web Services.
Workflow
SAP Business Workflows can be used to define business processes that are not yet
mapped in the SAP S/4HANA system.