Audience: This is for those who are familiar with OpenText VIM.


Introduction

OpenText VIM is packaged solution for managing invoices. With OpenText VIM one can better manage the workflow of the invoices, pay correct amount to vendors, create various types of invoices, get the aging report, keep check and various validations (document type, invoice information etc.), elimination of errors and duplicate check. Having a highly configurable design allows VIM to accommodate various business scenarios and cater needs to various organizations.

VIM preprocess data before creating SAP document. Once system validates all the business rules and pass the document then document in SAP is created. DP comprises of following:

Components

Description

Document Type

Highest level attribute. It determines screen layout and SAP transaction to be called.

Process Type

Each document type needs at least one process type. It affects the process flow. It determines initial actors and collaboration options available to actors.

Business Rules

Sets of logical conditions required for validating data from external systems.

Roles

Grouping of actors in various categories

Options and option types

The two basic options are: Actions and Referrals. Actions are based on transactions or workflow tasks.

Duplicate Check infrastructure

For configuring different duplicate check logic

Configuring DP document types

OpenText provides standard document types for most of the scenarios however one can create a custom document type by following below steps:

1. Create SAP ArchiveLink Doc Types: Go to T-Code OAC2 and create new SAP ArchiveLink document type by providing values for Document Type, Description and Document Class.

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It is recommended to maintain one SAP ArchiveLink for each DP doc type even if the process is same as it allows separation of database and custom functions.

2. Create new DP Doc Type:

    a. Go to T-code /n/OPT/VIM_1CX1

    b. Click on ‘New Entries’ button (In case you wish to edit existing one then double click on the document type)

    c. Enter following details: Description, Document Index Type (Indexing using OCR, Online Indexing, No Indexing, and Indexing using IDOC), Invoice Type, Number Range, SAP FI Doc type, Archive Doc Type, Line Item Data, Duplicate Check Group, Duplicate Check Role, Default Process type, Posting Role, Rescan Role, Check Display Index Data checkbox, Check Skip Dashboard checkbox and Check Display Image checkbox.

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NOTE: Indexing is a process of filling up the invoicing details in the DP document.

3. Define Process Type:

    a. Got to T-Code /n/OPT/VIM_1CX1. Select the created DP Document Type

    b. Double Click on Document Process and select the process type. Click on Details button

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    c. Check the Active checkbox button. Select the value of BDC transaction ID and Background Tran ID (BDC transaction ID is used to process an SAP transaction to create SAP document in user context. Background Tran ID is used to process SAP transaction to create SAP document in background). Enter value of Autopost flag (X: for background processing) and parking reason.

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4. Configure Index screen option:

    a. Go to T-Code /n/OPT/VIM_1CX1. Select the created DP Document Type.

    b. Double click on Index Screen Option and click on New Entries Button.

    c. Provide following details: Process Type, Description, Current Role (Role which processes the Work Item), Check on Allow Changes check box, check Show Duplicates check box, select Initial Tab (Dashboard and Index Data), Select Enable Simulate in case you want to skip certain business rules, check Disable Obsolete check box in case you want to hide obsolete button in dashboard and check Disable Rescan check box in case you want to hide Rescan button in dashboard.

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5. Configure Automatic Image Display:

    a. Go to T-Code SM30 and enter /PTGWFI/Z_CONST in Table/View and Click Maintain.

    b. Under product code 005 double click constant DASHBOARD_IMAGE_AUTO. Enter value X and save.

6. Define Process Type determination sequence:

    a. Go to T-Code /n/OPT/VIM_1CX1. Select the create document type and double click on Proc. Type. Det. Sequence.

    b. Enter following details: Step Id, Process type, check Exclude from Simulate checkbox to exclude business rule from simulation and check Bypass      possible checkbox to enable bypass of business rule

Pic6.jpg

    c. Select the step and double click on Sequence Steps. Enter value for Step Sequence, Field Name for the field that needs to be validated, check type (Table Field, Check Function, Constant Value, Required Field)

Pic7.jpg

7. Maintain PO line Determination: When data is captured from external system then PO line number might not be supplied thus this step helps to determine the PO line number in such scenario.

    a. Go to /n/OPT/VIM_POL

    b. Enter PO Line Det. ID (should start with 1), Check Function (custom function to determine PO line number. It is blank by default and OpenText standard function module is used).

    c. Double click on PO Line Determination Fields and maintain fields you to bed used for PO line determination and save.

Pic8.jpg

    d. Go to /n/OPT/VIM_1CX1. Double click on Document Type and enter the value for Determination Logic ID. Save.

8. Maintain Tax Code Determination:

    a. Go to T-Code /n/OPT/VIM_1CX1. Double click on Document Type and select the radio button for required option. In order to get the tax code from vendor master then select ‘Tax Code from Vendor Master’.

    b. In case tax is determined using OpenText tax table (table: /OPT/VIM_TAX_CFG) use t-code /n/OPT/VIM_BL_TAX_CFG

    c. Select applicable checkbox for tax calculation (Auto Calculate Tax, Allow Zero Tax Rate, and Allow without Rate).

Pic9.jpg

9. Configure Duplicate Check: This is to check in case a duplicate document is created. After identifying the document can be routed back to the predefined role for further processing.

    a. Go to T-Code /n/OPT/VIM_1CX5

    b. Click on New Entries button and enter the Duplicate Check Group number, Description, Duplicate Check Type (Function Module and Index Data Field) and Ext. Dup. Check Function. Select Run Duplicate Check in Central System

Pic10.jpg

    c. Select the created group and double click on group field and mention the fields for duplicate check

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10.  Determine PO invoices by Vendor Table: Table /OPT/VT_DOC_DET contains vendors that send PO based invoices. Vendor can send invoices without providing PO number. If vendor is not found in this table then system checks for PO number.

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36 Comments

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  1. Raja Ramasamy

    Hi Pankaj,

    Thanks for the high level document

    Can we implement VIM without ICC ? You have not mentioned anything about workflow setting.

     

    Regards

    Raja

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    1. Pankaj Pareek Post author

      Hi Raja,

      I am planning to publish more documents on VIM giving insights on various configuration settings including chart of authority and workflow settings.

      VIM can be implemented without ICC also but ICC helps to significantly reduce the effort and time. It also streamlines your AP management by handling complex scenarios. All the projects I have worked on have ICC.

      If you need document on any specific topic then please let me know. I will try to share one with you on that topic.

      Regards

      Pankaj Pareek

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  2. Luz Ángela del Pilar Castro Castillo

    We are working on how does it work with the flow of Coder-Requester-Approver, as well we have been configurating old COA because if we try directly in the new COA the fields don´t let it to be changed.

     

    Another question is that we have more than one capture location and we don´t know how to reflect this from ICC in VIM.

     

    Thanks for any help,

     

    Pilar C.

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    1. Pankaj Pareek Post author

      Hi Luz Ángela del Pilar Castro Castillo,

      I have already started preparing document for chart of authority. I will include Invoice Approval Process (IAP), Chart of Authority (COA) and various roles in that. We are already working with Coder-Requester-Approver process in my current project and so I will share some scenarios with you in that.

      I will check for your second question on ICC. I have received few queries on ICC so that will be my next topic once done with COA.

      Regards

      Pankaj Pareek

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  3. Alejandro Jimenez

    Hi Pankaj.

     

    thanks for the document, really it was helpfull for us during our implementation.

     

    Currently we have a question for you.

     

    when the invoice skip the validation in VIM, the system created a finantial document in status LOCKED. then we need to cancel or delete the document. how can we avoid this behavior.

     

    We know that VIM uses the BAPI- BAPI_INCOMINGINVOICE_CREATE and we wanted include new validations (type MIRO) into this one.

     

    we tried with the EXIT   EXIT_SAPLMRMH_015 with FM MRM_DUPLICATE_INVOICE_CHECK’ but it wasnt succesfull.

     

     

    we would aprecciate your help. we had considered diferents options without results.

    thanks in advanced. have a nice day.

     

     

     

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    1. Pankaj Pareek Post author

      Hi Alejandro Jimenez,

      I am glad that this document helped you. You can also check: OpenText VIM: Invoice Approval Process and Chart of Authority

      Coming to your question. The scenario is not very clear to me. We can manually exclude few or all the validation under business run and post the DP document which will in turn post invoice.

      Do you wish to make sure that all validations are applied and then only DP document is posted? Please elaborate with example as what you are trying to achieve and then I will be able to help you with it. Looking forward to hear from you.

      Thank you

      Pankaj Pareek

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      1. Alejandro Jimenez

        Hi PAnkaj.

         

        Thanks for your answer.

         

        you are right in your sentence:

        Do you wish to make sure that all validations are applied and then only DP document is posted?

         

        HEre we dont have different status or procces for the invoices as PARKED,Waiting by approval. etc. we POst directly the invoices

         

        All DP that VIM proccessed could to become Invoices posted in ECC. so. when the system tries to check the invoice, finished with error. and the invoice is created in status LOCKED. We want to avoid this status, and avoid the error before that the invoice is creating.

         

        Example. The vendor send us the same invoice twice. we had configuration error in our validations, So, VIM never detected the duplicity for these documents.

             The first time the system creates the Invoice and post it. the second time, the system create one also with status Locked, because the combination PO/GR is consumed for the invoice proccesed in the step early.

         

             Would be great if we could include validations into the BAPI during the creation, like: check the tolerances, the variation in the quantities, other validation no standard.

         

        actually we have diferents validations in VIM, and we checked the duplicity in order to avoid problems. but we want to know if we have the option to do it during the invoices creation.

         

        Kindly regards.

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        1. Pankaj Pareek Post author

          Hi Alejandro,

          Thank you for providing detail description. I understand that you wish to put some validations before the DP document is posted for invoice creation so that in case any validation is missing or not applied then it is being taken care of by exceptions thrown by SAP system and DP document does not goes into locked status.

          I am have do little research on this but we applied 23 more business rules from the one that already are available in order to handle the situation even for tolerances and variation (as decretion and accretion scenarios).

          I will check if I can get something to address your problem.

          Regards

          Pankaj Pareek

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  4. GUILLERMO DANIEL FUENTES SEPULVEDA

    Hello Pankaj:

     

    I tried to contact you via private message but since we are not connected I can’t do so.

     

    I see that you’ve published material on OT-VIM, by any chance do you have any more material or documentation?

     

    I’ve been trying to get documentation on the matter but unlike SAP, documentation on VIM is really scarce on the web.

     

    We currently have an implementation on the company but we have a lot of issues since the entire implementation was produced by a consulting firm and they are extremely tight on releasing any documentation on what the did.

     

    Any additional info you have will be very much appreciated.

     

    Regards!

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    1. Pankaj Pareek Post author

      Hi Guillermo,

      Sorry for delayed response. I have been very busy lately. I do have documents but they are too large to share. I know documents are easily available on this topic. I will suggest to take help of a VIM consultant on this. He/She will be able to address to all your concerns.

      Regards

      Pankaj Pareek

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  5. Harshmeet Singh

    Thanks for the Description. I have a SAP VIM OpenText application and want to modify the text of the hyperlink or hide few buttons.

     

    Where can I find the code for making such changes. Any .war or jsp files you can suggest

     

     

    Thanks

    Harshmeet

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    1. Pankaj Pareek Post author

      Hi Harshmeet,

      In my understanding you want to make changes to button like “Refer to AP Processor” etc. These are part of process options. When you define a process option you can choose to make them a button or hyper link. You can also edit the text that will be displayed. Go to /n/opt/spro and search for process option. The path for it is different for version 6 and version 7.

      Once you have made changes to the process options then go to define process type. Under each process type you need to add or remove the process option against the role (like, AP_PROC, REQUISTIONER, INDEXER etc) to make the button available or not.

       

      Also, in case you want to make any field hide or visible or mandatory for a DP document then please edit Header or line item details for DP document. The path is again different for version 6 and 7.

       

      Hope this helps

      Regards

      Pankaj Pareek

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  6. Johan Baylift

    Hi Pankaj,

     

    First of all, thanks for the post: Really hopeful.

     

    We have an issue and I hope you could help us:

     

    Our users had a VIM document for one PO, but decided to post it out of VIM. And now, they would like the VIM document to be linked to the MM incoming invoice document (/OPT/VIM_2HEAD-BELNR_MM,…..), the workflow to be finished and, consequently, the WI to disappear from their inbox.

     

    Is there any standard way of achiving this? Or at least finising the wf withouth using nor an option ID neither the set to obsolete button? A Z report could also be in the scope.

     

    I hope you could help us… And thanks in advance, anyway.

     

    Best regards,

    Johan

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    1. Pankaj Pareek Post author

      Hi Johan,

       

      I am glad that the post was helpful to you.

       

      I pondered a lot on your question. Sorry but I was not able to figure out a standard way to do that without doing any customization. I am checking on this and if I get anything I will come back to you.

       

      Warm Regards,

      Pankaj Pareek

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      1. Johan Baylift

        Hi Pankaj,

        Helpful and hopeful, because starting with VIM needs for a lot of hope and help… Now we have managed to control the beast, but it was quite difficult at the beginning and these posts encougared us to go on.

        I supposed (probably wrong) this couldn’t be managed via the standard with an Option ID or whatever. Please, if you know of an standard way of doing so, please let us know: the standard is always the best option, an only a question of managing that change of customizing with our users.

        And thanks a lot for your feedback. Best regards,

        Johan

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  7. Prasad Chougule

    Hi Pankaj,

     

    I am getting one Issue in VIM notifications from OT ,we have configure a class  OPT/CL_C_IDH_CHANNEL_EMAIL , email is coming to SOST inbox but not triggering OT Class, Email is not reaching to VIM .

     

    Any Help appreciated.

     

    Many Thanks,

    Prasad.

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  8. rahul reddy

    Hi Pankaj.

     

    thanks for the document, really it was helpfull for us during our implementation.

     

    Currently we have a question for you.

    can we create one presetting folder for ocr and non ocr senario??

    if yes how system will identify wheather it is PO or NPO….

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      1. Parveen Sultana

        Hi Pankaj,

         

        Can you pls help me with the configuration of using DMS with Open Text on Sales & Purchasing for storing documents of type PDF, TIFF, WORD.

         

        Sales – Sales Contracts, Delivery, Invoice

        Purchasing – Purchase Contracts

         

        Requirement is to store the documents on to the SAP document from local desktop and which gets stored in Open Text.

         

        Thanks

        Parveen

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  9. Priyank Dev

    Hi Pankaj,

    I am from workflow background and would like to know the process and customizing needed to drive the workflow in VIM.I would also like to know from scratch from workflow perspective that are being used for VIM implementation.Could you please share any documents to help me peruse in VIM.

    Regards,
    Priyank

    (0) 
    1. Pankaj Pareek Post author

      Hi Priyank,

      Sorry for delayed response. I have been very busy with current assignment and was not able to check SCN.

      I am not having any documents prepared for it now. I will try to prepare one and share but this might take some time for me due to current engagements. Please drop your query in the meantime.

      Thank you

      Pankaj Pareek

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  10. Uday Goutham Reddy Narreddy

    Hi Pankaj,

    We have got an issue, For non po, if approver doesn’t have manager, it is going for one more level of approval, and the next level of approver doesn’t have an option to approve or Reject.

    We don’t want it to go for next level of approval, we want to post it after 1st approver approve.

    Please help in resolve it.

    Regards
    Uday

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    1. Pankaj Pareek Post author

      Hi Uday,

      Sorry for the delayed response. I believe the issue must have been resolved by now.

      If not then please share COA settings. Also, let us know if you are using any custom solution for this. Like in my current project I am using Z table for managing this due to additional complexities.

      Regards

      Pankaj Pareek

      (0) 
  11. gaurav khairnar

    Hello Pankaj,
    I am try to Post Non-PO invoice in development system by clicking on Apply Rules in DP document dashboard of SBWP, after this i am getting document status as created in /n/opt/vim_analytics with same role of NPO_INDEXER.
    but when i am performing the same activity in qaulity document status appear as Awaiting approval and goes for approval with another role.
    I ma from technical background so not able to find any particular missing config as coding is same in both systems.
    can you please try to suggest some points.

    BR
    Gaurav

    (0) 
    1. Pankaj Pareek Post author

      Hi Gaurav,

      Sorry for delayed response. I hope this is resolved. There can be two possibilities:

      1. The configuration for process type for the DP document might differ in both environment
      2. The document is having faulty data due to which a business rule is failing and sending it back to the Indexer.

      In order to check this you will need help from some functional consultant. It will be difficult for me to help you without sharing the screen and checking into your system.

      Regards

      Pankaj Pareek

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  12. HARIKRISHNA KUNIGAL-YOGA

    Hi Pankaj,

    I have gone through your  open text VIM Basic configuration document, I need to configure user email address in ICC , Not sure of steps. Request your kindness to help me – please provide the steps to configure user email address in ICC. Thanks in advance.

     

    H.Yoga

    (0) 
  13. Lokesh Maini

    Hi Pankaj,

    Thanks for the information, It is really very helpful.

    Can you tell me how archive document type is linked to DP document type ?

    I mean how a particular DP document type is picked up when we drag and drop in OAWD ?

    (0) 
  14. Patrick Meldrum

     

    Hi Pankaj,

     

    May i know the settings required to work for Ariba invoices into VIM[Open text] , recently we had our quality refersh post Ariba invoices are not passing into VIM.

     

    (0) 

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