8/20/2014 OpenText VIM: Basic configuration for Document ... | SCN

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created by Pankaj Pareek on Feb 10, 2014 6:36 PM, last modif ied by Pankaj Pareek on Feb 10, 2014 6:48 PM

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.

OpenText VIM: Basic configuration forDocument Processing (DP) document types

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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.

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.

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.

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

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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)

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.

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).

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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

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

check

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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7 Comments

Like (1)

Raja Ramasamy Jul 2, 2014 8:36 AM

Hi Pankaj,Thanks for the high level documentCan we implement VIM without ICC ? You have not mentioned anything about workflow setting. RegardsRaja

Like (1)

Pankaj Pareek Jul 2, 2014 10:58 AM (in response to Raja Ramasamy)

Hi Raja,I am planning to publish more documents on VIM giving insights on various configurationsettings including chart of authority and workflow settings.VIM can be implemented without ICC also but ICC helps to significantly reduce the effortand time. It also streamlines your AP management by handling complex scenarios. All theprojects I have worked on have ICC.If you need document on any specific topic then please let me know. I will try to share onewith you on that topic.RegardsPankaj Pareek

Like (1)

Luz Ángela del Pilar Castro Castillo Jul 4, 2014 8:17 PM (in response to Pankaj Pareek)

Hi Pankaj, New COA is giving me a hard time, it would be nice to have some more infobeside those in VIM books by OT. Thanks, Pilar

Like (1)

Pankaj Pareek Jul 6, 2014 6:01 AM (in response to Luz Ángela del Pilar Castro

Castillo)

Hi Luz Ángela del Pilar Castro Castillo,Give me few days I will prepare document on COA. Also if you need anyspecific information then let me know. I will try to include that also.RegardsPankaj Pareek

Like (1)

Luz Ángela del Pilar Castro Castillo Jul 7, 2014 10:45 PM

We are working on how does it work with the flow of Coder-Requester-Approver, as well we havebeen configurating old COA because if we try directly in the new COA the fields don´t let it to bechanged. Another question is that we have more than one capture location and we don´t know how to reflectthis from ICC in VIM. Thanks for any help, Pilar C.

Pankaj Pareek Jul 8, 2014 10:23 AM (in response to Luz Ángela del Pilar Castro Castillo)

Hi Luz Ángela del Pilar Castro Castillo,I have already started preparing document for chart of authority. I will include InvoiceApproval Process (IAP), Chart of Authority (COA) and various roles in that. We are alreadyworking with Coder-Requester-Approver process in my current project and so I will sharesome scenarios with you in that.I will check for your second question on ICC. I have received few queries on ICC so that willbe my next topic once done with COA.

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Like (1)

RegardsPankaj Pareek

Like (1)

Luz Ángela del Pilar Castro Castillo Jul 8, 2014 3:11 PM (in response to Pankaj Pareek)

Great! Thank you... Pilar C.