VIM Overview

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Vendor Invoice Management 7.0

VIM Overview

Rohit Malik


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Agenda

VIM Overview

VIM Components

VIM Process View

VIM Flow

VIM Dashboards

Processing Blocks

Process Swimlanes

AP Scenarios using VIM

Delivery Model

Preparing the Configuration

Transactions

Abbreviations


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VIM Overview

OpenText Vendor Invoice Management is packaged solution formanaging invoices.

VIM preprocess data before creating SAP document. Oncesystem validates all the business rules and pass the documentthen document in SAP is created.

With OpenText VIM one can better manage the workflow of theinvoices, pay correct amount to vendors, create various types ofinvoices, get the aging report, keep check and variousvalidations (document type, invoice information etc.),elimination of errors and duplicate check. Having a highlyconfigurable design allows VIM to accommodate various business

scenarios and cater needs to various organizations.

VIM is a packaged business solution that is developed and testedin coordination and partnership with SAP.


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VIM Overview

SAP Invoice Management by OpenText (VIM) is a packagedbusiness solution for managing vendor invoices.

VIM solves a business problem - paying correct amount to vendorson time and with the lowest cost.

VIM delivers not technology but best-practice business processes.

VIM provides values to customers in process efficiency, visibility and

compliance. VIM is SAP centric.

VIM is an add-on to your SAP ERP system, the majority of thefunctions and processes run inside your SAP ERP system.

VIM deals only with invoices that will be posted to SAP ERP.

VIM uses SAP technology: ABAP, Workflow, and SAP NetWeaverPortal.

VIM integrates with standard SAP functions: Invoice Verification,Financial Processing, etc.


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VIM Components


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VIM Components

Term Description

OCR with ICC Optical Character Recognition with Invoice Capture Center. Thecomponent automates the capture of paper invoices by usingOCR to extract invoice data.

DocumentProcessing

This component captures invoice metadata, handles suspectedduplicate invoices and collaborates with the other components.

InvoiceApproval

This component receives a list of invoices to be approved andcodes and approves the invoices.

Approval Portal This is a Java based Approval Portal infrastructure running onSAP NetWeaver Application Server (Java Stack). It is similar tothe Invoice Approval but has a Web interface.

Mobile Approval This component allows the user to approve invoices on amobile devices like iPhone, iPad, Blackberry and android based

mobiles.ExceptionHandling

This component allows for the handling of exceptions that arisebefore the SAP document is created.

VIMReporting/Analytics

VIM Reporting uses various reports to analyze the status ofinvoices in the SAP system.

VIM Analytics overlooks the invoices in progress in a unifieddashboard.


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VIM Components

Term Description

SAP CRM SSFIntegration

This component integrates VIM with the SAP CRM SSFcomponent for the creation of Service Requests from VIMdashboards. It also provides VIM invoice information in aVendor Factsheet inside the Accounting Interaction Center(AIC).

SAP NetWeaverBI

This component integrates VIM with SAP NetWeaver BusinessIntelligence Content in order to integrate, transform and

present relevant statistics from the SAO BI component.


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VIM Process Overview

VIM integrated into the Scan to Payment process, can be viewed inseveral stages

Image capture

Key data capture

Validation of the data

Creation of the SAP document

Posting of the SAP document


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Image Capture:Typically, companies receives invoices via mail or e-mail. In both cases, the invoice image must be saved and SAP must be

notified that an invoice has arrived. For ingesting the invoice,companies can use a scanning device with Enterprise Scan or mightemploy an SMTP interface that routes e-mail invoices from the e-mailserver to the SAP VIM application. In both cases, Archive Server is usedto store the incoming invoice image. This image is now available in theArchive Server and is linked to the new VIM Document Processing (DP)Document.

Key Data Capture: Now that the invoices are reflected in SAP, it istime to extract the key data fields from the image. There is a pre-

defined job running in SAP which looks for the notification that animage has been achieved and is queued in SAP for processing. When anew invoice is detected, the ICC server is invoked (If ICC is being used)and the OCR process begins. All fields which are identified duringextraction are saved with the Document Processing document that wascreated in the previous step.


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Validation: Now, the document becomes ready for validation by thecompany personnel. At this stage, another job has run which notifies

the persons responsible for checking the invoice extraction (or formanual extraction if OCR is not used). The document is opened by thecoder, the fields in the invoice are either validated, corrected, orcomplemented.

SAP Document Creation: If the invoice in question here, is not aduplicate invoice and passes all business rules, an SAP document iscreated.

Posting of the SAP Document: Now the DP document and therespective SAP document are available for the levels of approval thatare necessary in the company (configurable). After approval, the SAPdocument is then posted in SAP.


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VIM Flow

ScannerPaperInvoice

OAWD

Archive Server

E-Invoice

E-mail

Server

SAP/VIM

EnterpriseScan


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VIM Flow

Indexer populatesKey fields

Archive Server

OCC Extraction

SAP/VIM

Validation Client

SAP/VIM

Updates to DPDocument

Manual Indexing

Archive

Image


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VIM Flow

AP Processors

Archive Server

SAP/VIM

SAP/VIM

DP DocumentSubmitted for

Approval

Archive

Image

SAP/VIM

Approver

Document posted in SAP

SAP FIDocument


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VIM Dashboards

VIM Dashboards

DP Dashboards:includes the indexing screen, is the user interfacefor the DP Workflow. This can be accessed from SAP BusinessWorkplace, Integrated Invoice Cockpit and from the VIM Workplace.

VIM Invoice Exception Dashboard: is the user interface forprocessing documents through the Invoice Exception processes. Thiscan be accessed from SAP Business Workplace or Integrated Invoice

Cockpit.

OpenText Unified Dashboard: a standard and unified dashboardfor all invoices.

OpenText Approval Portal:a web-interface for approving invocies.


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VIM Dashboards

SAP Workflow and Exception Handling: SAP workflow can bevisualized as the thread that connects all the tasks in the VIMportion of Scan to Payment. This can be accessed via VIMWorkplace.

VIM Analytics: provides user with clear data reports on DPdocuments with exceptions as well as the Invoice Exceptionwork items. It allows for the tracking of the documents routedthrough SAP workflow by VIM.


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Processing Blocks

From functional and technical perspective, the overall processingcomprises the following processing blocks

Document Processing (DP)

For front-end SAP document creation

PO parking processing

For handling parked PO invoices

PO blocking processing

For handling blocked PO invoices

Non-PO parking processing

For handling parked non-PO FI invoices

Invoice Approval

For approving and coding invoices


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Process Swimlanes


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Process Swimlanes

Business blue print sessions, result in a set of finalized swimlanediagrams represents the to-be process. The swimlane shown, isan example of such a process swimlane that is delivered with theVIM Baseline Configuration. A swimlane diagram comprises thefollowing main items:

Process Description: The description in the headline

represents the process scenario. Roles:Each lane represents a business role, a unique grouping

of people required to collaborate to complete the process.

Dashboard:The dashboard is the user interface for the actors

in the process. The dashboard type identifies the VIM componentthat is used to realize a specific functionality. The followingdashboard types are available:

DP dashboard: The DP dashboard represents a process asimplemented in the Document Processing component of VIM.


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Process Swimlanes

VIM dashboard: The VIM dashboard represents a process asimplemented in the Invoice Exception component of VIM for parked

invoices.

VIM line dashboard:The VIM line dashboard represents a processas implemented in the Invoice Exception component of VIM forblocked PO based invoices for line level blocks.

VIM header dashboard:The VIM header dashboard represents a

process as implemented in the Invoice Exception component of VIMfor blocked PO based invoices for header level processes.

Options:Various options are available to the actors during theprocessing of invoices. These are represented as individual itemsnext to the dashboard block.


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AP Scenarios using VIM

Like standard SAP, VIM can be configured to suit the needs ofthe individual customer.

For reference, two simple scenarios are:

Processing a Non PO-based Invoice with VIM

Processing a PO-based Invoice with VIM


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1. Processing a Non PO-based Invoice with VIM


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1. Processing a Non PO-based Invoice with VIM

The typical steps for processing a Non PO-based invoice into SAP withVIM are as follows:

The documents are sorted in the mailroom.

The documents are scanned with a scanning device.

The documents are archived to an Archive Server.

OCR is performed on the documents in order to capture metadata,validate metadata, and release to SAP.

A duplicate check is performed against the document.

The validity of the tax code is checked.

The validity of the vendor is checked. Coding of the accounting details is done.

The invoice is approved.

The document is posted in SAP.


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2. Processing a PO-based e-invoice with VIM


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2. Processing a PO-based e-invoice with VIM

In the typical processing scenario for a PO-based invoice, thefollowing steps will be executed:

The e-invoice arrives via a group e-mail account.

The e-invoices are delivered via an interface and processedthrough ICC.

The documents are archived to an Archive Server.

A duplicate check is performed against the document.

PO reference can be used to fill in missing invoice data.

The invoice is approved in VIM

The document is posted in SAP.


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Delivery Model

As VIM is basically a scenario, its function may best be described as aproblem solution. It enables the flexible configuration of a company's

payment workflow. To this end, VIM is delivered with a so-calledBaseline Configuration, a set of pre-defined configurations that workout of the box. In conjunction with other OpenText products such asOpenText Archive Server it is possible to realize comprehensivesolutions. Core Functions are the technical foundation of VIM: SAPscreens, functions, workflow templates, web pages, etc.


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Preparing the Configuration

This section describes the activities that need to be done prior toimplementing VIM.

Install and configure an archiving system that supports SAP ContentServer HTTP Interface.

Complete business process blueprint sessions: Final process designswimlane diagrams are available.

Create User IDs with appropriate developer and configurationauthorizations. Authorizations need to include developer as well asworkflow administrator authorizations.

Create ArchiveLink document types or at least finalize the list of thedocument types etc.

Check for any existing BAdI implementations for definitionINVOICE_UPDATE. Check to see if there is any conflicting code thatcould prevent parking reasons in PO/Non PO invoices from showing up.

Complete appropriate FI and MM-Purchasing customizations, so FI andlogistics invoices can be created in the system.


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Transaction Codes

Codes Description

/OPT/SPRO VIM Configuration

/OPT/VIM VIM Menu

/OPT/VIM_IIC Integrated Invoice Cockpit

/OPT/VIM_WP VIM Workplace

SBWP SAP Business Workplace

/OPT/VIM_ANALYTICS VIM Analytics

/OPT/VIM_SUMM Summary Report

/OPT/VAN_LIABILITY Current Liability Report

/OPT/VIM_AGING Aging Report

/OPT/VIM_EXCP1 Exception Analysis Report

/OPT/VIM_KPA1 Key Process Analytics Report/OPT/VIM_AUDIT Central Audit Report

/OPT/VIM_PROD1 Productivity Report

/OPT/VIM_7CX1_DIS

/OPT/VIM_LICENSE

/OPT/REMINDER


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Transaction Codes

Codes Description

/OPT/CP_9CX5 Create Role

/OPT/CP_9CX2 Create Role Template

/OPT/CP_9CX2 Assign Template to Roles

/OPT/CP_9CX4 Role Determination Settings

/OPT/VIM_7CX1 Maintain Old Chart of Authority (COA)

/OPT/VIM_APPR_COA Maintain Chart of Authority

OAC2 Create Document Type

OAC3 Link SAP Object, Document Type and Logical Archive

OAD2 Create Document Class

OAD5 Create Document Type using Wizard

PFTS Task Agent AssignmentOAWS Maintain Archiving Pre-settings

OAWD Store Documents

/OPT/VIM_1CX1 Create new DP Document Type

/OPT/VIM_8CX1 Create new Process Type

/OPT/VIM_9CX1 Maintain BDC Procedure for DP


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Transaction Codes

Codes Description

/OPT/VIM_1CX12 Global Configuration Parameters for DP

/OPT/VIM_1CX7 Configure Re-Scan reasons

/OPT/VIM_1CX8 Configure Obsolete reasons

/OPT/VIM_1CX19 Check VIM Installation

/OPT/VIM_VALROL_CFG Configure Channels

/OPT/VIM_7AX8 ICC Monitoring Tool

/OPT/VIM_7AX7 OCR Test Tool

/OPT/VIM_IMG421 Configure Rejection reasons

/OPT/VIM_IMG412 Configure Resubmit for Approval

/OPT/VIM_IMG241 Event Linkage for PO Parking Invoice Processing


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Abbreviations

Abbreviation Description

VIM Vendor Invoice Management

SIM SAP Invoice Management Solution by OpenText

OCR Optical Character Recognition

ICC Invoice Capture Center

IIC Integrated Invoice Cockpit

DP Document Processing

IAP Invoice Approval

COA Chart of Authority

TOA Table of Optical Archiving (Archiving tables in db)

ALV SAP List Viewer

BDC Batch Data CommunicationSAINT SAP Add-on Installation Tool

SPAM Support Package Manager in SAP

SSF Shared Service Framework

AIC Accounting Interaction Center


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Abbreviations

Abbreviation Description

KPI Key Performance Indicator


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Date post:	01-Mar-2018
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