01 VIM 7.0 Overview

AgendaVIM OverviewVIM ComponentsVIM Process ViewVIM FlowVIM DashboardsProcessing BlocksProcess SwimlanesAP Scenarios using VIMDelivery ModelPreparing the ConfigurationTransactionsAbbreviations

VIM OverviewOpenText Vendor Invoice Management is packaged solution for managing invoices. VIM preprocess data before creating SAP document. Once system validates all the business rules and pass the document then document in SAP is created.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 is a packaged business solution that is developed and tested in coordination and partnership with SAP.

Learning Services April 14, 2012 Overview *

VIM OverviewSAP Invoice Management by OpenText (VIM) is a packaged business solution for managing vendor invoices.VIM solves a business problem - paying correct amount to vendors on time and with the lowest cost.VIM delivers not technology but best-practice business processes.VIM provides values to customers in process efficiency, visibility and compliance.VIM is SAP centric.VIM is an add-on to your SAP ERP system, the majority of the functions 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 NetWeaver Portal.VIM integrates with standard SAP functions: Invoice Verification, Financial Processing, etc.


VIM Components


VIM Components

TermDescriptionOCR with ICCOptical Character Recognition with Invoice Capture Center. The component automates the capture of paper invoices by using OCR to extract invoice data.Document ProcessingThis component captures invoice metadata, handles suspected duplicate invoices and collaborates with the other components.Invoice ApprovalThis component receives a list of invoices to be approved and codes and approves the invoices.Approval PortalThis is a Java based Approval Portal infrastructure running on SAP NetWeaver Application Server (Java Stack). It is similar to the Invoice Approval but has a Web interface.Mobile ApprovalThis component allows the user to approve invoices on a mobile devices like iPhone, iPad, Blackberry and android based mobiles.Exception HandlingThis component allows for the handling of exceptions that arise before the SAP document is created.VIM Reporting/AnalyticsVIM Reporting uses various reports to analyze the status of invoices in the SAP system.VIM Analytics overlooks the invoices in progress in a unified dashboard.


VIM Components

TermDescriptionSAP CRM SSF IntegrationThis component integrates VIM with the SAP CRM SSF component for the creation of Service Requests from VIM dashboards. It also provides VIM invoice information in a Vendor Factsheet inside the Accounting Interaction Center (AIC).SAP NetWeaver BIThis component integrates VIM with SAP NetWeaver Business Intelligence Content in order to integrate, transform and present relevant statistics from the SAO BI component.


VIM Process OverviewVIM integrated into the Scan to Payment process, can be viewed in several stagesImage captureKey data captureValidation of the dataCreation of the SAP documentPosting of the SAP document


VIM Process OverviewImage 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 might employ an SMTP interface that routes e-mail invoices from the e-mail server to the SAP VIM application. In both cases, Archive Server is used to store the incoming invoice image. This image is now available in the Archive Server and is linked to the new VIM Document Processing (DP) Document.

Key Data Capture: Now that the invoices are reflected in SAP, it is time to extract the key data fields from the image. There is a pre-defined job running in SAP which looks for the notification that an image has been achieved and is queued in SAP for processing. When a new invoice is detected, the ICC server is invoked (If ICC is being used) and the OCR process begins. All fields which are identified during extraction are saved with the Document Processing document that was created in the previous step.


VIM Process OverviewValidation: Now, the document becomes ready for validation by the company personnel. At this stage, another job has run which notifies the persons responsible for checking the invoice extraction (or for manual extraction if OCR is not used). The document is opened by the coder, the fields in the invoice are either validated, corrected, or complemented.

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

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


VIM FlowOAWDSMTP Interface


VIM FlowArchive ImageUpdates to DPDocumentArchive ImageManual IndexingArchive Image


VIM FlowDP Document Submitted forApprovalArchive ImageDocument posted in SAPSAP FIDocument


VIM DashboardsVIM DashboardsDP Dashboards: includes the indexing screen, is the user interface for the DP Workflow. This can be accessed from SAP Business Workplace, Integrated Invoice Cockpit and from the VIM Workplace.VIM Invoice Exception Dashboard: is the user interface for processing documents through the Invoice Exception processes. This can be accessed from SAP Business Workplace or Integrated Invoice Cockpit.OpenText Unified Dashboard: a standard and unified dashboard for all invoices.OpenText Approval Portal: a web-interface for approving invocies.


VIM DashboardsSAP Workflow and Exception Handling: SAP workflow can be visualized as the thread that connects all the tasks in the VIM portion of Scan to Payment. This can be accessed via VIM Workplace.

VIM Analytics: provides user with clear data reports on DP documents with exceptions as well as the Invoice Exception work items. It allows for the tracking of the documents routed through SAP workflow by VIM.


Processing BlocksFrom functional and technical perspective, the overall processing comprises the following processing blocksDocument Processing (DP)For front-end SAP document creationPO parking processingFor handling parked PO invoicesPO blocking processingFor handling blocked PO invoicesNon-PO parking processingFor handling parked non-PO FI invoicesInvoice ApprovalFor approving and coding invoices


Process Swimlanes


Process SwimlanesBusiness blue print sessions, result in a set of finalized swimlane diagrams represents the to-be process. The swimlane shown, is an example of such a process swimlane that is delivered with the VIM Baseline Configuration. A swimlane diagram comprises the following main items:Process Description: The description in the headline represents the process scenario.Roles: Each lane represents a business role, a unique grouping of people required to collaborate to complete the process.Dashboard: The dashboard is the user interface for the actors in the process. The dashboard type identifies the VIM component that is used to realize a specific functionality. The following dashboard types are available:DP dashboard: The DP dashboard represents a process as implemented in the Document Processing component of VIM.


Process SwimlanesVIM dashboard: The VIM dashboard represents a process as implemented in the Invoice Exception component of VIM for parked invoices.VIM line dashboard: The VIM line dashboard represents a process as implemented in the Invoice Exception component of VIM for blocked PO based invoices for line level blocks.VIM header dashboard: The VIM header dashboard represents a process as implemented in the Invoice Exception component of VIM for blocked PO based invoices for header level processes.Options: Various options are available to the actors during the processing of invoices. These are represented as individual items next to the dashboard block.


AP Scenarios using VIMLike standard SAP, VIM can be configured to suit the needs of the individual customer.For reference, two simple scenarios are:Processing a Non PO-based Invoice with VIMProcessing a PO-based Invoice with VIM


1. Processing a Non PO-based Invoice with VIM


1. Processing a Non PO-based Invoice with VIMThe typical steps for processing a Non PO-based invoice into SAP with VIM 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.


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


2. Processing a PO-based e-invoice with VIMIn the typical processing scenario for a PO-based invoice, the following steps will be executed:The e-invoice arrives via a group e-mail account.The e-invoices are delivered via an interface and processed through 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 VIMThe document is posted in SAP.


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


Preparing the ConfigurationThis section describes the activities that need to be done prior to implementing VIM.Install and configure an archiving system that supports SAP Content Server HTTP Interface.Complete business process blueprint sessions: Final process design swimlane diagrams are available.Create User IDs with appropriate developer and configuration authorizations. Authorizations need to include developer as well as workflow administrator authorizations.Create ArchiveLink document types or at least finalize the list of the document types etc.Check for any existing BAdI implementations for definition INVOICE_UPDATE. Check to see if there is any conflicting code that could prevent parking reasons in PO/Non PO invoices from showing up.Complete appropriate FI and MM-Purchasing customizations, so FI and logistics invoices can be created in the system.


Transaction Codes

CodesDescription/OPT/SPROVIM Configuration/OPT/VIMVIM Menu/OPT/VIM_IICIntegrated Invoice Cockpit/OPT/VIM_WPVIM WorkplaceSBWPSAP Business Workplace/OPT/VIM_ANALYTICSVIM Analytics/OPT/VIM_SUMMSummary Report/OPT/VAN_LIABILITYCurrent Liability Report/OPT/VIM_AGINGAging Report/OPT/VIM_EXCP1Exception Analysis Report/OPT/VIM_KPA1Key Process Analytics Report/OPT/VIM_AUDITCentral Audit Report/OPT/VIM_PROD1Productivity Report/OPT/VIM_7CX1_DIS/OPT/VIM_LICENSE/OPT/REMINDER


Transaction Codes

CodesDescription/OPT/CP_9CX5Create Role/OPT/CP_9CX2Create Role Template/OPT/CP_9CX2Assign Template to Roles/OPT/CP_9CX4Role Determination Settings/OPT/VIM_7CX1Maintain Old Chart of Authority (COA)/OPT/VIM_APPR_COAMaintain Chart of AuthorityOAC2Create Document TypeOAC3Link SAP Object, Document Type and Logical ArchiveOAD2Create Document ClassOAD5Create Document Type using WizardPFTSTask Agent AssignmentOAWSMaintain Archiving Pre-settingsOAWDStore Documents/OPT/VIM_1CX1Create new DP Document Type/OPT/VIM_8CX1Create new Process Type/OPT/VIM_9CX1Maintain BDC Procedure for DP


Transaction Codes

CodesDescription/OPT/VIM_1CX12Global Configuration Parameters for DP/OPT/VIM_1CX7Configure Re-Scan reasons/OPT/VIM_1CX8Configure Obsolete reasons/OPT/VIM_1CX19Check VIM Installation/OPT/VIM_VALROL_CFGConfigure Channels/OPT/VIM_7AX8ICC Monitoring Tool/OPT/VIM_7AX7OCR Test Tool/OPT/VIM_IMG421Configure Rejection reasons/OPT/VIM_IMG412Configure Resubmit for Approval/OPT/VIM_IMG241Event Linkage for PO Parking Invoice Processing


Abbreviations

AbbreviationDescriptionVIMVendor Invoice ManagementSIMSAP Invoice Management Solution by OpenTextOCROptical Character RecognitionICCInvoice Capture CenterIICIntegrated Invoice CockpitDPDocument ProcessingIAPInvoice ApprovalCOAChart of AuthorityTOATable of Optical Archiving (Archiving tables in db)ALVSAP List ViewerBDCBatch Data CommunicationSAINTSAP Add-on Installation ToolSPAMSupport Package Manager in SAPSSFShared Service FrameworkAICAccounting Interaction Center


Abbreviations

AbbreviationDescriptionKPIKey Performance Indicator



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01 VIM 7.0 Overview

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