OpenText VIM: Basic configuration for Document Processing (DP) document typesIntroduction

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.

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

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

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).

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.

OpenText VIM: Invoice Approval Process and Chart of AuthorityIntroduction:

The document provides the overview of invoice approval process cycle in OpenText VIM for both PO and Non-PO invoices along with important configuration steps involved. It also covers linkage of process types and chart of authority in invoice approval process along with their configurations.

 

Invoice Approval Process:

OpenText VIM provides the facility to approve the invoices before they are created in SAP. The approval system is easily configurable and highly customized with provision of multi-level approval. Approval process is available for both PO and Non-PO based invoices. Non-PO invoices support multilevel approval. PO invoices have only one step approval but can be customized for multilevel approval. Approval can be delayed by sending the invoice to AP Processor first. Approval process ends when the invoice is approved and posted or deleted or rejected.

 

Important roles involved in invoice approval process:

1. Coder : Person responsible for entering accounting data.2. Requester : Person who has requested the goods or services.3. Approver : Person responsible for approving the invoices.4. AP Processor : Member of Accounts Payables team responsible for dealing with invoices.

NOTE: Above mentioned roles are the basic roles involved in the IAP however one can create additional roles.

Figure 1: Invoice Approval Process

Approval can be handled at two stages:

1. DP processing stage : Process type needs to be configured accordingly (steps to configure the process type are written below). Approval workflow can be started by clicking ‘Submit for Approval’ option.

2. After conversion of DP document into SAP parked invoice : Appropriate parking reason has to be provided. Create parking reason if required. Based on the parking reason workflow starts. Approval workflow is triggered by changing the parking reason. Trigger points can be configured for this by going to /n/opt/spro > Configuration > Non PO Processing > Invoice Approval Process > Approval Workflow > Additional Configuration – Web Approval. Below is the screen shot.

Figure 2: Configuration for document parking reason

BLOCKRSN 9 is for PO based invoice and V is for Non-PO based invoice. ‘Start Approval Immediately’ starts the workflow immediately without delay.

 

Configure Process type: A process type needs to be created for approval when approval is required at DP processing stage. Process type can be defined using transaction /n/opt/vim_8cx1. Below are the important fields:

 

Process type number : 5 digit unique number. Process type : Description of Process type. Initial Actor : User that gets the work item. Initial Actor Function : If no initial actor is available then it is picked from the function module

specified here. Is Exception : If this check box is selected then process type will be not be relevant for

automatic document processing. Auto Start : If this check box is not checked then Initial Actor manually starts the workflow else

it is automatically started. Create SR : If this is checked then automatic service request is created. Country Check : Checks country specific configurations. Workflow Type : Opentext Approval Workflow or External Workflow can be selected for this. Task ID Binding Function Max Retry Counter Retry Time (Minutes) Mail Config ID Function Module for Rcvr Email Function Module to send email Logical System : Enter the name of the system where the external workflow is supposed to

run.

Figure 3: Process Type

 

To receive and send email the configurations are done in the process type for respective function modules.

 

IAP Process Configuration:

 

Below are the important steps involved in the invoice approval configuration.

Defining Multi Level Approval : For PO invoices a custom extension is required. If the approver rejects the invoice then it is send back to previous approver. If the first approver rejects the invoice then it is send to AP department. The user from AP department has the option to select the approver if process is started from DP dashboard. Approvers are maintained in Chart of Authority.

Driving the Approval Flow for DP Invoices : The process starts when invoice gets the process type for approval or ‘Submit for Approval’ button is clicked. For Non-PO invoices the initial approver is usually entered in the indexing screen in the Email ID field. For PO invoices the approver is the requisitioner.

Driving the Approval Flow for Parked Invoices : The process starts when document is parked or ‘Submit for Approval’ button is clicked.

Defining Approval Hierarchy and Approval Level : Approval hierarchy can be implemented by either using OpenText delivered approval hierarchy table or customization as per business needs. OpenText delivered approval hierarchy table allows defining the approver, coder and

respective hierarchy for them along with approval amount, currency, company code and plant for which the user is authorized to approve.

Defining the Expense Type : For few expenses (Marketing Expense, Office Supply, Communication, Utility, etc.) a different path might be required and for this expense types are configured which allows defining different approval limits for different expense types. Expense type can be created by going to /n/opt/spro and then to LiveLink VIM - Configuration > Non PO Processing > Invoice Approval Process > Setup Approval Chain > Expense Types > Maintain Expense Types. Create the expense type, provide description and indicate if approval is required for the expense type.

Figure 4: Expense Types

Defining Approval Access Rights : Some of the access rights are: Approve, Coding, Coding_Display, Coding_Delegation, Override, Look_ahead and Configuration

Configuring the Email Notification : Approvers will receive email notifications if any new invoice is waiting for their approval for this method Get_Approver_List of business object type /ORS/INVAP is used to get the approvers and method SENDEMAIL is called to send the mail. The actual function to create the send request is /PTGWFI/CP_SENDMAIL. The body of the mail can be easily configured.

Configuring the Certify Message : When approver approves the invoice then a message is displayed. This can be configured at /n/OPT/SPRO transaction and follow LiveLink VIM -Configuration > Non PO Processing > Invoice Approval Process > Technical General > Invoice Approval Configuration. Maintain the text id here that needs to be shown post approval.

Figure 5: Certify Message Configuration

Configuring General Ledger Fields and Search Help for Web Screen Fields : This can be done at LiveLink VIM - Configuration > Non PO Processing > Invoice Approval Process > Financial Processing > Online Coding > GL Titles.

Figure 6: General Ledger Fields and Search Help for Web Screen Fields

 

Chart of Authority:

 

Chart of Authority (COA) is required to setup the approval hierarchy for Non-PO invoices. In case of PO invoices baseline implementation determines therequester as the first approver and is the only approver unless a customization is done for PO approver. In COA one can configure the approval hierarchy, the approval limit and coder for the invoice approval process. T-code to access the COA is /n/opt/vim_7cx1. There are three views available in COA.

 

User Details View : It contains the general details for all the users like user id, user’s manager id, if user is allowed for bulk approval or not, department of user, email address, telephone number, default coder etc. If the requirement is to allow the approval to go first to the approver and then to the manager then maintain the manager for the user in this view without manually entering the user in COA Details View. The data for the user is automatically populated in COA Details View.

Figure 7: User Details View

COA Details View : In this view the data for approval are maintained like approval amount up to which approver can approve, currency for which approver is allowed to process approval, company code and cost center for which approver is authorized etc. Thus it basically controls the approver limit and scope of approval.

Figure 8: COA Details View

Coder Details View : This is where coders are maintained for the requester. Thus due to this configuration the system knows from where to pick the coder for a particular requester. If the ‘Default’ check box is ticked then it means that user is always a coder.

Figure 9: Coder Details View

The user details contains all the users and the managers to whom invoice will go for approval. The approval limit is set in COA details and corresponding coder can be determined from coder details. Thus process type helps to know is approval is required or not and COA helps to know who will be approving.