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This guide describes the technical and functional aspects of administering OpenText Vendor Invoice Management 6.0.
VIM060000-AGD-EN-3
OpenText Vendor Invoice Management Administration Guide VIM060000-AGD-EN-3 Rev.: 18. July 2011
This documentation has been created for software version 6.0. It is also valid for subsequent software versions as long as no new document version is shipped with the product or is published at https://knowledge.opentext.com. Open Text Corporation 275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1 Tel: +1-519-888-7111 Toll Free Canada/USA: 1-800-499-6544 International: +800-4996-5440 Fax: +1-519-888-0677 Email: support@opentext.com FTP: ftp://ftp.opentext.com For more information, visit http://www.opentext.com
Table of Contents
1
1.1 1.2 1.2.1 1.2.2 1.2.3 1.3 1.4 1.5
Introduction ............................................................................... 9
About Vendor Invoice Management......................................................... 9 About the Document .............................................................................. 11 Target Readership ................................................................................. 11 Related Documents................................................................................ 11 Conventions ........................................................................................... 12 Contact Information................................................................................ 13 Customer Support .................................................................................. 13 High Availability...................................................................................... 14
2
2.1 2.2 2.3 2.4
Understanding VIM.................................................................. 15
Delivery Model ....................................................................................... 15 Workflow Scheme .................................................................................. 16 Process Swimlanes................................................................................ 17 Extensions to VIM .................................................................................. 18
Part 1 3
3.1
Administering VIM
19
Administration Tools............................................................... 21
VIM Customizing IMG ............................................................................ 21
4 5
5.1
6 7
7.1 7.2
Maintaining Chart of Authority ............................................... 31 Setting Up Substitutes for Workflow Processes ................... 33
Setting Up a Substitute for the SAP Inbox ............................................. 33 Setting Up a Substitute for the IAP Process .......................................... 37
8
8.1 8.2
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9 10
10.1 10.2
11
11.1 11.2 11.3
12 13
13.1 13.1.1 13.1.2 13.1.3 13.2 13.3 13.4 13.5 13.6 13.7 13.8 13.9 13.10 13.11 13.12 13.13 13.14 13.15
14
14.1
15
15.1
16
16.1 16.2 16.3 16.3.1 16.3.2
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ALV Grid (Data View)........................................................................... 108 Configuring VIM Notifications............................................................... 109 Configuring Notification and Email Options ......................................... 109 Configuring the Notification Email Body .............................................. 112 Configuring the Notification Email Title ................................................ 113 Excluding Notification Users ................................................................ 114 Configuring User Preferences.............................................................. 116 Maintaining a Notification Email Formatting Function Module............. 118
17 18
18.1 18.2 18.3 18.4 18.5 18.6 18.7 18.8 18.9 18.10 18.11 18.12 18.12.1 18.12.2 18.12.3 18.12.4 18.12.5 18.12.6 18.12.7
Multiple Backend System ..................................................... 119 Administering Central Reporting ......................................... 121
Maintaining Logical Systems for the Aggregation Report.................... 124 Running the Aggregation Report for the CUST_PREFL Group .......... 126 Creating Variants of the Aggregation Report for Each Group ............. 128 Maintaining Reporting Tables .............................................................. 128 Activating Specific Role and Exception Mapping................................. 132 Scheduling the Collection Report......................................................... 132 Scheduling the User Master Report..................................................... 134 Scheduling the Text Master Report ..................................................... 134 Scheduling the Aggregation Report ..................................................... 135 Scheduling Batch Jobs for Central Reporting ...................................... 135 Cleaning Up Central Reporting Tables ................................................ 138 Maintaining Thresholds for the Key Process Analytics Report ............ 139 Constant KPA_TS_1STPASS_NO ...................................................... 141 Constant KPA_TS_1STPASS_PERC.................................................. 143 Constant KPA_TS_LIAB_AMOUNT1 .................................................. 144 Constant KPA_TS_LIAB_AMOUNT2 .................................................. 145 Constant KPA_TS_LIAB_AMOUNT3 .................................................. 146 Constant KPA_TS_PROCDOCS_NO.................................................. 147 Constant KPA_TS_PROCDOCS_PERC ............................................. 149
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19.1 19.2 19.3 19.3.1 19.4 19.4.1 19.4.2
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20.1 20.1.1 20.1.2 20.1.3
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21
21.1 21.2
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22.1 22.1.1 22.1.2 22.1.3 22.2 22.3 22.4
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23.1 23.1.1 23.1.2 23.1.3 23.1.4 23.2 23.3 23.3.1 23.3.2 23.4 23.5 23.5.1 23.5.2 23.5.3 23.6 23.7 23.8 23.9 23.10 23.11 23.12 23.13 23.14 23.15
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24.1 24.1.1 24.1.2
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24.1.3 24.1.4 24.1.5 24.2 24.2.1 24.2.2 24.2.3 24.2.4 24.2.5 24.3 24.4
Preconditions and Cause ..................................................................... 218 Solution Details .................................................................................... 218 Running the Year End and Month End Procedure .............................. 219 Processing PO Based Documents (LIV Invoices) ............................... 221 Symptoms ............................................................................................ 221 Reference SAP Notes .......................................................................... 221 Preconditions and Cause ..................................................................... 221 Solution Details .................................................................................... 222 Running the Year End and Month End Procedure .............................. 222 Testing the Year End Procedure.......................................................... 224 Using the Year End Run Log ............................................................... 225
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25.1 25.2
26 GLS IDX
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Chapter 1
Introduction
1.1 About Vendor Invoice Management
VIM is an abbreviation for SAP Invoice Management by OpenText.
VIM is a packaged business solution. 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 an add-on to your SAP system, the majority of the functions and processes run inside your SAP 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
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Chapter 1 Introduction
Automate the capture of paper invoices by using OCR to extract invoice data.
Document Processing
Capture invoice metadata. Handle suspected duplicate invoices. Collaborate with others.
Invoice Approval
Approval Portal
Java based Approval Portal infrastructure running on SAP Web Application Server. Similar to Invoice Approval but with Web interface.
Approve invoices on a mobile device, for example a Blackberry, using OpenText Everywhere (OTE).
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1.2
VIM Reporting: Use various reports to analyze the status of invoices in your system. VIM Analytics: Overlook the invoices in progress in a unified dashboard.
Integrate VIM with the SAP CRM SSF component to create Service Requests from VIM dashboards. Provide VIM invoice information in Vendor Factsheet inside the Accounting Interaction Center (AIC).
The product ISO image comprises the complete product CD-ROM in one *.iso file. The product ISO image is available in the OpenText Knowledge Center. To access the ISO image, select the product family page and then click the Downloads link. The documentation for all products and all supported versions is available in the OpenText Knowledge Center. See the Release Notes for details and links. In the Knowledge Center, select the product family page, and then click the Documentation link. If the required product belongs to the OpenText Content Server family, click the Content Server Module Documentation link and then select the product from the list. Note: You can find the latest information on manuals and online help files for each product in the corresponding Release Notes. This includes the identification codes of the current documentation.
For VIM, the product ISO image is available here: https://knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=14583402 You find the documentation for VIM here: https://knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=10151494
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Chapter 1 Introduction
1.2.3 Conventions
User interface This format is used for elements in the graphical user interface (GUI), such as buttons, names of icons, menu items, and fields.
Filenames, commands, and sample data
This format is used for file names, paths, URLs, and commands at the command prompt. It is also used for example data, text to be entered in text boxes, and other literals. Note: If you copy command line examples from a PDF, be aware that PDFs can contain hidden characters. OpenText recommends copying from the HTML version of the document, if it is available.
KEY NAMES Key names appear in ALL CAPS, for example: Press CTRL+V. <Variable name> Angled brackets < > are used to denote a variable or placeholder. The user replaces the brackets and the descriptive content with the appropriate value. For example, <server_name> becomes serv01. Internal cross-references Click the cross-reference to go directly to the reference target in the current document. External cross-references External cross-references are usually text references to other documents. However, if a document is available in HTML format, for example, in the Knowledge Center, external references may be active links to a specific section in the referenced document. Warnings, notes, and tips
Caution
Cautions help you avoid irreversible problems. Read this information carefully and follow all instructions.
Important Important notes help you avoid major problems. Note: Notes provide additional information about a task. Tip: Tips offer you quicker or easier ways of performing a task.
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1.3
Contact Information
Usage tips, help files, and best practices for customers and partners. Information on product releases. User groups and forums where you can ask questions of OpenText experts.
The OpenText Knowledge Center (https://knowledge.opentext.com) is OpenText's corporate extranet and primary site for technical support. The Knowledge Center is the official source for the following:
Product downloads, patches, and documentation including Release Notes. Discussion forums, Online Communities, and the Knowledge Base. OpenText Developer Network (OTDN), which includes developer documentation and programming samples for OpenText products.
If you need additional assistance, you can find OpenText Corporate Support Contacts at http://support.opentext.com/.
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Chapter 1 Introduction
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Chapter 2
Understanding VIM
2.1 Delivery Model
As 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.
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Figure 2-1: Workflow scheme Each VIM workflow process has the same basic steps: Validate metadata The metadata or index data are validated against the SAP database. If validation fails, an exception is triggered. Check duplicates The validated metadata is used to check whether the new invoice has been entered already. If the new invoice is suspected to be a duplicate of any existing invoice, an exception is triggered. Apply business rules Invoice pre-processing: Business rules are applied to detect additional exceptions before posting. Post for payment The invoice is posted and released for payment.
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Process Swimlanes
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Chapter 3
Administration Tools
VIM provides the following tool that serves for administration purposes:
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Chapter 4
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Fiscal Year fiscal year of the document that you want to clear Program: /ORS/000007_LOCK_CLEANUP Description: Releases invoice locks as set by Web approval workflow. Suggested minimum frequency: Every 30 min. Parameters: None Program: /OPT/VIM_R1A_REMINDER Description: Sends out VIM reminder emails for overdue items. Suggested minimum frequency: Once a day Parameters: Select Background Mode Table /OPT/T852 defines the number of grace days. Program: RSWWERRE Description: Restarts work items that are in error status. This job reduces workflow administration. Suggested minimum frequency: As defined by the workflow configuration Parameters: None Program: /OPT/VIM_TRIGGER_HEADER_WF Description: Triggers the LIV Header Level Workflow. Suggested minimum frequency: Twice a day or more often, depending on the requirements Parameters: None Program: /OPT/VR_A_AGGREGATION Description: Runs the Aggregation Report for specific groups to update reporting tables for Central Reporting. See Scheduling Batch Jobs for Central Reporting on page 135 for details. Suggested minimum frequency: Depending on specific groups and requirements Parameters: Use variants for specific groups. Program: /OPT/CR_RERUN_RULES_JOB Description: In the DP Goods Receipt Missing scenario of the Supplier Relationship Management (SRM) scenario, this job will publish the events PSS_Completed and ProcessCompletedExternally. These events will enable the workflow to rerun business rules. If the goods receipt is posted, rerunning the business rules will resolve the GR Missing exception and continue with the next process. If the maximum number of tries is exceeded, the work item will be sent to the dialog user to be resolved manually.
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For Quantity and Price block scenarios, use the standard MRBR job and the OpenText workflow clean up job to resolve work items which are in waiting status. Suggested minimum frequency: Every 4 hours Parameters: Use variants for specific groups. Program: /OPT/VR_UPDATE_FINISH_TIME This is applicable only for customers who had VIM 5.2 earlier. New customers can skip this job. Prerequisite The job /OPT/VR_UPDATE_FINISH_TIME needs the following prerequisite: As the job act on the data stored in Central Reporting Tables, all data must already be collected in Central Reporting Tables. Therefore, the Aggregation Report /OPT/VR_A_AGGREGATION must have run with various variants, see Administering Central Reporting on page 121 for details. Description: Run this batch job only one time. It is part of the post installation activities for work items that are already finished or completed in the SAP system. This job updates the finished time stamp for the work items in the Central Reporting tables. Before introducing this job, the finish time stamp was not updated. For collecting aggregates, it is important to have the finished time stamp. Do not run this job online but as a background job, if data volumes are huge for work items. You can also process parallelly in background jobs: Split the work item IDs into various ranges and use those ranges as job variants. Once the time stamp of the older work items is updated, this job will no longer be needed. For future work items, the regular aggregation report /OPT/VR_A_AGGREGATION will update the finish time stamp by itself. Suggested minimum frequency: Run only one time Parameters: Use variants for work item ID ranges. Program: /OPT/VAN_SYNC_JOB Description: VIM tables /OPT/VIM_HD_DP, /OPT/VIM_HD_PO, /OPT/VIM_PO_WIH, /OPT/VIM_HD_NPO, and /OPT/NPO_WIH are not correctly updated by VIM workflows during the invoice process. The VIM Analytics (VAN) sync job program updates the following fields of the VAN tables:
Table
/OPT/VIM_HD_DP
Field
CURR_AGENT MULTIPLE_AGENTS WI_STATUS
Description Current agent of the DP work item Flag for work item assignment to multiple agents Work item status
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Table
Field
DOC_STATUS_CODE TOTAL_AMOUNT
Description DP document status code Gross amount PO document status code DP document number of PO invoice DP document type Parking reason NPO document status code DP document number of NPO invoice DP document type Current agent of the PO invoice work item Flag for work item assignment to multiple agents Work item status Current role Process option type Process option number Current agent of the NPO invoice work item Flag for work item assignment to multiple agents Work item status Current role Process option type Process option number
/OPT/VIM_HD_PO
/OPT/VIM_HD_NPO
/OPT/VIM_PO_WIH
/OPT/NPO_WIH
You can run the VAN Sync Job by executing the SA38 transaction with program /OPT/VAN_SYNC_JOB or clicking the Sync button in the VAN application toolbar for all selected entries in the list. By clicking the Sync button in VAN, all data of the selected entries will be updated accordingly. You might need to refresh VAN to get the updated data displayed. The selection criteria in the Sync VAN Tables with SAP Data screen are optional. If the Include All check box is cleared, the following workflow and document statuses are excluded for Non PO and PO invoice data selection:
Posted Deleted
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DP document statuses Document Created, Rescan Completed, Confirmed Duplicate, and Obsolete are excluded for DP data selection. The /OPT/VAN_SYNC_JOB program selects Non PO invoices, PO invoices, and DP data from the mentioned VAN tables, according to the selection criteria you entered in the Sync VAN Tables with SAP Data screen. For all these documents, the program gets data from SAP workflow tables, SAP invoice tables, VIM stack tables, and parking monitor tables. Using this data, the program updates the corresponding VAN tables. You can run the program every time when there is a need to synch VIM data with SAP data. It is not recommended to schedule the job for synchronization of all VIM data on a daily basis. Note: The following reports are obsolete and no longer needed:
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Chapter 5
Roles
The VIM role concept is comprehensively described in section 4 "Roles" in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD) that covers the following topic:
Defining roles Defining role templates Assigning templates to roles Maintaining role determination settings
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Chapter 5 Roles
2.
Maintain the FAIL_SAFE user key types Fail Safe and Default Key for all roles, using the following parameters: Note: You only need to maintain one type, based on your requirements. But it is a good practice to set up both types in case you change the FAIL_SAFE type. Agent Type Select the agent type. Agent Id Select the agent Id.
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Chapter 7
To set up a substitute: 1. 2. To access SAP Business Workplace, execute the SBWP transaction or click Menu > Business Workplace. From the menu, select Settings > Workflow settings > Maintain substitute.
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3.
In the Personal Substitutes screen, mark the name and click the Create at the bottom of the screen. substitute button
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4.
In the User screen, enter the SAP user id of the substitute. Click
to confirm.
5. 6.
In the Detail Screen Substitution, insert the validity period. Make sure the Substitution active check box is not selected. Click to save changes.
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7.
To add more substitutes, repeat the steps above. When finished, click to leave the screen.
When the substitute is ready to work on the work items belonging to the substituted person, he or she adopts the substitution and is then able to view and execute those work items. To adopt a substitution: 1. 2. To access SAP Business Workplace, execute the SBWP transaction or click Menu > Business Workplace. From the menu, select Settings > Workflow settings > Adopt substitution.
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7.2
You might be set up as a substitute for more than one person. 3. Select the substitution you want to activate by selecting the check box next to the persons name. Click to confirm.
When you have finished working on the work items belonging to the substituted person, you must end the substitution in order to view your own work items. To end a substitution: Click in the menu: Settings > Workflow settings > End substitution.
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Yvonne is a substitute for Wayne to approve invoices when Wayne is on vacation. However, Wayne has not designated Yvonne as his substitute in the SAP inbox. Wayne is on vacation and there are invoices waiting for approval. You as the VIM workflow administrator set up Yvonne as Waynes substitute so that she can approve the invoices. Note: When a substitute approves an invoice, the audit trail shows that XXXX approves on behalf of YYYY. To set up a substitute for the IAP process: 1. Execute the /ORS/MAIN_SUBS transaction.
2.
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3.
Enter the information of the substituted person and click user ID.
4.
To select the correct person from the list, double-click the entry.
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5.
To designate a substitute for this person, select the Substitutes tab and click Select a substitute.
6.
to search.
7.
To select the correct person from the list, double-click the entry.
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8.
Click
When the substitute accesses the approval page, he or she will be able to view and approve invoices for the substituted person.
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Chapter 8
using MIR4 transaction for PO invoices using FB03 transaction for Non PO invoices
VIM Analytics
FB03 transaction
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2.
Enter the invoice document number, the fiscal year (and the company code in FB03) and click the Display doc button (press RETURN in FB03).
3.
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In the Process History panel, the statuses of one or more workflow processes are displayed. Each process has a separate line. The processes can have one of the following types:
DP dashboard process Parked invoice process within SAP Invoice Approval (IAP) process
4.
To display details of a process, click the View button at the beginning of the line. Approval process details
Click the
Click the
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8.2
2.
If you know the document number, enter it in the Document Number field. Otherwise, search by any selection criteria.
3.
Under Report Options, click the Workflow View option button. Click to execute the record.
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The report shows all applicable invoices, based on your selection criteria.
The Current Agent column indicates the current owner of the work item. 4. To access the Unified Dashboard, select an invoice and click the Dashboard button.
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2.
Enter the following information in the selection screen: Type F (for Workflow, also subworkflow) Task Click the multiple selection button
Date created Enter date range. Time created Enter time range. Tip: You can save the selection criteria as a variant. From the menu, click Goto > Variants > Save as variant. 3. To execute the report, click .
All VIM workflows that have been started during the specified interval are displayed on the Work item selection screen.
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Possible states in the Status column: STARTED Workflow is in progress. COMPLETED Workflow is completed. CANCELLED Workflow has been cancelled. The Work item text column indicates the type of block (1 = price block, 2 = quantity block), the type of parked invoice workflow and other workflow item text. 4. To display further details of a workflow instance, double-click the respective line. In the Workflow log screen, click the display a list with technical details. button in the application tool bar to
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The St (Status) column indicates the status of each individual step of the workflow: Ready for processing In process, but not completed Completed Error Click the icon next to a workflow step to display the agents who own this work item (or possible or excluded agents). 5. A workflow might be in Error status.
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In the Workflow Log (View with technical details), click the highlighted Error field to display the error messages generated by the system.
If the error message shows the indicator Error or exception resolving role <...>, role maintenance is required through the role maintenance transaction.
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Chapter 10
Determining a Role Error in a Workflow on page 55 Restarting Workflow After Fixing a Role Error on page 58
2.
Enter the following information in the selection screen: Type F (for Workflow, also subworkflow)
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Date created Enter date range. Time created Enter time range. Tip: You can save the selection criteria as a variant. From the menu, click Goto > Variants > Save as variant. 3. To execute the report, click .
All VIM workflows with status Error that have been started during the specified period are displayed on the Work item selection page.
4.
To display details of a workflow instance, double-click the respective line. In the Workflow log screen, click the display a list with technical details. button in the application tool bar to
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5.
In the Workflow Log (View with technical details), click the highlighted Error field to display the error messages generated by the system.
A role error is indicated with a message reading Error or exception icon next to the
6.
In the Workflow Log (View with technical details), click the error indicator to view the workflow container.
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The element ACTOR or Next Role indicates which role is causing the error. In the example above, the error role is INFO_PROVIDER. 7. Fix the error, using standard SAP workflow debugging methods.
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Enter the following information in the selection screen: Task ID Click the multiple selection button (
Tip: You can save the selection criteria as a variant. From the menu, click Goto > Variants > Save as variant. 3. To display all workflows in error status, click .
4.
Select the workflow you want to restart and click the Restart workflow button.
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If the workflow is restarted successfully, the entry in the Status column changes from ERROR to STARTED.
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Retrieving Open SAP Work Items of a Specific User on page 61 Reassigning Open SAP Work Items to a Different User on page 64 Reassigning Invoice Approval Items to a Different User on page 67
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2.
Enter the following information in the selection screen: Type ID SAP user ID of the specific user Select the option button To be processed by.
US
3.
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The report shows all SAP work items belonging to the user, regardless of whether they are VIM work items or not. VIM work items have the following task IDs: TS00275278 DP Document Dashboard TS00275267 PO Invoice Dashboard (Header WF) TS00275262 PO Parked Invoice Dashboard TS00275260 Non PO Invoice Dashboard TS00275265 PO Invoice Dashboard (Line Level) 4. Click the icon to view the work item IDs.
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With the work item IDs, you can assign the work items to a different user, see Reassigning Open SAP Work Items to a Different User on page 64.
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Enter the work item ID retrieved in Retrieving Open SAP Work Items of a to execute. Specific User on page 61 and click
Before you can reassign, you must be an owner of the work item. 3. To own the work item, select it and click the Without check button in the application tool bar. This action leads you into either the VIM Dashboard or the DP Dashboard.
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4. 5.
to return to the Execute work items without agent check screen. button in the application tool bar to display the work item.
6.
Click the
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Enter the SAP user ID of the receiver of the work item and click
to execute.
At the bottom of the screen, a confirmation message is displayed: Forwarding carried out.
2.
Enter search criteria to limit the results. VIM 5.2 SP5 introduces the Unreserve Invoices check box: If you search for a specific User Id, select this check box to move also invoices that are in process or reserved.
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If the Invoice Data is known, enter the Company Code, the Document Number, and the Fiscal Year for the invoice you want to reassign and click to execute. The system retrieves the current approver for this invoice and the rest of the invoices waiting for his or her approval. 3. In the Invoice Approval - Usermap Maintenance Utility screen, click Usermap Id > <SAP user ID> > Invoice List, to display the list of invoices for the current approver.
4.
To show the details of the invoice, click the document number in the navigation panel on the left-hand side.
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5.
6.
Enter the new owner of the invoice. Tip: Use the search help to locate the new owner.
7.
Click the Reassign button to complete the reassignment. The invoice is now assigned to the new owner.
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2.
In the Invoice Lock Clean up program screen, enter the following information: Invoice Type
for Non PO invoices: <company code> + <invoice number> + <fiscal year> Example: An invoice with company code 1000, invoice number 1900000036 and fiscal year 2009 results in the invoice key 100019000000362009.
for PO invoices: <invoice number> + <fiscal year> to display invoices that are currently
Tip: If you leave the Invoice Type and Invoice Key fields empty, all currently locked invoices are displayed. 3. To release the lock, click .
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Chapter 13
Administering Workflows
This chapter covers general activities for checking the system status of VIM:
Monitoring Alerts on page 73 Monitoring Activity on page 78 Analyzing System Performance on page 79 Using Logs and Traces on page 79 Using Solution Manager Diagnostics on page 80 Configuring VIM on page 80 Backup on page 80 Data Archiving on page 80 System Availability on page 80 Adaptive Computing on page 81 Restart Mechanism on page 81 Linking Events for VIM Workflows on page 81 Frequently Used SAP Workflow Administration Transactions on page 84 Analyzing Work Items on page 86 Frequently Used SAP Workflow Tables on page 87
You can conduct system performance checks using the SAP standard tools. The SE30 transaction, for example, provides a runtime analysis of projects and components. Resource consumption information can be monitored using the SM50 transaction and other SAP administration utilities that are part of the SAP Computing Center Management System (CCMS). You can use all the SAP standard logs and other infrastructure like the SM13 and SM21 transactions for monitoring.
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The following sections describe how to use the SAP Standard CCMS functionality for alert monitoring.
Background processing of the SAP systems and their application servers The various SAP buffers, their hit rates, and swap rates Transports for a system
Data transfers (SAPconnect, SAP Gateway, Application Link Enabling, LDAP, RFC) Monitored data archiving sessions
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Database (such as table status, performance, backups, data consistency) Overview of the dialog system, broken down by performance attributes Enqueue service. This service allows ABAP applications to lock data so that only they can use it. The locking of the data avoids parallel changes to the data, which would lead to data inconsistency. Entire system (including detailed information about SAP services) Operating system data for any application servers and host systems Security Audit Log and security-relevant messages in the system log Spool system of the SAP system and the individual output servers System log broken down by application servers and individual topic areas Number of logged-on users and configuration settings of application servers
Entire System Operating System Security Spool System Syslog System Configuration
You can copy these monitors and change them. See the SAP online help for more details: http://help.sap.com/saphelp_nw70/helpdata/en/28/83493b6b82e908e10000000a1 1402f/content.htm. To start a monitor, perform the following steps: To start a CCMS templates based monitor: 1. Execute the RZ20 transaction and select the menu option Extras > Activate maintenance function. In the CCMS Monitor Sets screen, expand the SAP CCMS Monitor Templates menu.
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2.
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3.
4.
Return to the SAP CCMS Monitor Templates screen. Click on a line item, for example Utilisation, and click the Properties button in the application tool bar. The Monitoring: Properties and Methods screen displays other settings like methods used and threshold values set.
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As CCMS is a standard monitoring tool from SAP, VIM does not require specific values for the property thresholds. SAP basis needs to decide the level and to set the thresholds for this. To set threshold values: a. b. In the Monitoring: Properties and Methods screen, click the Enter the threshold values and save. button.
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monitor the activity and resources as the business processes are proceeding. For activity monitoring purposes, see Frequently Used SAP Workflow Administration Transactions on page 84.
2.
Select the required trace modes and click on the appropriate button under Trace Requests to start the performance analysis.
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SAP workflow logs are written for every activity of the process and therefore are always available. In addition to the standard system logs, you can use the SM21 transaction to check system activities. See Frequently Used SAP Workflow Administration Transactions on page 84 for transactions you can use for activity logging and traces. VIM also writes log to the standard system log infrastructure. See Working with the Application Log on page 175 for details.
13.7 Backup
The configuration of VIM is stored inside SAP ERP, in the OpenText product tables. A backup of the underlying SAP ERP system ensures the backup of the appropriate configuration, runtime and persistent data. In addition, system transports store any configuration changes that are made.
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The following event linkages can be turned on or off to enable or disable VIM workflows: Table 13-1: Event linkages for VIM workflows
Object type Event Receiver type
FIPP DELETED TS00275270
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Object type
FIPP
POSTED TS00275270
SWW_WI_CREATE_VIA_EVENT
BUS2081
DELETED TS00275270
IAP
SWW_WI_CREATE_VIA_EVENT
BUS2081
POSTED TS00275270
IAP
/OPT/BL_PO_BLK_RECEIVER
BUS2081
POSTED WS00275264
/OPT/FIPP
ZWFI_CREATED WS00275254
/OPT/B2081
ZWFI_PARKED WS00275260
IE
FIPP
DELETED
FIPP POSTED
/OPT/VIM_RPT_RECEIVER_FM
BUS2081 DELETED
/OPT/VIM_RPT_PO_INV_RECEIVER
VAN
BUS2081 POSTED
/OPT/VIM_RPT_PO_INV_RECEIVER
VAN
BUS2081 RELEASED
/OPT/VIM_RPT_PO_INV_RECEIVER
VAN
BUS2081 CANCELLED
/OPT/VIM_RPT_PO_INV_RECEIVER
VAN
To enable and disable VIM workflows: 1. To open the Event Type Linkages screen, execute the SWE2 transaction.
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2.
Create the event linkage entries shown in Table 13-1 (if not already existing) by clicking the New Entries button. To edit an existing event linkage entry, double-click the entry.
3.
To enable the workflow, select the Type linkage active check box. To disable the workflow, clear the check box.
4.
Save your changes with a transport and move this transport to subsequent systems.
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Note: Repeat the procedure for all event linkage entries shown in Table 13-1.
To reassign open SAP work items to a different user, execute the SWIA transaction. See the description in Reassigning Open SAP Work Items to a Different User on page 64. To display all work items (workflow template, dialog task, wait step, background task) based on a custom selection, execute the SWI1 transaction. See the description in Monitoring VIM Workflows on page 49. To display or change event type linkages for VIM workflows, execute the SWE2 transaction. See the description in Linking Events for VIM Workflows on page 81.
To display lists of events published during a specific duration: 1. Execute the SWEL transaction.
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2.
Select the Creation date and Creation time range. To execute, click the button.
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3.
Amongst others, the Receiver function module and the status of the action is displayed.
Analyze work items grouped by date, agent and task. Analyze work items by duration of their execution. Analyze work items by preset deadline.
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Retrieve open work items belonging to a specific user. See Retrieving Open SAP Work Items of a Specific User on page 61.
The following list shows all dialog standard tasks that can be used for SAP standard reports: TS00275278 DP Document Dashboard TS00275267 PO Blocked Invoice Dashboard (Header WF) TS00275265 PO Blocked Invoice Dashboard (Line Level) TS00275262 PO Parked Invoice Dashboard TS00275260 Non PO Parked Invoice Dashboard TS00275253 Invoice awaiting web approval Note: The web approval work items are always assigned to WF-BATCH because the actual action is performed by the user on the web approval page. According to OSS 1227739, it is no longer possible to forward dialog work items to a background user. You can apply the correction according to the OSS note or the corresponding SAP Support Package. In function SWW_WI_FORWARD, an additional check is applied to retrieve the user type (dialog or background). Solution: Work items that have to be executed by a non SAP user must be assigned to a dialog user and not to WF-BATCH. Correction instructions: Create a dummy user of type dialog user in the SAP system. You do not have to assign specific authorizations to the user. Then overwrite the existing default entry WF-BATCH for parameter SAP_PROXY_ID (Product Code IAP) in table /PTGWFI/Z_CONST with the dummy user, using the SM30 transaction. For a list of workflow templates for the VIM process, see Monitoring VIM Workflows on page 49.
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SWWWIHEAD SWW_CONT
Work item header table for all types of work items Container contents for work item (non-object referenced) Container contents for work item (objects only)
SWW_CONTOB
Event log table Agent assignment of work item. The agent assignment information for a particular work item is deleted once the work item is completed.
SWWORGTASK
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invoices that already have an existing SAP document invoices with status Deleted, Obsolete, or Cancelled Important OpenText recommends doing tests of the report on a test system. OpenText also recommends running the report when no users work on the system, because this can cause unexpected values in the posting date field. There are no locks for any objects implemented.
To change the posting date for a bulk of DP invoices: 1. Execute the /OPT/DP_POST_DT_UPD transaction.
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Settings New Posting Date This field is mandatory. Test mode (display invoices) This check box is selected by default. The invoices resulted from the search are only displayed. There is no VIM functionality available in the test mode but you can add and change the displayed fields, using the standard SAP layout button. Exclude empty posting dates Select this check box only in special cases where the posting date is not filled and should not be updated. Document options All ranges in this area are standard search criteria for DP invoices. 2. To execute the bulk change, clear the Test mode check box and click .
A dialog box opens, asking for confirmation. In the dialog box, you still can cancel the whole processing. 3. Confirm the execution. All selected invoices are updated with the entered posting date and displayed in a new view.
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The bulk change also updates VIM Analytics and writes an entry in the process logs.
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Chapter 15
2.
Enter a new role name and click the Create button. The Create Roles screen is displayed.
3.
Click
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4.
In the Copy menus panel, click the From area menu button.
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5.
6.
Click
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7. 8.
Select all check boxes under Area menu and click the Add button at the bottom of the dialog. In the Change Roles screen, save. Select the Authorizations tab.
9.
Click the Propose Profile Name button . The Profile name and Profile text fields are filled automatically.
button.
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If prompted, save the role. The Define Organizational Levels screen is displayed.
11. Enter appropriate values in the From and To field and click the Full authorization button. 12. Click the button to transfer your settings.
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13. Expand all nodes and assign Display authorization to the needed Activity icon next to the field. fields. To define values for an Activity field, click the 14. To add Display authorization for all transaction starting with /OPT/, click the Manually button in the application tool bar.
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15. In the Manual selection of authorizations dialog, enter S_TCODE in the topmost to confirm. Authorization object line and click The new authorization object is displayed in the Change role: Authorizations screen.
16. To open the Maintain Field Values dialog, click the Transaction code field (see highlight).
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18. In the Change role: Authorizations screen, click 19. Click the profile. 20. Click the tab.
button in the application tool bar to generate the authorization icon to return to the Change Roles main screen and open the User
21. Enter the early watch user or a different user that you want to assign to the newly created Display VIM configuration role. 22. Save your settings.
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Users assigned to the new role are allowed to view the VIM configuration with display only authorization.
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Chapter 16
Find out all workflow work items for each current agent Collect related information for each work item in a list Determine the due date for each work item using an SAP standard or customized Function Module Display the work item list for all current agents. Send an email or an SAP note to one or more selected current agents, to remind them of due work items. Note: The VIM Notifications functionality currently does not support the Additional Role and the Notify Substitute features.
Starting VIM Notifications on page 103 Working with the Selection Screen on page 103 Working with the VIM Notifications List on page 106 Configuring VIM Notifications on page 109 Maintaining a Notification Email Formatting Function Module on page 118
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The selection screen allows you to enter search criteria and process options. The selection screen is divided into the following panels:
Invoice Information Document Process Workitem Date Range Process Options Recipient of Reminder
2.
Enter search criteria, using the following parameters: Tip: Where applicable, use help. for multiple selection and for search
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Document Process panel Enter search criteria for Document Processing (DP) information:
Document ID: the number that was generated for the document during the DP process
Workitem Date Range panel Enter search criteria for work item information:
Recipient of Reminder panel New panel introduced with VIM 5.2 SP4: Enter search criteria to filter the list of notifications for specific users:
SAP User ID OpenText User Id Note: When adding user IDs as search criteria, the system does not consider the substitutes for the user, if there are any.
3.
Select processing options, using the following parameters: Process Options panel This panel comprises the following parts: Scenario Select the corresponding check box(es) to include work items of the following types:
Document Processing PO Block Invoices - Header PO Block Invoices Line PO Parked Invoices NPO Parked Invoices PO Approval Inv. (Parked/DP) NPO Approval Inv. (Parked/DP) PO Referred Invoices NPO Referred Invoices
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Mode Select one of the process modes: Test The program generates a list of eligible work items for notification. The program does not send the notifications. Users can select the work items to send the notification. Background The program sends the notification to users and displays the work items. 4. Once you finished entering the search criteria and selecting the process options, in the application tool bar to display the VIM Notifications List with click the search results.
Application Tool Bar on page 107 ALV Grid Control on page 107 ALV Grid (Data View) on page 108
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Filter: Select a report column in the list and click this button. The Filter criteria dialog is displayed, allowing you to restrict the criteria in the selected column without having to rerun the report with new search criteria.
Tip: Use
Layout: Click this button to select a saved layout. To change, save or manage layouts of the list, click the icon next to the Layout button.
The following list only covers columns whose meaning is not obvious. Some of the column headers might be abbreviated. Expand the column to see the full text.
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The columns might not be displayed or might not be in the following sequence. You can add or remove columns, or change the sequence by using the Layout function, see ALV Grid Control on page 107.
Description Current agent who owns items Type of the document (DP, PO document, Non PO document), see the list in Scenario on page 105. Sub Process Type for each process type, for example Approval Required for Non PO Invoice Approval process type SAP document number DP document ID Vendor number Vendor name Number of days the work item lies in the inbox Days before the due date of the work item Due date of the work item First name of the current agent Last name of the current agent Role that is responsible for the work item Email address of the current agent Work item ID
Column Current Agent Process Type Sub Process Type Document Number Document ID Vendor Name 1 Inbox Days Before Due Due Date First name Last name Responsible Party Receiver ID ID
Configuring Notification and Email Options on page 109 Configuring the Notification Email Body on page 112 Configuring the Notification Email Title on page 113 Excluding Notification Users on page 114 Configuring User Preferences on page 116
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To configure notification and email options: 1. To access the Process Configuration screen, execute the /n/OPT/VIM_8CX50 transaction.
2.
To edit an existing notification, mark the respective line and click the in the application tool bar. See the parameter description in step 3.
button
Note: You cannot change the Notification Scenario and the Sub Scenario for an existing notification. 3. To add a notification, click the New entries button in the application tool bar.
Configure the notification, using the following parameters: Notification Scenario Select the notification scenario. Possible values:
Document Processing
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PO Parked Invoices PO Blocked Invoices - Line Level PO Blocked Invoices - Header Level Non PO Parked Invoices Non PO Invoice Approvals PO Invoice Approvals
Sub Scenario Select the notification sub scenario. Possible values depend on the selected notification scenario. Example: Notification sub scenarios for the Non PO Parked Invoices notification scenario:
Approval Required Vendor Maintenance Vendor Audit Required Tax Audit Required All Scenarios
Role Select the role for the notification. All users assigned to this role will receive the notification. Notify Substitutes This feature is not supported at the moment. Additional Role This feature is not supported at the moment. Inbox Days Days Before Payment Due Use these fields to decide if the reminder will be sent. The system calculates the work item creating date plus the inbox days or the days before payment is due. If the result is less or equal today's date, then a reminder will be sent. Email Type Select the notification type. At the moment, only Internet Email is available. Notification Text Select the SAP text name to be used for the notification email body.
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Email Address Determination Function Module Select the function module that determines the email address for the notification. The interface for this function module is same as for the /OPT/VIM_NOTIF_EMAIL_ADDRESS function module. If you select a different function model in this field, VIM Notifications will run this function module first. If the function module cannot find a valid email address, VIM Notifications will run the default function module /OPT/VIM_NOTIF_EMAIL_ADDRESS. 4. To save your changes, click .
2.
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Field name You find the field names in structure /OPT/VIM_S1_REMINDER_DISPLAY. Each field name represents a field in the VIM Notifications report. Note: You cannot change this parameter in the Mail Configuration screen. Language VIM supports the following languages:
German (DE) English (EN) Spanish (ES) French (FR) Italian (IT) Japanese (JA) Dutch (NL) Portuguese (PT) Russian (RU) Chinese (ZH) Notes:
You cannot change this parameter in the Mail Configuration screen. Japanese and Chinese are supported only in SAP ECC 6.0.
Position Specify the sequence of the fields in the email body. Field Length Specify the length of the field. Text Enter the title for each field in the respective language. 3. To save your changes, click .
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2.
Configure the notification email title, using the following parameters: Language VIM supports the following languages:
German (DE) English (EN) Spanish (ES) French (FR) Italian (IT) Japanese (JA) Dutch (NL) Portuguese (PT) Russian (RU) Chinese (ZH) Notes:
You cannot change this parameter in the Mail Title Configuration screen. Japanese and Chinese are supported only in SAP ECC 6.0.
Mail Title Enter the title of the notification email in the respective language(s). 3. To save your changes, click .
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excluding named users disabling and enabling the exclude status for oneself
2.
To exclude another user, click the New entries button in the application tool bar.
3.
Specify the user to be excluded, using the following parameters: User Type Select SAP User Id or OpenText User ID from the list.
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User Id Enter the user ID to be excluded, corresponding to the selected user type. Disable Notification Mark this field with X to disable VIM Notifications emails. Single Notification Mark this field with X to have VIM Notifications emails sent only once per work item instead of multiple times during the notification period. Language Pref Select the preferred language of the emails. VIM supports the following languages:
German (DE) English (EN) Spanish (ES) French (FR) Italian (IT) Japanese (JA) Dutch (NL) Portuguese (PT) Russian (RU) Chinese (ZH) Note: Japanese and Chinese are supported only in SAP ECC 6.0.
4.
To disable and enable the exclude status for oneself: Follow the description in Configuring User Preferences on page 116.
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2.
Configure notification preferences, using the following parameters: Disable Notification Select this check box if you want to receive no VIM Notifications emails regarding the SAP inbox or Web Approval. Clear the check box to receive VIM Notifications emails. Single Notification (One Time Reminder) Select this check box if you want to receive only one VIM Notifications email for a SAP inbox or Web Approval work item. Clear the check box to receive VIM Notifications emails more than once, regarding the same work item. User Language Select your preferred language. VIM supports the following languages:
German (DE) English (EN) Spanish (ES) French (FR) Italian (IT) Japanese (JA) Dutch (NL) Portuguese (PT)
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Russian (RU) Chinese (ZH) Note: Japanese and Chinese are supported only in SAP ECC 6.0.
3.
Click
The default value is None. 3. Enter your custom notification email formatting function module in Constant Value. To get the necessary interface definition, you can copy the template function module /OPT/VIM_NOTIF_EMAIL_FORM_TEMP. 4. Click to save your settings.
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Chapter 17
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Chapter 18
Summary Report (see section 13 "Using the Summary Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD)) Central Audit Report (see section 14 "Using the Central Audit Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD)) Key Process Analytics Report (see section 16 "Using the Key Process Analytics Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD)) Productivity Report (see section 18 "Using the Productivity Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD)) Exception Analysis Report (see section 17 "Using the Exception Analysis Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD)) Aging Report (see section 19 "Using the Aging Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD)) License Report (see section 20 "Using the License Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD))
Aggregation
To ensure good performance for the reports in Central Reporting, the data used for the reports must be aggregated and saved in Reporting Data Tables. To achieve this goal, the data is prepared in several different activities: 1. The Collection Report, the User Master Report, and the Text Master Report get master data and transaction data from their original tables and save the data in the Source Data Tables. See Scheduling the Collection Report on page 132 for details. The Aggregation Report selects data from the Source Data Tables (in different logical systems, if required), aggregates, transforms and saves the data in the Reporting Data Tables of the current system. The reports in Central Reporting are end user reports based on the content of the Reporting Data Tables. For information about administration of Central Reporting, see the description in this chapter.
2.
3.
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Administration steps
To administer Central Reporting, you have to perform the following steps of maintenance: 1. Maintaining logical systems and System Landscape Directory (SLD), see section 20.1 "Configuring the System Landscape Directory (SLD)" in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD) Running the Aggregation Report for the CUST_PREFL group Creating variants of the Aggregation Report for each group Maintaining report tables Activating Central Reporting Baseline Scheduling reports:
2. 3. 4. 5. 6.
Collection Report User Master Report Text Master Report Aggregation Report with variants for each aggregation group
7.
Groups
Data in Source Data Tables changes during the use of VIM. Therefore, the aggregation of data to the Reporting Data Tables must run regularly. OpenText strongly recommends scheduling batch jobs for this purpose. For different tables, the necessary frequency to update will differ considerably. For example, the SAP Vendors Table will change much less frequently than the Workitem Agents Table. For this reason, several default groups, comprising specific tables, are set up for the aggregation: Groups beginning with OTH* are used by the Central Audit Report only. The other groups are used by the other central reports.
CUST_PREFL
Comprises Roles and Exception Mapping. This group is used to prefill the customizing tables for roles and exceptions (see Maintaining Reporting Tables on page 128) to ease customizing. Comprises Document Header, Workitem, Workitem Activities, and Workitem Agents. This group will have to be executed most frequently because its content is changed most frequently. Comprises Company Codes, Vendors, and Document Types. Comprises Users and the assignment of users to organizational objects within SAP Organizational Management.
TRANSACT
MASTER USER
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Scheduling the Aggregation Report for the following groups is only necessary in a multiple backend system.
OTH_MASTER
Recommended to run once. Depending on how frequently Parking Reasons, Process Type Definitions and Blocking Reasons are maintained, schedule the job accordingly.
OTH_DCHEAD
Recommended to run twice a day. The frequency can vary depending on business needs. Group ID OTH_DCHEAD replicates the data from table /OPT/VT_DOC_HEAD to the Central System. This table is useful for Central Audit Report output. Recommended to run twice a day. The frequency can vary depending on business needs. Group ID OTH_VMHEAD replicates the data from table /OPT/VIM_1HEAD to the Central System. This data replication is useful for system wide duplicate check for an incoming invoice.
OTH_VMHEAD
OTH_AGENT
Recommended to run twice a day. The frequency can vary depending on business needs. Group ID OTH_AGENT replicates the data from table /OPT/VT_WI_AGENT to the Central System. This data replication is useful for current agent display in the Central Audit Report.
Baseline groups
To display the groups that are delivered with Baseline, execute the /n/OPT/SPRO transaction and follow LiveLink VIM - Configuration > Central Reporting > Aggregation infrastructure > Aggregation report groups. Note: OpenText strongly recommends not to change the Baseline groups.
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To display the Baseline target data tables that will be filled by the Aggregation Report, execute the /n/OPT/SPRO transaction and follow LiveLink VIM Configuration > Central Reporting > Aggregation infrastructure > Aggregation report target tables. Target and source tables are displayed, depending on the Aggregation Group ID. Note: OpenText strongly recommends not to change the Baseline target data tables.
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To maintain logical systems for the Aggregation Report: 1. To display the Aggregation report: Back end systems screen, execute the /OPT/VIM_ABE transaction. Alternatively, follow LiveLink VIM - Configuration > Central Reporting > Aggregation infrastructure > Back end systems
2.
As table /OPT/VT_A_BKESYS is also used as a check table for other data, you must insert an entry for the local system. Add all logical systems you want to use in the Aggregation Report. Define the encoding.
3.
Optional
Note: The wrapper function on the logical system returns the source table content as an XML stream to the central system, because it is not possible to hand over internal tables as generic types in RFC. If the fields Character set and Byte order remain blank, the system default will be used. In case of XML conversion problems during execution of the Aggregation Report, you can specify the encoding to be used in these fields. In this case, define the encoding, using the following fields: Character set Enter the character set, for example UTF-8. Byte order Enter the byte order, for example 1 if the character set uses big endian byte ordering.
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Note: For character sets and byte orders supported by SAP, see the SAP documentation. If you are not sure about the correct settings for your system, try the following: a. In the related back end system, call the SE37 transaction and execute function module SYSTEM_CODEPAGE. The codepage of the system is displayed. b. c. Call the SE16 transaction and enter table name TCP00. Use the codepage number returned by the previous function module call (for example 4103) as selection value for field CPCODEPAGE. In the selected dataset, the field CPCOMMENT contains most often a description of the character set it contains (for example ISO-8859-1 or UTF16BE). d. Try this character set first in back end system settings.
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3.
Configure the Aggregation Report, using the following parameters: Group ID Enter the group ID, in this case CUST_PREFL. Back end system If you want to select data only from a subset of back end systems, enter the back end systems you want to run the Aggregation Report for. If you leave the field empty, all back end systems will be considered. Back end related processing Select this check box to have the Aggregation Report continue even if an error occurs in one of the back end systems or if data of a back end system could not be aggregated or modified. A rollback is performed only for the affected back end system. A commit is performed when all data of the affected back end system has been modified successfully. If this check box is not selected, the Aggregation Report cancels if any errors occur. For all data changes in the central system, a rollback is performed. A commit is performed when all data is successfully updated. Asynchronous selection Select this check box to have a new task opened for every call of the selection function. If there are more than 35 Reporting Data Tables, this is required to avoid overflow of buffer when creating generic subroutines (used to define structures of internal tables dynamically). Note: If this check box is selected, debugging of the selection function requires system debugging enabled.
4.
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In the ABAP: Save as Variant screen, enter Variant name and Description and save. Repeat the procedure for the other groups.
Role Maintenance: Define the roles to be used in the reports. See To maintain roles for Central Reporting: on page 128. Exception Definition Maintenance: Define the exceptions to be reported. See To maintain exceptions for Central Reporting: on page 129 Role Mapping Maintenance: Map roles from all the logical systems that have been maintained for usage in the Aggregation Report. See To map roles from several back end systems: on page 130. Exception Mapping Maintenance: Map exceptions from all the logical systems that have been maintained for usage in the Aggregation Report. See To map exceptions for several back end systems: on page 131.
To maintain roles for Central Reporting: 1. In the VIM Customizing IMG, select Central Reporting > Report Table Maintenance > Role Definition and Mapping > Role Maintenance.
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2.
Maintain Role ID and Role text. Click New entries to add roles.
3.
Save your settings. The roles defined here are used to map roles from several back end systems during Role Mapping Maintenance, see below.
To maintain exceptions for Central Reporting: 1. In the VIM Customizing IMG, select Central Reporting > Report Table Maintenance > Exception Definition and Mapping > Exception Definition Maintenance.
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2.
Maintain Exc. ID and Exception text. Click New entries to add exception definitions.
3.
Save your settings. The exceptions defined here are used to map exceptions from several back end systems during Exception Mapping Maintenance, see below.
Once you have run the Aggregation Report for the CUST_PREFL group, the customizing tables for Role Mapping Maintenance and Exception Mapping Maintenance are prefilled. To map roles/exceptions from several back end systems, perform the following steps: To map roles from several back end systems: 1. In the VIM Customizing IMG, select Central Reporting > Report Table Maintenance > Role Definition and Mapping > Role Mapping Maintenance.
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The columns Product Code, and Responsible Party have been prefilled automatically. 2. 3. Assign the Role ID (as defined in To maintain roles for Central Reporting: on page 128) to each responsible party (role) for specific product code. Save your settings.
To map exceptions for several back end systems: 1. In the VIM Customizing IMG, select Central Reporting > Report Table Maintenance > Exception Definition and Mapping > Exception Mapping Maintenance.
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The columns Exc. Type, and Exc.typeID (Exception Type ID) have been prefilled automatically. 2. Assign the Exc. ID (as defined in To maintain exceptions for Central Reporting: on page 129) to each Exception Type ID for specific exception type.
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Scheduling
You can schedule the Collection Report by running the /OPT/VR_COLLECTION_REPORT program with appropriate start date and time in all the systems involved. OpenText recommends running this report twice a day. However, depending on how frequently data is needed, it can be scheduled accordingly.
Cut-off date
The only mandatory selection criterion is Creation Date From. You must set this date. It refers to the cut-off date, the work item creation date. Any invoices created before this date are not considered in reporting. You can combine the Creation Date From field with the Creation Time From field. If you also provide Creation Time From, date and time together decide the cut-off time period. Cut-off is important because Central Reporting is based on new workflow task container elements and a new DP workflow template, created in VIM 5.2. You cannot use data from VIM versions older than 5.2 for the reports. The cut-off time period is used to filter out any data that belongs to older versions. With a new installation, use the installation or go-live date for the Creation Date From. With an upgrade, use the date of upgrading. Do not maintain selection parameters other than Creation Date From and Creation Time From. Note: You can use the parameters Task and ID for testing purposes. The parameters refer to the workflow dialog task and the work item ID.
/OPT/VT_JOB
Table
The last run time of the Collection Report is stored in table /OPT/VT_JOB. At the first time the Collection Report runs, table /OPT/VT_JOB is empty. Thereafter, the last run time always gets updated in this table. Note: If you select Test Mode, the data is not saved to source tables or any table. Even /OPT/VT_JOB will remain unchanged.
Once scheduled, this report always runs in delta mode. Only those work items and documents are considered that have changed since the last run. Delta mode is default and fixed. To change to full mode, you must clean table /OPT/VT_JOB.
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In a single system scenario, the Central System is the same as the current system. Schedule the Aggregation Report with all Group IDs, except the Group IDs that start with OTH_*. In a multiple backend system, schedule the Aggregation Report with all Group IDs, including the Group IDs that start with OTH_*.
Multiple backend
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Aggregation Report
Most suited for this purpose are batch jobs. This section describes how to schedule a batch job for the Aggregation Report. Scheduling batch jobs for the other reports is similar. Keep in mind that the sequence of the jobs is important. Schedule Collection Report, User Master Report, and Text Master Report before Aggregation Report. After you have created variants of the Aggregation Report for the TRANSACT, MASTER, and USER groups (see Creating Variants of the Aggregation Report for
Each Group on page 128), you can schedule one batch job with several steps or a dedicated batch job for each variant. The procedure below shows how to schedule a batch job for a single group. Regarding the order of the other groups for the batch job, the job for the TRANSACT group should be scheduled after MASTER and USER jobs. In a multiple backend system, also schedule jobs for the Group IDs that start with OTH*. You have to consider how often it is necessary to update the respective data and schedule the job accordingly. To schedule a batch job for the Aggregation Report: 1. 2. 3. 4. Make sure you have created a variant for each group. Execute the SM36 transaction. In the Define Background Job screen, enter a job name. Click Start condition.
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5.
For Date/Time, click Period values and Restrictions to add date/time details. 6. 7. Click to save.
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8. 9.
In the ABAP program panel, enter the name /OPT/VR_A_AGGREGATION and the variant you created before. Click to save. to save the job.
You might need to clean up the Central Reporting tables, for example to reload data after fixing some issues. Whereas VIM Analytics bases on real time VIM tables, Central Reports base on tables that are not real time. Collection Report, User Master
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Report, and Text Master Report pull information from real time VIM tables and provide data to Source Data Tables. The Aggregation Report selects data from the Source Data Tables and provides data to the Reporting Data Tables. As Source Data Tables and Reporting Data Tables are not real time, these tables can be reloaded. To run the cleanup report, execute the SA38 transaction with program /OPT/VR_CLEAN_TABLES.
Report Tables Select this check box to delete Reporting Data Tables. Important This will clean up all data in the end user Central Reports. Source Tables Select this check box to delete Source Data Tables. This will not impact the end user Central Reports, except the Central Audit Report.
Total Liability panel Processed / In Process Documents panel First Pass panel
You can define threshold values for an attention status and a critical status. If the attention value is exceeded in a cell (or falls below it for the First Pass panel), the cell is highlighted in orange. If the critical value is exceeded in a cell (or falls below it for the First Pass panel), the cell is highlighted in red. The following screenshot shows an example in the Total Liability panel:
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To control the threshold functionality, you must maintain the following corresponding constants:
Constant KPA_TS_1STPASS_NO on page 141 Constant KPA_TS_1STPASS_PERC on page 143 Constant KPA_TS_LIAB_AMOUNT1 on page 144 Constant KPA_TS_LIAB_AMOUNT2 on page 145 Constant KPA_TS_LIAB_AMOUNT3 on page 146 Constant KPA_TS_PROCDOCS_NO on page 147 Constant KPA_TS_PROCDOCS_PERC on page 149
To maintain thresholds for the Key Process Analytics Report: 1. To enter the WebFlow Constant Table where you maintain the constants, execute the /n/OPT/VIM_KPA_CFG transaction. Alternatively, in the VIM Customizing IMG, select Central Reporting > Maintain Constants > Maintain Constants for Key Process Analytics.
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2.
where you must replace all <value> fields with a number, as follows:
Value 1 and 2 define the lower and upper threshold for the total number of First Pass PO Invoices. Value 3 and 4 define the lower and upper threshold for the total number of First Pass NPO Invoices. Value 5 and 6 define the lower and upper threshold for the total number of all First Pass Invoices.
If the total number of First Pass invoices is lower than value 1/3/5, the respective cell is marked red. If the total number of First Pass invoices is greater or equal than value 1/3/5 but lower than value 2/4/6, the respective cell is marked orange. If any of the values is not maintained, the respective check is not done and the cell will not be colored.
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If the total number of First Pass PO Invoices is lower than 10,000, the respective cell will be marked red. If the total number of First Pass PO Invoices is greater or equal than 10,000 but lower than 30,000, the respective cell will be marked orange. If the total number of First Pass NPO Invoices is lower than 10,000, the respective cell will be marked red. If the total number of First Pass NPO Invoices is greater or equal than 10,000 but lower than 30,000, the respective cell will be marked orange. If the total number of all First Pass Invoices is lower than 20,000, the respective cell will be marked red. If the total number of all First Pass Invoices is greater or equal than 20,000 but lower than 60,000, the respective cell will be marked orange.
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The total number of first pass invoices is checked against the thresholds for the All Invoices line, only. If the total number of all First Pass Invoices goes below 20,000, the respective cell will be marked red. If the total number of all First Pass Invoices is greater or equal than 20,000 but lower than 60,000, the respective cell will be marked orange.
where you must replace all <value> fields with a percentage quotation, as follows:
Value 1 and 2 define the lower and upper threshold for the percentage of First Pass PO Invoices. Value 3 and 4 define the lower and upper threshold for the percentage of First Pass NPO Invoices. Value 5 and 6 define the lower and upper threshold for the percentage of all First Pass Invoices.
If the percentage of First Pass invoices is lower than value 1/3/5, the respective cell is marked red. If the percentage of First Pass invoices is greater or equal than value 1/3/5 but lower than value 2/4/6, the respective cell is marked orange.
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If any of the values is not maintained, the respective check is not done and the cell will not be colored. Example 18-3: Constant KPA_TS_1STPASS_PERC
If the percentage of First Pass PO Invoices/First Pass NPO Invoices/all First Pass Invoices goes below 0.1%, the respective cell will be marked red. If the percentage of First Pass PO Invoices/First Pass NPO Invoices/all First Pass Invoices is greater or equal than 0.1% but lower than 1%, the respective cell will be marked orange.
where you must replace all <value> fields with data, as follows:
Value 1 defines the currency. Value 2 and 3 define the lower and upper threshold for the amount of Blocked Documents.
If the amount of Blocked Documents is greater than the lower threshold but smaller or equal than the upper threshold, the respective cell is marked orange. If the amount of Blocked Documents exceeds the upper threshold, the respective cell is marked red.
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The currency value must be maintained if you want to use the threshold functionality. If any of the other values is not maintained, the respective check is not done and the cell will not be colored. Example: A Constant Value of USD;;20000 results in the following: If the amount of Blocked Documents is greater than 20,000 USD, the respective cell is marked red. The cell will never be marked orange because the respective value is not maintained. Example 18-4: Constant KPA_TS_LIAB_AMOUNT1
If the amount of Blocked Documents is greater than 10,000 USD but smaller or equal than 20,000 USD, the respective cell is marked orange. If the amount of Blocked Documents is greater than 20,000 USD, the respective cell is marked red.
where you must replace all <value> fields with data, as follows:
Value 1 defines the currency. Value 2 and 3 define the lower and upper threshold for the amount of Parked Documents.
If the amount of Parked Documents is greater than the lower threshold but smaller or equal than the upper threshold, the respective cell is marked orange.
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If the amount of Parked Documents exceeds the upper threshold, the respective cell is marked red. The currency value must be maintained if you want to use the threshold functionality. If any of the other values is not maintained, the respective check is not done and the cell will not be colored. Example: A Constant Value of USD;;20000 results in the following: If the amount of Parked Documents is greater than 20,000 USD, the respective cell is marked red. The cell will never be marked orange because the respective value is not maintained. Example 18-5: Constant KPA_TS_LIAB_AMOUNT2
If the amount of Parked Documents is greater than 5,000 USD but smaller or equal than 15,000 USD, the respective cell is marked orange. If the amount of Parked Documents exceeds 15,000 USD, the respective cell is marked red.
where you must replace all <value> fields with data, as follows:
Value 1 defines the currency. Value 2 and 3 define the lower and upper threshold for the amount of PreProcess Documents.
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If the amount of Pre-Process Documents is greater than the lower threshold but smaller or equal than the upper threshold, the respective cell is marked orange. If the amount of Pre-Process Documents exceeds the upper threshold, the respective cell is marked red. The currency value must be maintained if you want to use the threshold functionality. If any of the other values is not maintained, the respective check is not done and the cell will not be colored. Example: A Constant Value of USD;;20000 results in the following: If the amount of Pre-Process Documents is greater than 20,000 USD, the respective cell is marked red. The cell will never be marked orange because the respective value is not maintained. Example 18-6: Constant KPA_TS_LIAB_AMOUNT3
If the amount of Pre-Process Documents is greater than 20,000 USD but smaller or equal than 30,000 USD, the respective cell is marked orange. If the amount of Pre-Process Documents exceeds 30,000 USD, the respective cell is marked red.
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<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>;<Value7>;<Value 8> where you must replace all <value> fields with a number, as follows:
Value 1 and 2 define the lower and upper threshold for the total number of processed PO Invoices. Value 3 and 4 define the lower and upper threshold for the total number of PO Invoices in process. Value 5 and 6 define the lower and upper threshold for the total number of processed NPO Invoices. Value 7 and 8 define the lower and upper threshold for the total number of NPO Invoices in process.
If the number of invoices is greater than the lower threshold but smaller or equal than the upper threshold, the respective cell is marked orange. If the number of invoices is greater than the upper threshold, the respective cell is marked red. If any of the values is not maintained, the respective check is not done and the cell will not be colored. Example 18-7: Constant KPA_TS_PROCDOCS_NO
There is no check for the total number of processed PO Invoices. If the total number of PO Invoices in Process is greater than 100,000 but smaller or equal than 200,000, the respective cell is marked orange. If the total number of PO Invoices in Process exceeds 200,000, the respective cell is marked red. There is no check for the total number of processed NPO Invoices. If the total number of NPO Invoices in Process is greater than 150,000 but smaller or equal than 250,000, the respective cell is marked orange.
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If the total number of NPO Invoices in Process exceeds 250,000, the respective cell is marked red.
Value 1 and 2 define the lower and upper threshold for the percentage of Processed PO Invoices. Value 3 and 4 define the lower and upper threshold for the percentage of PO Invoices in Process. Value 5 and 6 define the lower and upper threshold for the percentage of Processed NPO Invoices. Value 7 and 8 define the lower and upper threshold for the percentage of NPO Invoices in Process.
If the percentage of invoices is greater than the lower threshold but smaller or equal than the upper threshold, the respective cell is marked orange. If the percentage of invoices is greater than the upper threshold, the respective cell is marked red. If any of the values is not maintained, the respective check is not done and the cell will not be colored. Example 18-8: Constant KPA_TS_PROCDOCS_PERC
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There is no check for the percentage of Processed PO Invoices. If the percentage of PO Invoices in Process is greater than 5.5% but smaller or equal than 80%, the respective cell is marked orange. If the percentage of PO Invoices in Process exceeds 80%, the respective cell is marked red. There is no check for the percentage of processed NPO Invoices. If the percentage of NPO Invoices in Process is greater than 50% but smaller or equal than 80%, the respective cell is marked orange. If the percentage of NPO Invoices in Process exceeds 80%, the respective cell is marked red.
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Chapter 19
Downloading the vendor database from SAP Downloading PO data from SAP
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2.
Enter the parameters for the download: Vendors panel Vendor number Enter the vendor number (range). Also Vendor w/o bank account (default setting) Select this check box to include vendors without bank account in the download. Also Vendor with deletion flag Select this check box to include vendors with deletion flag in the download. Also Vendor with posting block Select this check box to include vendors with posting block in the download. Bank accounts per Vendor panel One selected bank account (default setting) Select this option to read the first bank account in the vendor master data. The choice can be altered by a user exit. All bank accounts Select this option to generate a line for each bank account in the vendor master data. Importance of bank accounts Bank account data is one of many criteria to identify a vendor. It is easier to identify the vendor with two or more bank accounts.
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Company code panel Since VIM 5.2 SP4, this panel is added to the selection screen. Ignore company code Select this check box to improve the performance of the search. If you select this check box, you must select the Ignore company code and SAP system at vendor detection check box in ICC. The search works only on the LFA1 table. The deletion and posting block flags are not evaluated in relationship to the company code (that means, from the LFA1 table). The entries in the staging table do not contain company codes. If you clear the Ignore company code check box, the processing and the entries in the staging table depend on the selections you make in the Company Code selection. Company Code Enter the company code (range). Note: The program will run with higher performance if you enter several single values instead of a range. If you specify one or more company codes, only the vendors having an association to the given company codes in table LFB1 are written to the staging table. The deletion and posting block flags are evaluated in relationship to the company code (that means, from the LFB1 table). The entries in the staging table contain company codes. If a vendor is associated to several company codes, several entries for this vendor are written to the staging table. If you do not specify a company code, the vendors that have an association to any company code in table LFB1 are written to the staging table. Additionally, also the vendors that do not have an association to a company code will be drawn from table LFA1 and written to the staging table. The entries in the staging table contain a company code, if they were taken from table LFB1. The entries do not contain a company code, if they were taken from table LFA1.
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Output to screen
This program runs in background and collects the vendor information. If the program is running in the central system, it collects the vendor information from all satellite systems using function module /OPT/DOWNLOAD_LY_DATA. The program stores the vendor information in the central systems staging table (along with the satellite systems logical system). Table /OPT/VIM_STG_LIF contains the following information:
Vendor number Company code Bank details Vendor address VAT and tax information Vendor email, IBAN, SWIFT code Timestamp (of record creation)
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2.
Enter the parameters for the download: Vendors panel Vendor Enter the vendor number (range). Company code Enter the company code (range). Download - Delta/Normal panel Delta Download Select this check box to determine that the program reads the table /opt/it_dl_ts and gets the time stamp of the last program run. The following date fields will be replaced with the date part of the time stamp:
Document selection panel Purchasing Doc. Type Enter the purchasing document type. The default value is NB (Standard PO). But you may want to include FO (Framework order) and LP (Scheduling agreement) also.
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Purchase Orders from Enter a date. Orders older than this date are not included in the download. Sched. agreements from Enter a date. Scheduling agreements older than this date are not included in the download. Goods receipt from Enter a date. Goods receipts older than this date are not included in the download. Note: You can increase the performance of the program, if you use a date in the future in this field. Use a future date only, if you are not interested in the delivery notes, and if your quantities and amounts in the goods receipt match the data from the purchase order. Processing Options panel Open only check Select this check box to ignore all items for which an invoice has already been received. As the open only option takes time, check, if it has effect in your system: Perform manual downloads with the open only option switched on and switched off. If the number of items is not reduced considerably with open only switched on, the algorithm used to detect open items is not applicable in your system. In this case, let the open only option switched off. Do vendor substitution Select this check box to substitute the vendor that is taken from the purchase order by the invoicing party that is to be expected on the invoice. Check, if vendor substitution makes sense in your system: Perform one manual download with vendor substitution switched on. To see, if it is applicable or not, there is a counter in the output, showing the number of substitutions. If there are few substitutions or no substitution at all, skip the substitution. If the program is running in the central system, it collects the purchase order information from the satellite systems by calling the Remote function module /OPT/DOWNLOAD_PO_DATA. 3. To perform the download, click in the application toolbar.
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Output to screen
The sections Open only check and Vendor substitution appear only, when the respective processing options have been selected in the selection screen. Note: The number in section Order number table gives the remaining number of PO entries that are written to the staging table. In the example, 342 order numbers have been found, 48 have been removed due to the open only check, and 294 have been written to the staging table for download.
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3.
RFC1 for Vendor download corresponds to the function module /OPT/LY_SYNC_INIT that initializes by putting SYNC_FLAGS as space in the Vendor staging table in SAP. Input Parameters None Output Parameters None
RFC2
RFC2 for Vendor download corresponds to the function module /OPT/DOWNLOAD_VENDOR_DATA that is used to download vendor information from the central system. Input parameters
LASTUPDATE T_DL_QUERY
Last update timestamp Internal table of logical system and company code
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Output parameters
T_VENDOR
Internal table of vendor information Current timestamp Indicates whether all records have been successfully extracted and no more left for extraction
CURRENTUPDATE COMPLETE
The function module gets all the vendors which are loaded on or after the timestamp LASTUPDATE and moves that data to the internal table T_VENDOR. Populate the timestamp CURRENTUPDATE from current date and time.
RFC3
RFC3 for Vendor download corresponds to the function module /OPT/LY_SYNC_INIT_COMPLETE that indicates continue loop for data extraction or exit. Input parameters
Complete
Passes indicator C as soon as ICC gathers the information that all records have been pulled and then exits the call. Passes indicator E when an error occurs in RFC2 for Vendor download and exits the call.
Output parameters None Note: The Z Constant VEND_REC sets the maximum batch size for Vendor download data. You can check this value by executing the SM30 transaction, entering table /PTGWFI/Z_CONST, and checking value corresponding to product code 005 and Z constant VEND_REC.
3.
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ICC also stops the looping when an error occurs in RFC2, then ICC passes an indicator COMPLETE = E to VIM via RFC3, and then exits.
RFC1
RFC1 for Purchase Order download corresponds to the function module /OPT/PO_SYNC_INIT that initializes by putting SYNC_FLAGS as space in the Purchase Order staging table in SAP. Input Parameters None Output Parameters None
RFC2
RFC2 for Purchase Order download corresponds to the function module /OPT/DOWNLOAD_PURCHASE_DATA that is used to download purchase order information from the central system. Input parameters
LASTUPDATE POSITIONS
Last update timestamp Indicator whether to extract PO line items or not Internal table of logical system and company code
T_DL_QUERY
Output parameters
T_DL_POHEAD T_DL_POITEM
Internal table of purchase order header information Internal table of purchase order item information Current timestamp
CURRENTUPDATE
The function module gets all the purchase orders from tables /OPT/VIM_STG_POH and /OPT/VIM_STG_POI, which are loaded on or after the timestamp LASTUPDATE and moves that data to the internal tables T_DL_POHEAD and T_DL_POITEM. Populate the timestamp CURRENTUPDATE from current date and time.
RFC3
RFC3 for Purchase Order download corresponds to the function module /OPT/PO_SYNC_INIT_COMPLETE that indicates continue loop for data extraction or exit. Input parameters
Complete
Passes indicator C as soon as ICC gathers the information that all records have been pulled and then exits the call.
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Passes indicator E when an error occurs in RFC2 for Purchase Order download and exits the call. Output parameters None Note: The Z Constant PO_REC sets the maximum batch size for Purchase Order download data. You can check this value by executing the SM30 transaction, entering table /PTGWFI/Z_CONST, and checking value corresponding to product code 005 and Z constant PO_REC.
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Chapter 20
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The following steps depict the whole process of the program /OPT/VIM_DP_TRIGGER: 1. The program retrieves all DP documents with status Extraction Completed. For each DP document: a. The program maps the extracted data to VIM table fields and updates the /OPT/VIM_1HEAD and /OPT/VIM_1ITEM tables. You maintain the ICC field mapping using the /N/OPT/VIM_MAPV transaction. The program checks whether Validation is required using function module /OPT/VIM_RUN_VALIDATION_RULES. The Validation framework is used to configure the Validation rules. You maintain this using the /N/OPT/VIM_ICC_VAL transaction. If Validation is required, the program populates the Validation agents using function module /OPT/W_RETRIEVE_USERS and updates the table /OPT/VIM_VAL_AGT. You maintain validators at Archive Document type level using Simple Mode Role Maintenance, transaction /OPT/CP_9CX4.
b.
c.
d. If Validation is not required, the program triggers the DP workflow using function module /OPT/VIM_START_DOC_PROCESS_ICC. The DP workflow will take care of all further steps. 2. The program retrieves all DP documents with status Validation Completed. For each DP document: a. The program maps the extracted data to VIM table fields and updates the /OPT/VIM_1HEAD and /OPT/VIM_1ITEM tables. You maintain the ICC field mapping using the /N/OPT/VIM_MAPV transaction. The program triggers the DP workflow using function module /OPT/VIM_START_DOC_PROCESS_ICC. The DP workflow will take care of all further steps.
b.
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2.
In the Program to Monitor ICC data screen, enter the selection criteria:
DP document number Archive Doctype Document Type Status Also include Workflow DP docs Select this check box to include DP documents in the current workflow into the selection.
Also include Obsolete DP docs Select this check box to include obsolete DP documents into the selection.
3.
button.
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In the ICC Admin Tool screen, the following action buttons are available in the application tool bar: Image Select a DP document and click this button to display the archived image of the document. Discard Image Select a DP document and click this button to set the document status to Obsolete. DP documents with status Obsolete cannot be considered for further processing. Appln Log Application Log. Select a DP document and click this button to display the System log of the document. Reset Count Click this button to set the Extraction and Validation retries counts to zero. If the document is in a Limit Reached status, it is set in the appropriate Ready for status. Change Status Select a DP document and click this button to set the document to a required status. The Possible statuses screen is displayed. Select the required status from the list and confirm with . Status Log Select a DP document and click this button to display the Status log of the Document.
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DP Trigger Select a DP document and click this button to invoke the DP Trigger program, which will either set the DP document status to Ready for Validation or trigger the workflow. Vald Agents Validation Agents. Select a DP document and click this button to display the Validation Agents of the document.
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Chapter 21
21.1 Overview
The IDoc process comprises the following steps: 1. 2. 3. Receive IDoc and map IDoc data to Intermediate fields. Map Intermediate fields to workflow (Index) fields. Trigger workflow.
You can test the whole process using the WE19 transaction, where you supply the IDoc and the processing function module.
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Copying from an old IDoc (as described in this section) Creating a new IDoc with entirely new information .
2.
3.
Click the Inbound function module button in the application tool bar. The Test inbound IDoc via a function module dialog box is displayed.
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4.
Enter the function module /OPT/DP_INBOUND_IDOC_PROC and click continue. A new IDoc is created, by copying the existing IDoc.
to
5.
To check the status of the created IDoc, execute the WE02 transaction.
6.
Enter the IDoc number of the new IDoc into the IDoc number field and click
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The IDoc with status information is displayed. Successfully processed IDocs have the status 53.
To identify the DP document number from an IDoc: 1. To access the Data Browser: Initial Screen, execute the SE16 transaction.
2.
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3.
Enter the IDoc number in the EDI_DOCNUM field of the selection screen and in the application tool bar. click
The DP document ID is displayed. You can display the full information about the document using VIM Analytics. You can also use the WE02 transaction to check the status of the IDocs. Enter the date and the Basic Type to check how many IDocs have been received by the systems and to check their status. See also step 5 on page 171.
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Chapter 22
Input parameters
OBJECTID
The Object ID is the currently processing document number, for example the DP Document number, IDOC number, Work Item, or Financial Document number. The log point is a unique identifier of the calling application or application area. Using this value, you can identify the area that is generating the message.
LOG_POINT
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MESSAGE
2.
To open, the Details view for a log point, double-click its line.
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In case the log level is not maintained at Log Point level, you can maintain it at Object and Sub-object level. 3. Therefore, execute the /n/OPT/VIM_LOG_CFG transaction.
4.
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Select the Object Vendor Invoice Management and double-click Sub-objects in the navigation panel.
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Important logs
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2.
Object Sub-object External ID: Enter the DP document number or the IDoc number.
3. 4. 5.
Time restriction Specify a date and time range to display the messages generated in a particular period. Log class Specify the log class of the messages you want to display. Click to execute your query.
To get the application log using a function module: 1. Use the function module APPL_LOG_DISPLAY to display the application log.
*"---------------------------------------------------------------------*"*"Lokale Schnittstelle: *" IMPORTING *" VALUE(OBJECT) LIKE BALHDR-OBJECT DEFAULT SPACE *" VALUE(SUBOBJECT) LIKE BALHDR-SUBOBJECT DEFAULT SPACE *" VALUE(EXTERNAL_NUMBER) LIKE BALHDR-EXTNUMBER DEFAULT SPACE *" *" *" *" *" *" *" *" *" *" *" *" *" *" *" *" *" *" *" *" VALUE(OBJECT_ATTRIBUTE) DEFAULT 0 VALUE(SUBOBJECT_ATTRIBUTE) DEFAULT 0 VALUE(EXTERNAL_NUMBER_ATTRIBUTE) DEFAULT 0 VALUE(DATE_FROM) LIKE BALHDR-ALDATE DEFAULT SY-DATUM VALUE(TIME_FROM) LIKE BALHDR-ALTIME DEFAULT '000000' VALUE(DATE_TO) LIKE BALHDR-ALDATE DEFAULT SY-DATUM VALUE(TIME_TO) LIKE BALHDR-ALTIME DEFAULT SY-UZEIT VALUE(TITLE_SELECTION_SCREEN) DEFAULT SPACE VALUE(TITLE_LIST_SCREEN) DEFAULT SPACE VALUE(COLUMN_SELECTION) LIKE BALDISP STRUCTURE '11112221122 ' VALUE(SUPPRESS_SELECTION_DIALOG) DEFAULT SPACE
BALDISP DEFAULT
VALUE(COLUMN_SELECTION_MSG_JUMP) LIKE BALDISP2-MSG_JUMP DEFAULT '1' VALUE(EXTERNAL_NUMBER_DISPLAY_LENGTH) TYPE I DEFAULT 20 VALUE(I_S_DISPLAY_PROFILE) TYPE BAL_S_PROF OPTIONAL VALUE(I_VARIANT_REPORT) TYPE SY-REPID DEFAULT SPACE EXPORTING VALUE(NUMBER_OF_PROTOCOLS) LIKE EXCEPTIONS SY-DBCNT
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2.
Select the Object /OPT/VIM and double-click Sub-objects in the navigation panel.
Note: In the CRM system, custom configuration for application logging is not available as it is in the ERP system.
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3. 4. 5.
Configure the global Log Level according to your needs. Open the maintenance view for table /OPT/IT_LOG_PNTV. Open the details of log point 58 for the mobile integration. Create the entry if it does not exist.
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6.
Configure the Log Level according to your needs. Note: If no log level is configured, the global level of table /OPT/IT_LOG_CFGV is used.
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Chapter 23
The Approval Portal component is an optional component. If you are not using the Approval Portal component, you can skip this chapter. See section 7.3 "System Architecture" in OpenText Vendor Invoice Management - Installation Guide (VIM-IGD) for architecture diagrams.
As the administrator, you need to access the Administration page to perform various administration activities for the Approval Portal. For WAS authentication, navigate to http://$WAS$:$WASPORT$/vimportal/admin. For Portal authentication, navigate to the Administrator iView created before. All configurations are saved into the configuration.xml file located in <InstallDir>/invoiceCfg. Administering the Approval Portal comprises the following actions:
Configuring the Approval Portal on page 186 Configuring Search Helps with Pre-filled Values on page 191 Configuring Multilingual Support on page 193 Configuring Attachment Support on page 198 Working with Log and Trace Files on page 199 Monitoring and Measuring Performance on page 205 Managing Backup and Restore on page 212 Restoring the Application on page 213 Performing Periodic Tasks on page 213 Technical Configuration Data on page 213
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High Availability and Load Balancing Concept on page 213 Restart and Monitoring of Asynchronous Interfaces Concept on page 213 Starting and Stopping Approval Portal on page 214 Troubleshooting on page 214 Branding on page 215
SAP Connection on page 186 Mobile Configuration on page 188 Configuration on page 190 Administration on page 191
To access the Approval Admin page, log in to the Approval Portal as an Administrator.
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Delete Connection Delete a SAP connection. Refresh All Connections Refresh the connections after you made changes. Without the refresh, the Approval Portal will continue to use existing connections. Up Arrow Move the connection priority up. Down Arrow Move the connection priority down. Note: The first connection in the list is used as the default connection. The default connection determines the Invoice Lists User Preference. See section 6.2 "Working with the Personalize Screen" in OpenText Vendor Invoice Management - User Guide (VIM-UGD) for more details.
Connection Details
In the Connection Details panel, the following configuration parameters are available. Enter the relevant information: SAP SID Unique identifier for this SAP Logical System. The SAP SID will appear on the end user screen next to the Logical System to help the user identify which system the invoice is coming from. Note: If you want to connect to the same SAP Logical System but with a different client, you must provide a different SAP SID. The Approval Portal treats the SAP SID as a unique identifier. UserName The CPIC users user name that will be used to connect to SAP. Password The CPIC user password that will be used to connect to SAP. Client The client number of the SAP system that is connected to. If you are using Application host instead of Message host, provide the following information: System number The system number of the SAP system that is connected to. Application host The application host IP or DNS of the SAP system that is connected to. If you are using Message host instead of Application host, provide the following information: MsHost The Message host IP or DNS of the SAP system that is connected to.
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R/3 name The R/3 name of the SAP system that is connected to. Logon Group The logon group of the SAP system that is connected to. System number The system number of the SAP system that is connected to. You can perform the following actions: Save Save the SAP connections. If the connection is invalid, you will not be able to save. Test Test the SAP connections. If the connection fails, it will return a failure message to you.
Configure the following parameters for the Approval Portal: Note: This configuration applies to the mobile integration of the Approval Portal. For configuration aspects of the mobile App based on OpenText Everywhere, which is introduced with VIM 6.0, see section 10 "Approval on a Mobile Device" in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD). Dynamic Buttons Display Specify whether dynamic buttons should be displayed or not.
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View Image Display Specify whether the View Image button should be displayed or not. Fields Specify which fields are displayed to the user. Your settings will apply to all users and they will overwrite the users preference. Click on the link, for example PO Header Fields, to display the detail panel. Consult with the business user or the project owner to decide which fields should be shown. Invoice List Field This list determines which fields to show up in the Invoice List. PO Header Fields This list determines which fields to show up for the PO Header, such as Vendor, Net Amount, Tax Amount, Invoice number. Non PO Header Fields This list determines which fields to show up for the Non PO Header such as Vendor, Net Amount, Tax Amount, Invoice Number. Line Item Fields This list determines which fields to show up for the PO Line Item such as Line No, PO Number, Line Description. Accounting Assignment Fields This list determines which fields to show up for the Accounting Assignment such as G/L Account, Cost Center, Item Amount. The fields contain the following action buttons: Add Enter a field name and click Add. Note: Only perform this action on the rare occasion that custom fields should be added. All available fields are already present. Left Arrow Move the field to the display list. Right Arrow Move the field to the non display list. Up Move the field priority up. Down Move the field priority down. Hide Hide the current field panel. Save Save your settings.
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23.1.3 Configuration
Click the Configuration tab.
Configure the following parameters for the Approval Portal: Image Display Type Specify how the Archive Server is configured: Select URL or JPEG(TIF). Most of the systems are configured to use URL. Search Help Maximum No. of Hits Specify the maximum number of hits that are returned from SAP for the Search Help in the line level, for example G/L Account. The default value is 100. Attachments File Size (in kb) VIM 5.2 SP2 introduces the feature of adding attachments to the invoice from the Approval Portal. Enter the maximum size of files that can be attached. Example: 10240 means 10 MB. Document Types Supported For Attachments Enter the file extensions of the document types you want to support for attachments, separated by comma. Portal Host(s) List This is a new security feature in VIM 5.2 SP1, only valid for the SAP NetWeaver Portal scenario. This list represents the white list of the SAP NetWeaver Portal
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(NWP) server with an AppIntegrator iView linked to the Approval Portal J2EE application. If the NWP is not in this list and a user tries to access it, the user will get a message: Login Error- Authentication Failed. WhiteList Configuration Select this check box to enable the white list feature. Add Enter the DNS or IP of the NWP to be in the white list and click Add. Reinitialize the application to get the new value. Remove Select an entry in the Portal Host(s) List and click Remove to remove the entry from the list. Reinitialize the application to get the new value. Save Click this button to save the configuration.
23.1.4 Administration
The Administration tab allows you to perform Administration tasks on the application. It also tells you the Version and the Build Date of the application. Click the Administration tab.
Reinitialize Application Click this button to reinitialize the application. This is necessary after you changed the configuration or if you change the language resource files. See Changing Language Resources on page 193 for more details.
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Product Code
IAP
Constant
EXIT_SEARCH_HELP_FLT /ORS/SEARCH_HELP_FIELDS_PREFIL
Constant Value
The interface of the custom function must be the same as the interface of the baseline function /ORS/SEARCH_HELP_FIELDS_PREFIL:
FUNCTION /ORS/SEARCH_HELP_FIELDS_PREFIL. *"--------------------------------------------------------------------*"*"Local Interface: *" IMPORTING *" VALUE(SHLPNAME) TYPE SHLPNAME *" VALUE(INVOICE_HEADER) TYPE /ORS/INVOICE_HDR OPTIONAL *" VALUE(CURRENT_APPROVER) TYPE /ORS/UMOID OPTIONAL *" TABLES *" RETURN STRUCTURE BAPIRET2 OPTIONAL *" FIELDLIST STRUCTURE /ORS/SEARCHHELP_FIELD_LIST *" ACCT_DATA STRUCTURE /ORS/INVOICE_ACCT_DATA OPTIONAL *" EXCEPTIONS *" NOT_FOUND *"---------------------------------------------------------------------
ENDFUNCTION.
The custom function is called from the standard RFC function /ORS/GET_SEARCH_HELP_FIELDS. In the TABLES parameter of the sample function module, the FIELDLIST field refers to the structure /ORS/SEARCHHELP_FIELD_LIST. The fields Value and Display only are added to this structure.
Value
This field is used to set the default value for the search field. This field is an indicator that the search field value cannot be changed by the user in the Approval Portal.
Display only
The custom function should fill these fields with appropriate values according to your requirements.
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Important Any changes made by the logic in the custom function module to the fields other than Value and Display only will result in unexpected results or errors.
word Flligkeitsdatum. Java compiler and other Java tools can only process files which contain Latin-1 and/or Unicode-encoded characters (\u<XXXX> notation).
Lang_DE.properties" Lang_DE.properties
Example command: Java native2ascii -encoding UTF-8 "ori_utf-8Tip: You can also use any editor that can save as Unicode Enabled, for example http://en.sourceforge.jp/projects/propedit/downloads/11441/Properties Editor.jar/
4.
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English (EN) German (DE) Spanish (ES) French (FR) Italian (IT) Japanese (JA) Dutch (NL) Portuguese (PT) Russian (RU) Chinese (ZH) Note: Japanese and Chinese are supported only in SAP ECC 6.0.
This section describes the configuration to add another language than the predefined. Therefore, you have to perform the following actions:
Modify the Lang_Support.properties file Add a new Lang_<XX>.properties file Include a new stylesheet Modify JavaScript for the Calendar popup Restart the Approval Portal application
To modify the Lang_Support.properties file: 1. 2. 3. Navigate to the installation directory, for example \usr\sap\<instance name>\SYS\global\opentext\invoiceCfg. Open the Lang_Support.properties file. Add a key-value entry of the new language. Example: If you want to add Swedish language, add the entry V=SV.
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Note: This entry is a SAP language key pair. Check the SAP help for a list of language key pairs. 4. Save and close the Lang_Support.properties file.
To add a new Lang_<XX>.properties file 1. 2. Navigate to the installation directory. Copy the existing Lang_EN.properties file and rename it to Lang_<XX>.properties, where <XX> is the two-letter language code. Example: For Swedish, the new file is named Lang_SV.properties. 3. 4. Store the new file in the installation directory. Open the new Lang_<XX>.properties file and translate the English strings into the other language. Convert non-ASCII characters to Unicode representative format, see step 3 on page 193 in Changing Language Resources on page 193. 5. Save and close the Lang_<XX>.properties file.
A CSS stylesheet is required for every language. To include a new stylesheet: 1. Navigate to the application deployment directory, for example \usr\sap\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.vim.portal\VimPortalWeb\servlet_jsp\vimportal\root\styles, where <JC> is the system number. Copy the existing opentext_EN.css file and rename it to opentext_<XX>.css, where <XX> is the two-letter language code. Example: For Swedish, the new file is named opentext_SV.css. 3. 4. Store the new file in the application deployment directory.
Optional
2.
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You must include calendar popup strings in the new language to the calendar-
To modify JavaScript for the Calendar popup: 1. Navigate to the application deployment directory, for example \usr\sap\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.vim.portal\VimPortalWeb\servlet_jsp\vimportal\root\script\common, where <JC> is the system number. Open the calendar-en.js file. Append calendar strings to the file and translate the text into the new language; see Example 23-1 for details. Example 23-1: Adapting the calendar-en.js file For Swedish, translate the week day names, the month names and the strings Toggle first day of week, Prev. year (hold for menu), and so on. Mind the SV for Swedish in the Calendar._<xxx> strings.
Calendar._DN_SV = new Array ("Sunday", "Monday", "Tuesday", "Wednesday", "Thursday", "Friday", "Saturday", "Sunday"); Calendar._MN_SV = new Array ("January", "February", "March", "April", "May", "June", "July", "August", "September", "October", "November", "December"); Calendar._TT_SV["TOGGLE"] = "Toggle first day of week"; Calendar._TT_SV["PREV_YEAR"] = "Prev. year (hold for menu)"; Calendar._TT_SV["PREV_MONTH"] = "Prev. month (hold for menu)"; Calendar._TT_SV["GO_TODAY"] = "Go Today"; Calendar._TT_SV["NEXT_MONTH"] = "Next month (hold for menu)";
2. 3.
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Calendar._TT_SV["NEXT_YEAR"] = "Next year (hold for menu)"; Calendar._TT_SV["SEL_DATE"] = "Select date"; Calendar._TT_SV["DRAG_TO_MOVE"] = "Drag to move"; Calendar._TT_SV["PART_TODAY"] = "(today)"; Calendar._TT_SV["MON_FIRST"] = "Display Monday first"; Calendar._TT_SV["SUN_FIRST"] = "Display Sunday first"; Calendar._TT_SV["CLOSE"] = "Close"; Calendar._TT_SV["TODAY"] = "Today"; Calendar._TT_SV["WK"] = "wk";
4.
To restart the Approval Portal application: To include the new language into the application, you must stop and start the application from Visual Admin. 1. 2. In Visual Admin, navigate to Instance > Server > Services > Deploy. Expand servlet_jsp.
3. 4. 5. 6.
Select the Approval Portal application. Click Stop Application at the right of the window. When the application is stopped, select it again and click Start Application. Click OK to confirm.
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Important To make the language change effective, the end user must clear the browser cache.
4. 5. 6.
Set the FileBufferSize value to 10485760. Set the ServletInputStreamTimeout value to 180000. Set the ServletLongDataTransferTimeout value to 120000.
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7. 8. 9.
Click Update. Navigate to Instance > Dispatcher > Services > HTTP Provider. Click the Properties tab.
10. Set the ReadBufferSize value to 10485760. 11. Click Update. Note: You do not need to restart your cluster.
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To change the log level: 1. 2. 3. 4. Log in to Visual Admin. Navigate to Instance > Server > Services > Log Configurator. On the right panel, select the Runtimes > Categories tab. Select the VIMIAP application under the Applications tab. You see a Severity drop down list on the right hand side.
5.
Select the Severity level you need, click Save and select one of the following options, according to your needs:
For more details, also consult the SAP Web Application Server Administration Guide. Log level Info is used to log the initial Servlet loading information and when an RFC is called. Log level Error is used to log in the exception blocks. Logs are created under \applications\com\opentext\vim\portal in the log directory in the WAS, for example
E:\usr\sap\T38\JC01\j2ee\cluster\server0\log\applications\com\opentex t\vim\portal.
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The name of the log will be VimlapLog<Logindex>.log. These logs will contain all application's Info log level. Up to 10 files will be created and will be reused. To change the size and number of log files: 1. 2. Log in to Visual Admin. Navigate to Instance > Server > Services > Log Configurator.
3.
4. 5.
In the Log Controllers area, click VIMIAP. Click the right destination, and click Edit.
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6.
Change the following parameters: Note: See SAP Help for more details. Limit for log file size Count for number of log files
These trace files include the import, export parameters of functions, and the RFC the application is calling. These trace files are useful to troubleshoot any error when connecting and retrieving data from SAP ERP. Make sure that you turn the level back to Info or Error in the production environment. To determine that WAS writes the trace files to the location specified above instead of defaultTrace.trc, you must perform the following setting.
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By default, ForceSingleTraceFile will be YES. Then, the trace is written only to \logs\defaultTrace.trc. Change this setting to NO. Then, WAS will produce multiple trc files.
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5. 6.
Expand the com node until you see LogUtil. Click the LogUtil node. In the Destinations field, the destination trace path is displayed.
7.
Select the destination trace path and click Edit. Note: Do not select any other destinations.
The Destinations tab is displayed with the default Severity All. 8. Select the required severity level from the Severity drop-down list.
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9.
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2.
Click on the sap.com/com.sap.engine.heartbeat component. The default GRMG Customizing scenario with default values is displayed in the right panel.
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For example 3.
http://OPWAST38.optura.local:50100/GRMGHeartBeat/EntryPoint
Configure HTTP:
Property name
url
Property value http://<WAS>:<WASHOST>/vimportal/GRMGServlet For example: http://opwast38:50100/vimportal/GRMGServlet 4. Configure the Java Connector (JCo). You also must monitor the JCo connection from Approval Portal to SAP.
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While configuring a single JCo component, give the name as JCo1. If you need to configure multiple SAP backend systems, increment the index suffix to JCo, like JCo2, JCo3. In the application, the list of components is read with the component name from scenario. As the JCo component can be repeated multiple times, add an index number to identify the specific component.
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5.
6.
Enter values, see screenshot above. Note: It is not necessary to enter a value for the Component type field.
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7.
Navigate to properties and click Add. Enter the JCo component properties, like you did for the component in step 6 on page 209. This is the same information already entered in the SAP Connection tab of the Administration page, see SAP Connection on page 186.
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propname: password propvalue: the CPIC user password propname: language propvalue: the language propname: apphost propvalue: the application host propname: sysnumber propvalue: the system number
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Monitoring with the GRMG scenario in SMD See the appropriate guide and SAP Help for more details:
http://help.sap.com/saphelp_nw70/helpdata/EN/cf/504a550ae6274495e2ce3 0d176f33b/content.htm
http://help.sap.com/saphelp_nw70/helpdata/EN/34/60cdd0d3fdeb4cb8cbc4 eac681f961/content.htm
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Also backup a copy of the .sca or .sda file. If restoring is needed, do the following: To perform a restore: 1. 2. Replace the backup version configuration.xml and language resource files to the <InstallDir> location. Redeploy the backup or the original delivery of the .sca or the .sda file. See OpenText Vendor Invoice Management - Installation Guide (VIM-IGD).
Check in the Visual Admin if the application has been restarted and is running. Login to the Administration page of the Approval Portal to see if all the configurations are still correct. Ask the end user to try to access the application to see if everything is working.
If a restore is needed, see Managing Backup and Restore on page 212 for information how to restore.
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23.14 Troubleshooting
The following issues can occur on the Approval Portal. See symptoms and solutions. Issue #1: The user received an exception message Symptom The end user receives a message: Exception: Please consult with your administrator Solution Review the logs and check for relevant information. Send the SAP WAS server trace and the VIM trace to OpenText. Issue #2: Not able to update the configuration Symptom You are not able to save the Configuration information to the configuration.xml file Solution Make sure the <installDir>/invoiceCfg folder has write permission. Issue #3: The invoice image is not working Symptom The user is not able to view the image and the SAP side is configured correctly. Solution Make sure the Image Display Type in the Configuration section of the Administration page is configured correctly. Issue #4: Some of the texts in other languages display in English only Symptom Some of the texts in other languages display in English only when user selects other languages. Solution The language properties file for that language might not have the translation; this might be due to the release date of the build. Change accordingly or contact OpenText Customer Support to obtain the latest language properties files.
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23.15 Branding
23.15 Branding
You might need to change the logo of the Approval Portal. This section describes how to do this. Notes:
You must perform the same action when you are applying a new patch. OpenText recommends backing up the image or the files if you need to apply a new patch.
Option #1: Remove the logo: 1. Navigate to the Approval Portal directory, located in sap\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.vim.portal\VimPortalWeb\servlet_jsp\vimportal\root\jsp\invoice, where <JC> is the system number. Example:
E:\usr\sap\T39\JC00\j2ee\cluster\server0\apps\com.opentext.vim.po rtal\VimPortalWeb\servlet_jsp\vimportal\root\jsp\invoice src="<%=baseURLPathToImages%>banner_large_sap_vim_b24.png" border="0"> with background="<%=baseURLPathToImages%>banner_background.png".
2.
3. 4.
If you also want to remove the banner, remove Save the file. The application will restart itself.
Option #2: Change the logo: 1. Navigate to the Approval Portal directory, located in sap\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.vim.portal\VimPortalWeb\servlet_jsp\vimportal\root\images, where <JC> is the system number.
E:\usr\sap\T39\JC00\j2ee\cluster\server0\apps\com.opentext.vim.po rtal\VimPortalWeb\servlet_jsp\vimportal\root\images
Example:
2. 3. 4.
Edit the PortalMain_Header.jsp: Replace banner_large_sap_vim_b24.png with your own logo. If you want to remove the banner, remove
background="<%=baseURLPathToImages%>banner_background.png".
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Chapter 24
For Non PO invoices parked using F-63, F-43, FB60, FV60, MR01, or MRHR, transaction FBV4 must be used to change the posting manually. For PO invoices created using MIRO or MIR7, transaction MIR4 must be used in a change mode to change the posting manually.
This chapter provides two sections that explain the processing steps you must perform for each of the above two types of documents. Notes:
During processing of the reports/transactions included in this procedure, normal processing of the parked documents is not possible. So, these reports/transactions have to run when no user is trying to create or process parked documents in the system. Sufficient testing of the process has to be done in the development or testing systems to make sure the parked invoices are carried over to the new fiscal year correctly.
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next year. If the posting date has to be changed, use the FBV4 transaction to post it in the new posting period. At this stage, the runtime workflow instances based on this parked document will be rendered unusable as the object key of the parked document is changed now. All the OpenText application tables will be out of sync, as well.
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If custom extensions were implemented that store the SAP parked document number, you have to make appropriate code corrections to avoid inconsistencies.
To run the year end procedure: 1. Execute the /n/OPT/VIM_YEND_NPO transaction. Alternatively, execute the /n/OPT/VIM transaction and follow SAP menu > Reports > Periodic Processing > Year End Run > Year End Report Run - Non PO Based Invoices
2.
You can run the report either in an online mode or scheduled as a batch job. In the batch mode, all the parked documents that match the selection criteria will be processed automatically without user intervention. You must specify the new posting date so that all the documents will have the posting dates modified to the new date. Make sure the posting period for the new posting date is open.
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If changing the posting date leads to no fiscal year change, use the month end report. You can run the /OPT/VIM_YEND_NPO transaction with certain filter if needed. In dialog mode, you can restrict the output set by using the various selection criteria available. The selection options Company Code and Fiscal Year are mandatory.
To run the month end procedure: 1. Execute the /n/OPT/VIM_MEND_NPO transaction. Alternatively, execute the /n/OPT/VIM transaction and follow SAP menu > Reports > Periodic Processing > Month End Run > Month End Report Run Non PO Based Invoices
2.
You can run the report either in an online mode or scheduled as a batch job. In the batch mode, all the parked documents that match the selection criteria will be processed automatically without user intervention. If changing the posting date leads to no fiscal year change, use the month end report. You can run the /OPT/VIM_MEND_NPO transaction with certain filter if needed. In dialog mode, you can restrict the output set by using the various selection criteria available.
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At this stage, the workflows that are referencing to the original parked document will have runtime errors because the original object is deleted by SAP.
To run the year end procedure: 1. Execute the /n/OPT/VIM_YEND_PO transaction. Alternatively, execute the /n/OPT/VIM transaction and follow SAP menu > Reports > Periodic Processing > Year End Run > Year End Report Run - PO Based Invoices
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2.
You can run the report either in an online mode or scheduled as a batch job. In the batch mode, all the parked documents that match the selection criteria will be processed automatically without user intervention. The selection options Company Code and Fiscal Year are mandatory. You must specify the new posting date so that all the documents will have the posting dates modified to the new date. Make sure the posting period for the new posting date is open. If changing the posting date leads to no fiscal year change, use the month end report.
To run the month end procedure: 1. Execute the /n/OPT/VIM_MEND_PO transaction. Alternatively, execute the /n/OPT/VIM transaction and follow SAP menu > Reports > Periodic Processing > Month End Run > Month End Report Run PO Based Invoices
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2.
You can run the report either in an online mode or scheduled as a batch job. In the batch mode, all the parked documents that match the selection criteria will be processed automatically without user intervention. If changing the posting date leads to no fiscal year change, use the month end report. You can run the /OPT/VIM_MEND_PO transaction with certain filter if needed. In dialog mode, you can restrict the output set by using the various selection criteria available.
Simulate various scenarios. Run the programs in the order mentioned. Make sure the image links are transferred correctly. Make sure the logs and reports show the correct information. Make sure the comments are showing up properly. The programs can be run in dialog mode to investigate any errors that might be encountered.
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Keep the log for the program executions so that you will have a record of what invoices were changed in case something goes wrong.
Depending on what is implemented at your site, you need to come up with a set of scenarios to be tested. The following is an example scenario you can be use for testing: To test the year end procedure: 1. 2. 3. 4. 5. 6. 7. Start a Document processing workflow. (Depending on if OCR is implemented or not, the step can differ.) Create an invoice using the FV60 transaction. Insert some comments during parking. Choose an approval parking reason and select the appropriate requestor. Check to see if the approver gets a workitem to approve in the web portal or in the SAPGUI, depending on how it is configured. Run the year end transactions as appropriate. Access the approver's inbox and execute the workitem. You should notice that the new fiscal year and possibly new document number is there in the details. Make sure the comments are showing up properly. Run VIM Analytics and give the new document key. See if the result shows the old document number in the details. Make sure the image can be displayed properly from FBV3 or any invoice display transaction.
8. 9.
10. Check if the OpenText Dashboard (accessable from the Object Services menu from invoice display transaction) shows the correct information for the new invoice key.
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You can use the log to check for a list of all documents that were processed through year end processing.
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Chapter 25
This function module stores the ICC configuration data into SAP. Application name is the key for configuration data; there will be different versions for the application. One version of the application will be active at a time. Every time ICC comes with new configuration data for any application, it stores with new version number; the latest version will be set as the active version. Each application will have more than one line of data.
Configuration data stores into table /OPT/VIM_ICC_CFG and versions information will be stored into /OPT/VIM_CFG_VER. Both tables can be maintained through table maintenance transaction SM30. Input parameters:
T_CONFIG_DATA
Internal table for configuration data Contains application name, application line number and configuration data.
T_DESCRIPTION
Internal table with application description Contains application name, version (not used), and application description.
This function module returns the all active applications information. This gets the application name, version and description from table /OPT/VIM_CFG_VER. Output parameters:
T_CONFIG_LIST
Internal table for configuration version data Contains application name, version (active version), and description.
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This function module returns the configuration information of input applications active version. Input parameters:
T_APPL_QUERY
Output parameters:
T_CONFIG_DATA
Internal table for configuration data Contains application name, application line number, and configuration data.
T_DESCRIPTION
Internal table for configuration version data Contains application name, version (active version), and description.
It takes application names as input, gets all active versions of those applications from table /OPT/VIM_CFG_VER and stores this to T_DESCRIPTION internal table. And it gets the configuration data from table /OPT/VIM_ICC_CFG of the above active applications and stores this into internal table T_CONFIG_DATA.
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2. 3.
Look for the application version you want to delete. Execute the SM30 transaction. Enter /OPT/VIM_ICC_CFG in Table/View.
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4.
5.
In the Field Selection dialog box, select Application Name and Application Version. Click .
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Enter Application Name and Application Version you want to maintain, see step 2 on page 229. Click .
All configuration line entries for the selected application and version are displayed. 7. 8. 9. Scroll downwards to make sure you have only lines for the correct Application Name and Application Version. To select all lines, click the To delete all lines, click the button in the application tool bar. button in the application tool bar.
10. For the final action, deleting the entry for the application version, execute the SM30 transaction.
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11. Click No Restrictions and click Maintain. The list of application versions is displayed.
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Chapter 26
3.
Follow the SAP standard archiving processes for the archive object /OPT/DOC. The data from the following tables is archived:
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/OPT/VIM_NPO_WID /OPT/VIM_1BDCLOG /OPT/VIM_1LOG /OPT/VIM_1OCRLOG /OPT/VIM_8LOG /ORS/STACK_HDR /ORS/STACK_BODY /ORS/INV_ADD /ORS/INV_DATA /ORS/APPR_LOG /PTGWFI/M_PRKMTR /PTGWFI/F_PIRMTR /PTGWFI/F_BIRMTR /PTGWFI/F_BIRMWI /PTGWFI/F_DELINV /PTGWFI/F_LIXMWI /PTGWFI/F_LIXMTR
To archive reporting data: Note: You must first archive all DP invoices using the archive object /OPT/DOC from all connected SAP systems before you run the archiving of the reporting data. 1. 2. Execute the standard SAP transaction SARA. Use the archiving object /OPT/REP that is provided with VIM 5.2 SP1 to archive the VIM Central Reporting information.
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3.
Follow the SAP standard archiving processes for the archive object /OPT/REP. The data from the following tables is archived:
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Glossary
AAK See: SAP Add-On Assembly Kit (AAK) AP processor Accounts Payable personnel Approval chart of authority (COA) The Approval chart of authority (COA) determines first approver and next approver for an invoice by combinations of Company Code (specific or range), Expense Type (marketing expense, utility), Cost Objects (G/L account, Cost Center), and HR objects (Position, Job code). Archive system Computer system that enables storage, management and retrieval of archived data and documents ArchiveLink Service integrated in the SAP Web Application Server for linking archived documents and the application documents entered in the SAP system ArchiveLink document types Document types that need to be customized for ArchiveLink Authorization profiles The SAP administrator assigns authorizations to the users that determine which actions a user can execute in the SAP system. These authorizations are stored in Authorization profiles. BAdI See: Business Add-Ins (BAdI) Baseline Set of functionality with pre-defined configuration and the starting point to implement VIM
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Glossary
BDC ID Business Data Communication ID. The BDC ID is used by the system to process an SAP transaction to create an SAP Document in user context. Block Situation where an invoice has a price or quantity variance that prevents invoice from posting BTE See: Business Transaction Event (BTE) Business Add-Ins (BAdI) Business Add-Ins (BAdI) is a new SAP enhancement technique based on ABAP objects. BAdI can be inserted into the SAP System to accommodate user requirements too specific to be included in the standard delivery. Business rules Rules that describe the operations, definitions and constraints that apply to an organization Business Transaction Event (BTE) Event used for extending a Non PO invoice functionality to call a custom program Buyer Person who is in charge of the PO. This role should have authorization to create and change the purchase order. This role is also responsible for negotiating and communicating with vendors. COA See: Approval chart of authority (COA) Coding Coding allocates an invoice to G/L account and cost object if required. Contract agent Person who can create and modify SAP contracts. Dashboard User interface that organizes and presents information in a way that is easy to read. Users can also perform actions from the dashboard. DocuLink OpenText DocuLink enables the archiving, management and retrieval of CRM or ERP documents from within the SAP infrastructure.
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Glossary
Document Processing (DP) VIM component that captures invoice metadata including line items for PO and performs preconfigured business rules Document type Type of document such as PO, Non PO, OCR, Non OCR DP See: Document Processing (DP) Duplicate analyzer Person who is responsible to identify duplicate invoices Event Type Linkage Error handling method. Event Type Linkage determines what the application should do in case an error could not be handled. Exception Action that is not part of normal operations or standards FI See: Financial Accounting (FI) Financial Accounting (FI) SAP module for the Finance and Accounting department IAP See: Invoice Approval (IAP) ICC See: Invoice Capture Center (ICC) IE See: Invoice Exception (IE) Indexer Person responsible for entering index data Indexing Process of entering or storing data into the system Information provider Receiving role for option Refer for Information
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Glossary
Invoice Approval (IAP) VIM component that enables users to perform coding, approving and rejecting invoices Invoice approver Person who approves invoices Invoice Capture Center (ICC) Optional VIM OCR component Invoice coder Person who enters the accounting info on invoices to allocate the cost Invoice Exception (IE) VIM component that handles the exceptions that arise after a SAP invoice is created Invoice requester Person who requested goods and services for Non PO invoices LIV See: Logistic invoice (LIV) Logistic invoice (LIV) purchase order invoice Materials Management (MM) SAP MM is the materials management module of the SAP ERP software package. Materials management is used for procurement and inventory management. MM See: Materials Management (MM) Namespace Name range reserved by SAP for customer objects and SAP objects to make sure that objects are not overwritten by SAP objects during the import of corrections or an upgrade Non purchase order (Non PO) Order that is not based on a PO
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Glossary
Non purchase order (Non PO) invoice (PIR) Invoice based on a Non purchase order (Non PO) Number range Array of numbers that can be used for an object in the SAP system OCR See: Optical character recognition (OCR) Optical character recognition (OCR) Mechanical or electronic translation of images of handwritten, typewritten or printed text (usually captured by a scanner) into machine-editable text Park Situation where an invoice is not posted and is waiting for further processing Parked invoice document Temporary document that the AP processor can change and post. SAP assigned document number becomes real number when posted. PIR See: Non purchase order (Non PO) invoice (PIR) PO See: Purchase order (PO) Posted invoice document Invoice that has already been posted in SAP. Only free-form text fields can be changed. Related documents such as POs or good receipts may be created or changed to effect the invoice. If the document is not needed, it must be cancelled ( PO invoice) or reversed ( non-PO invoice). Price variance Situation where the price on the invoice is different from the price in the purchase order Process options Processing options for the user in the dashboard, such as Referral, Authorization, and Actions Process type Process type for a document. The process type determines the initial actor and various collaboration options available to the various actors during the process flow.
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Glossary
Purchase order (PO) SAP module. PO indicates a document sent from a buyer to a seller. The purpose of the document is to order the delivery of goods or services. Purchase order (PO) invoice Invoice based on a Purchase order (PO) Quantity variance Situation where the quantity on the invoice is different from the quantity in the purchase order Receiver Person who can create and reverse the goods receipt in SAP Requisitioner Person who requested goods and services Roles Set of predefined roles for the SAP user SAP Add-On Assembly Kit (AAK) Standardized delivery procedure for software Scan operator Person who scans the invoices into images (may not have a SAP ID) Service approver Person who approves a service entry Service requisitioner Person who enters a service entry Swimlane Diagram representing a specific VIM process. A swimlane comprises the process description, roles, user interface and options of the process. Tax expert Person who advises on invoices that need tax audit. Normally tax department personnel. VAN See: VIM Analytics (VAN)
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Vendor Invoice Management (VIM) Packaged business solution that 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. Vendor maintenance Person who is responsible for creating and maintaining the vendor master records VIM Analytics (VAN) VIM component that gives users a clear data report on their invoices in progress. VIM Analytics allows to track the documents routed through SAP workflows via VIM. Workflow SAP business workflows can be used to define business processes that are not yet mapped in the R/3 system.
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Index
CUST_PREFL group 126 maintaining logical systems 124 Alert monitoring 73 CCMS templates 74 registering CCMS agent 74 setting up central alert monitoring 74 Application log 175 approval on mobile device 182 create 175 CRM system 181 log classification 179 log point 176 Object and Sub-object 177 Application restore Approval Portal 213 Approval on mobile device application log 182 Approval Portal additional languages 194 application restore 213 asynchronous interfaces 213 attachment support 198 backup 212 branding 215 high availability 213 language resources 193 load balancing 213 log configuration for vimIapTraceLogindex.trc 203 log files 199 measuring performance 205 monitoring 205 multilingual support 193 periodic tasks 213 restore 212 search helps with pre-filled values 191 starting and stopping 214 technical configuration data 213 trace files 202 troubleshooting 214 Approval Portal administration 185 Approval Portal configuration 186 Archiving VIM information 235
A Activate role and exception mapping Central Reporting 132 Activity monitoring 78 Adaptive computing 81 Additional languages Approval Portal 194 Administration activity monitoring 78 adaptive computing 81 alert monitoring 73 backup 80 CCMS templates 74 data archiving 80 DP invoices 89 DP processing 89 logs 79 registering CCMS agent 74 restart mechanism 81 SAP workflow administration transactions 84 SAP workflow tables 87 setting up central alert monitoring 74 Solution Manager Diagnostics 80 SWE2 transaction 84 SWEL transaction 84 SWI1 transaction 84 SWIA transaction 84 system availability 80 system performance analysis 79 traces 79 VIM configuration 80 work item analysis 86 workflows 73 Administration tools 21 VIM Customizing IMG 21 Aggregation Report Central Reporting 135 creating variants 128
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Index
Asynchronous interfaces Approval Portal 213 Attachment support Approval Portal 198 B Backup 80 Approval Portal 212 Batch job Central Reporting 135 Batch programs ICC Dispatcher 163 Branding Approval Portal 215 Bulk change of posting date Document Processing 89 C CCMS agent registering 74 CCMS templates monitoring 74 CD-ROM Product ISO image 11 Central alert monitoring setting up 74 Central Reporting 121 activate role and exception mapping 132 Aggregation Report 135 cleaning up tables 138 Collection Report 132 maintaining reporting tables 128 scheduling batch job 135 Text Master Report 134 User Master Report 134 Chart of Authority 31 Cleaning up tables Central Reporting 138 Collection Report Central Reporting 132 Configuring VIM Notifications 109 conventions 12 Creating variants Aggregation Report 128 CRM system application log 181 CUST_PREFL group Aggregation Report 126 Customer Support 13
D Data archiving 80 Delivery model 15 Document Processing bulk change of posting date 89 Download programs downloading in background 158 downloading PO data 154 downloading vendor database 151 function modules and RFCs 158 ICC integration 151 DP invoices administration 89 DP processing administration 89 E EDI support 169 IDoc process administration 169 Email formatting function module VIM Notifications 118 Email options VIM Notifications 109 Event linkage for VIM workflows 81 Excluding users VIM Notifications 114 Extensions to VIM 18 F FAIL_SAFE user key 29 H High availability 14 Approval Portal 213 I ICC Admin Tool ICC Dispatcher 165 ICC application deleting from SAP tables 228 ICC configuration data 227 RFCs 227 ICC Dispatcher 163 batch programs 163 ICC Admin Tool 165 IDoc process administration EDI support 169
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Invoice workflow status 43 Invoice Approval releasing invoice lock 71 Invoice lock releasing 71 ISO image Product ISO image 11 K Key Process Analytics Report thresholds maintenance 139 L Language resources Approval Portal 193 Load balancing Approval Portal 213 Log year end procedure 225 Log classification application log 179 Log configuration for vimIapTraceLogindex.trc Approval Portal 203 Log files Approval Portal 199 Log point application log 176 Logs 79 M Maintaining logical systems Aggregation Report 124 Maintaining reporting tables Central Reporting 128 Measuring performance Approval Portal 205 Monitoring Approval Portal 205 workflows 49 Month end procedure Non PO based FI documents 217 parked documents 217 PO based documents 221 Multilingual support Approval Portal 193 Multiple backend system 119
N Non PO based FI documents month end procedure 217 year end procedure 217 Notification email body VIM Notifications 112 Notification email title VIM Notifications 113 Notification options VIM Notifications 109 O Object and Sub-object application log 177 OpenText Online 13 P Parked documents month end procedure 217 year end procedure 217 Periodic tasks Approval Portal 213 PO based documents month end procedure 221 year end procedure 221 Process swimlanes 17 R Reassigning Invoice Approval items to a different user 67 Reassigning work items 61 retrieving work items of a specific user 61 to a different user 64 Releasing invoice lock for Invoice Approval 71 Restart mechanism 81 Restore Approval Portal 212 RFCs for the ICC configuration 227 Role error in a workflow 55 determining 55 restarting after fixing 58 Role for VIM configuration display 93 Roles 29 FAIL_SAFE user key 29 S SAP early watch service 93
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Index
SAP workflow administration transactions 84 SAP workflow tables 87 Search helps with pre-filled values Approval Portal 191 Search results VIM Notifications 106 Selection screen VIM Notifications 103 Solution Manager Diagnostics 80 Starting and stopping Approval Portal 214 Substitute for IAP process 37 for SAP inbox 33 Substitutes for workflow processes 33 SWE2 transaction 84 SWEL transaction 84 SWI1 transaction 84 SWIA transaction 84 Swimlanes 17 System availability 80 System performance analysis 79 T Technical configuration data Approval Portal 213 Testing year end procedure 224 Text Master Report Central Reporting 134 Thresholds maintenance Key Process Analytics Report 139 Trace files Approval Portal 202 Traces 79 Transaction SWE2 84 SWEL 84 SWI1 84 SWIA 84 Troubleshooting Approval Portal 214 typography 12 U Unified Dashboard workflow status 43
User Master Report Central Reporting 134 User preferences VIM Notifications 116 V VIM delivery model 15 VIM Analytics workflow status 46 VIM configuration 80 VIM configuration display creating role for 93 VIM Customizing IMG 21 VIM Notifications 103 configuration 109 email formatting function module 118 email options 109 excluding users 114 notification email body 112 notification email title 113 notification options 109 search results 106 selection screen 103 starting 103 user preferences 116 VIM Notifications List 106 VIM workflows event linkage 81 W Work item analysis 86 Work items of a specific user retrieve 61 Work items of another user reassigning 61 reassigning Invoice Approval items 67 reassigning to a different user 64 Workflow batch jobs 23 Workflow scheme 16 Workflow status Unified Dashboard 43 VIM Analytics 46 Workflow status of an invoice 43 Workflows administration 73 determining role error 55 monitoring 49 restarting after fixing role error 58
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solving role error 55 Y Year end procedure log 225 Non PO based FI documents 217 parked documents 217 PO based documents 221 testing 224
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