Invoice Capture Center 7.5 Customizing Guide

OpenText Invoice Capture Center for
SAP Solutions
Customizing Guide
OpenText Invoice Capture Center for SAP Solutions

Customizing Guide
Rev.: V7.5 SP1 (2015-01-27)
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Contents
1
Introduction
1.1
1.2
1.3
1.4
1.5
2.3
2.4
2.5
2.6
Functional Overview ................................................................................................... 1

Components of Invoice Capture Center ...................................................................... 3
Customizing................................................................................................................. 4
Hot Spots ..................................................................................................................... 5
Achieving Optimum Recognition Results ................................................................... 6
Basic Customizing
2.1
2.2
Prerequisites for ICC Interaction with VIM ................................................................ 7

Creating a Standard Use Case Application .................................................................. 8
2.2.1 Specify Name and Application Type .............................................................. 9
2.2.2 Specify Country .............................................................................................. 9
2.2.3 Add Archive Document Types ...................................................................... 10
2.2.4 Specify Company Code Detection ................................................................ 10
2.2.5 Specify Connection to SAP ERP .................................................................. 12
2.2.6 Generating the Application ........................................................................... 14
Configure and Start Your ICC Application for VIM ................................................. 15
Enable Validation - Export Application to SAP ERP ................................................ 18
Test Your Application ............................................................................................... 19
Changing Your Application....................................................................................... 19
Use Cases
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
3.11
3.12
3.13
3.14
3.15
3.16
3.17
3.18
3.19
3.20
3.21
3.22
21
More than One Receiving Country ............................................................................ 21

More than One Sending Country ............................................................................... 23
More than One Application ....................................................................................... 23
More than One SAP ERP System Involved .............................................................. 23
More than One Company Code ................................................................................. 24
More Than One Tax Rate and VAT Amount ............................................................ 24
High Recognition Capacity Needed .......................................................................... 24
More than One Validation Client .............................................................................. 25
Vendor IDs are Identical throughout Company Codes .............................................. 25
Vendors IDs are not Identical throughout Company Codes ...................................... 25
Shared Service Center ............................................................................................... 25
Intercompany Invoices .............................................................................................. 26
Custom Field Needed ................................................................................................ 26
Export of Custom Fields to VIM ............................................................................... 26
Not Purchase-Order-Related Invoices ....................................................................... 26
Non-Standard Syntax/Length of PO Numbers .......................................................... 26
Processing Invoices with Appendices ....................................................................... 28
Application for New Country .................................................................................... 28
Applications for China (Traditional), Japan, Korea, Thailand .................................. 29
Presetting ICC Fields ................................................................................................. 30
Processing Invoice-Related Documents .................................................................... 31
Processing Down Payment Invoices .......................................................................... 31
Invoice Capture Center Customizing Guide
Contents iii
Optimizing Recognition Results

4.1
4.2
5.2
5.3
6.2
6.3
6.4
6.5
35
Background Information for Testing ......................................................................... 35

5.1.1 Technical Environment ................................................................................. 35
5.1.2 Scanned Material ........................................................................................... 35
Local ICC Test .......................................................................................................... 36
5.2.1 Using ICC Download from SAP ERP ........................................................... 36
5.2.2 Using VIM Download from SAP ERP (Test) System .................................. 40
5.2.3 Testing Invoice Capture Center Locally ....................................................... 40
End-to-End VIM ICC Test ........................................................................................ 42
Configuration and Customizing

6.1
iv Contents
Using Adaptive Recognition for Standard Invoice Fields ......................................... 33

Using Rule-Based Methods and Scripting ................................................................. 33
Testing Invoice Capture Center

5.1
33
43
Overview of the Customizing Client ......................................................................... 43

6.1.1 Structure ........................................................................................................ 43
6.1.2 Tools of the Customizing Client ................................................................... 45
Application Development .......................................................................................... 46
6.2.1 Background Information about Applications ................................................ 46
6.2.2 Applications Created with ICC 5.2 Service Pack 4 or Earlier ....................... 46
6.2.3 Basic Steps for Application Development .................................................... 47
Creating an Application ............................................................................................. 47
6.3.1 Specifying Name and Application Type ....................................................... 47
6.3.2 Specifying Country for a Single-Country Application .................................. 48
6.3.3 Specifying Properties of a Multiple-Country Application ............................ 49
6.3.4 Adding Archive Document Types ................................................................. 50
6.3.5 Company Code Detection ............................................................................. 51
6.3.6 Specifying SAP ERP Connection Data ......................................................... 53
6.3.7 Application Creation ..................................................................................... 54
Basic Application Actions ......................................................................................... 55
6.4.1 Opening and Closing an Application ............................................................ 55
6.4.2 Exporting an Application to SAP ERP .......................................................... 55
6.4.3 Importing an Application from SAP ERP ..................................................... 55
6.4.4 Moving an Application to another SAP ERP System ................................... 56
6.4.5 Exporting an Application to File ................................................................... 57
6.4.6 Importing an Application from File .............................................................. 57
6.4.7 Deleting an Application ................................................................................ 58
Configuring an Application ....................................................................................... 59
6.5.1 Modifying Name and Description of the Application ................................... 60
6.5.2 Activating Training in Validation ................................................................. 60
6.5.3 Customizing a Chinese Application .............................................................. 60
6.5.4 Specifying Archive Document Types ........................................................... 61
6.5.5 Specifying Requester Email Addresses ......................................................... 62
6.5.6 Specifying Line Item Processing ................................................................... 63
6.5.7 Specifying Order Number Processing ........................................................... 66
6.5.8 Specifying Vendor ID Detection ................................................................... 68
6.5.9 Specifying Currencies ................................................................................... 70
6.5.10 Specifying VAT Rates ................................................................................ 71
6.5.11 Specifying Company Code Detection ......................................................... 72
6.6
6.7
6.8
6.9
6.10
6.11
6.12
6.5.12 Specifying Credit Memo Detection ............................................................. 74

6.5.13 Specifying Default Formatting in Validation .............................................. 75
6.5.14 Specifying Formatting for Different Sending Countries ............................. 75
6.5.15 Specifying Limits for Recognition .............................................................. 76
6.5.16 Specifying Visibility of the Line Items Table ............................................. 78
6.5.17 Specifying Field Zone Colors for the Validation Client .............................. 78
6.5.18 Confirming Changed Settings ..................................................................... 78
Changing Field Settings of an Application ................................................................ 79
6.6.1 Activating Optional Fields ............................................................................ 80
6.6.2 Changing Field or Column Order for Validation .......................................... 81
6.6.3 Activating Adaptive Recognition for Standard Invoice Fields...................... 82
6.6.4 Specifying the Default Currency ................................................................... 83
6.6.5 Setting Limits for Date Fields ....................................................................... 83
6.6.6 Showing Additional Tax Rate and VAT Amount Fields in Validation ......... 84
6.6.7 Checking Line Item Amounts against Net Amount ...................................... 84
6.6.8 Modifying Standard Recipient and Vendor Fields ........................................ 85
6.6.9 Configuring the InvoiceDeliveryDate Field .................................................. 86
6.6.10 Hiding the Invoice Items Table ................................................................... 86
6.6.11 Configuring Presentation of Company Code and Invoice Vendor Field ..... 86
6.6.12 Confirming the Changed Advanced Settings .............................................. 87
Adding Custom Fields ............................................................................................... 88
6.7.1 Adding a Field ............................................................................................... 88
6.7.2 Specifying Field Presentation ........................................................................ 89
6.7.3 Specifying an Automation Method ............................................................... 94
6.7.4 SnapMatch Automation Method ................................................................... 95
6.7.5 Adaptive Recognition Automation Method .................................................. 96
6.7.6 Adaptive Classification Automation Method ................................................ 97
6.7.7 Rule-Based Recognition Automation Methods ............................................. 98
6.7.8 Creating Rule-Based Methods with Document Extraction ........................... 98
6.7.9 Adding Layout-Specific Custom Methods .................................................. 100
Using Rule-Based Custom Methods for Standard Fields ........................................ 100
Adding Custom Columns or Modifying Properties for Invoice Items Recognition 102
6.9.1 Adding Custom Columns ............................................................................ 103
6.9.2 Creating a Custom Invoice Items Method ................................................... 103
6.9.3 Adding a Custom Column to the Invoice Items Custom Field .................... 105
6.9.4 Modifying Properties of an Invoice Items Custom Field ............................ 106
6.9.5 Specify Custom Table Field as Raw Line Item Input ................................. 107
6.9.6 Implementing Layout-Specific Invoice Items Recognition ......................... 107
Exporting Additional Recipient or Vendor Data ..................................................... 108
Scripting .................................................................................................................. 110
6.11.1 Scripting Entry Points ............................................................................... 110
6.11.2 Scripting Editor ......................................................................................... 110
6.11.3 Writing Scripting Code ............................................................................. 111
6.11.4 Scripting Examples ................................................................................... 114
6.11.5 ICC API Documentation ........................................................................... 116
Hot Spots (SAP Links) ............................................................................................ 117
6.12.1 Configuring Hot Spots .............................................................................. 117
6.12.2 Starting and Stopping Hot Spots ............................................................... 121
Contents v
6.13
6.14
6.15
6.16
6.17
Resolving Problems
7.1
7.2
7.3
7.4
157
Recognition is not Running ..................................................................................... 157

Company Code Detection Fails ............................................................................... 157
Vendor Detection Fails ............................................................................................ 158
OCR Error Status in VIM ........................................................................................ 158
Field Reference
8.1
vi Contents
Training ................................................................................................................... 122

6.13.1 Training of Adaptive Recognition Fields .................................................. 122
6.13.2 Tips for Training of Adaptive Recognition Fields .................................... 123
6.13.3 Training of Adaptive Classification Fields................................................ 124
6.13.4 Training Modes ......................................................................................... 125
6.13.5 Exporting and Importing Learning Data ................................................... 127
Administering Repositories for Adaptive Technologies.......................................... 128
6.14.1 Administering an Adaptive Recognition Repository................................. 129
6.14.2 Administering an Adaptive Classification Repository .............................. 131
Normalization .......................................................................................................... 137
6.15.1 Action Points for Normalization ............................................................... 138
6.15.2 Adding a Custom or a Confirmation Rule ................................................. 140
6.15.3 Attaching Rules to Fields .......................................................................... 141
6.15.4 Detaching Rules from Fields ..................................................................... 141
6.15.5 Removing Rules ........................................................................................ 142
6.15.6 Rules ......................................................................................................... 142
6.15.7 Modifying a Rule ...................................................................................... 144
6.15.8 Action Parameters ..................................................................................... 145
6.15.9 Migrating Applications Created with Earlier Versions ............................. 148
Data Used by Recognition ....................................................................................... 151
6.16.1 Recipient Data ........................................................................................... 151
6.16.2 Vendor Master Data and Purchase Order Data ......................................... 152
6.16.3 Requester Data .......................................................................................... 153
Testing on the Development System ....................................................................... 154
6.17.1 Importing Images into the Test System ..................................................... 154
6.17.2 Validation .................................................................................................. 155
6.17.3 Modifying an Application during Testing ................................................. 156
6.17.4 Monitoring ................................................................................................ 156
6.17.5 Using the Trace Viewer............................................................................. 156
159
Header Fields ........................................................................................................... 159

8.1.1 Company Code ............................................................................................ 159
8.1.2 Recipient Name ........................................................................................... 159
8.1.3 Recipient Name 2 ........................................................................................ 160
8.1.4 Recipient Vat Number ................................................................................. 160
8.1.5 SAP System................................................................................................. 160
8.1.6 Reference Number (Invoice Number) ......................................................... 160
8.1.7 Invoice Date ................................................................................................ 161
8.1.8 Date of Supply ............................................................................................ 161
8.1.9 ESR Number ............................................................................................... 161
8.1.10 Credit Memo ............................................................................................. 162
8.1.11 Vendor Number ......................................................................................... 162
8.1.12
8.1.13
8.1.14
8.1.15
8.1.16
8.1.17
8.1.18
8.1.19
8.1.20
8.1.21
8.1.22
8.1.23
8.1.24
8.1.25
8.1.26
8.1.27
8.1.28
8.1.29
8.1.30
8.1.31
8.1.32
8.1.33
8.1.34
8.1.35
8.1.36
8.1.37
8.1.38
8.1.39
8.1.40
8.1.41
8.1.42
8.1.43
8.1.44
8.1.45
8.1.46
8.1.47
8.1.48
8.1.49
8.1.50
8.1.51
8.1.52
8.1.53
8.1.54
8.1.55
8.1.56
8.1.57
8.1.58
8.1.59
8.1.60
8.1.61
Vendor Name ............................................................................................ 163

Vendor Name 2 ......................................................................................... 163
Vendor VAT Number ............................................................................... 163
Vendor VAT Number 1............................................................................. 164
Vendor Bank Account Number ................................................................. 165
Vendor Bank Name ................................................................................... 166
Vendor Bank Number ............................................................................... 166
Vendor City ............................................................................................... 166
Vendor IBAN ............................................................................................ 167
Vendor POBOX ........................................................................................ 167
Vendor POBOXZIP .................................................................................. 167
Vendor State .............................................................................................. 168
Vendor Street ............................................................................................ 168
Vendor SWIFT .......................................................................................... 168
Vendor ZIP ................................................................................................ 169
PO Number ............................................................................................... 169
PO Number List ........................................................................................ 169
Delivery Note List ..................................................................................... 170
Requester Email ........................................................................................ 170
Gross Amount ........................................................................................... 170
Net Amount ............................................................................................... 170
Currency .................................................................................................... 172
VAT Amount ............................................................................................ 172
VAT Amount 1 ......................................................................................... 172
VAT Amount 2 ......................................................................................... 172
VAT Amount 3 ......................................................................................... 173
VAT Amount 4 ......................................................................................... 173
Total Tax Amount ..................................................................................... 173
Canadian Goods Tax Amount ................................................................... 173
Canadian Harmonized Tax Amount .......................................................... 174
Canadian Provincial Tax Amount ............................................................. 174
VAT Rate .................................................................................................. 174
VAT Rate 1 ............................................................................................... 174
VAT Rate 2 ............................................................................................... 175
VAT Rate 3 ............................................................................................... 175
VAT Rate 4 ............................................................................................... 175
Canadian Goods Tax Rate ......................................................................... 175
Canadian Harmonized Tax Rate................................................................ 176
Canadian Provincial Tax Rate ................................................................... 176
Freight Amount ......................................................................................... 176
Handling Charges ...................................................................................... 177
Payment Reference .................................................................................... 177
Tax Invoice ............................................................................................... 177
Invoice Code ............................................................................................. 177
Invoice Category ....................................................................................... 178
Secret Code ............................................................................................... 178
Contents vii
8.2
viii Contents
8.1.62 Secret Code 1 ............................................................................................ 179

8.1.63 Secret Code 2 ............................................................................................ 179
8.1.64 Secret Code 3 ............................................................................................ 179
8.1.65 Secret Code 4 ............................................................................................ 179
8.1.66 Excise Duty ............................................................................................... 180
8.1.67 Education Cess .......................................................................................... 180
8.1.68 S&H Education Cess ................................................................................. 180
8.1.69 Remit-To Address ..................................................................................... 180
8.1.70 Ship-To Address........................................................................................ 182
8.1.71 Original Invoice Date ................................................................................ 183
8.1.72 Original Invoice Number .......................................................................... 184
8.1.73 Contract Number ....................................................................................... 184
8.1.74 Consignor Name........................................................................................ 184
8.1.75 Consignor Address .................................................................................... 184
8.1.76 Consignee Name ....................................................................................... 184
8.1.77 Consignee Address .................................................................................... 185
8.1.78 Payer Address ........................................................................................... 185
Line Item Fields....................................................................................................... 186
8.2.1 Delivery Note Number ................................................................................ 186
8.2.2 PO Number ................................................................................................. 186
8.2.3 PO Line Number ......................................................................................... 187
8.2.4 Amount........................................................................................................ 187
8.2.5 Quantity ....................................................................................................... 187
8.2.6 Unit of Measure........................................................................................... 188
8.2.7 Item Description .......................................................................................... 188
8.2.8 Unit Price .................................................................................................... 188
8.2.9 Tax Amount ................................................................................................ 189
8.2.10 Canadian Goods Tax Amount ................................................................... 189
8.2.11 Canadian Harmonized Tax Amount .......................................................... 189
8.2.12 Canadian Provincial Tax Amount ............................................................. 189
8.2.13 Tax Rate .................................................................................................... 190
8.2.14 Expense Type ............................................................................................ 190
8.2.15 Condition Type.......................................................................................... 190
8.2.16 Serial Number ........................................................................................... 191
Glossary of Terms
193
10
Index
199
Introduction
1.1
Functional Overview
As an option for Vendor Invoice Management for SAP Solutions, OpenText Invoice Capture Center for SAP
Solutions extends VIMs capabilities to automate the capture of machine-printed paper invoices.
For electronic processing invoices are scanned on entry to the financial accounting department. The digital images of the
invoices are stored in an archive. Invoice Capture Center Recognition is indirectly triggered by the early archiving
mechanism of SAP ERP.
Invoice Capture Center Recognition extracts the essential invoice data (date, amount, order number etc.) from the
scanned invoices in the archive. ICC Recognition uses a knowledge base that has been trained on samples of thousands
of invoices from multiple countries around the world. In addition, it uses fuzzy database matching: ICC Recognition
maps the read data such as names, addresses, vendor numbers, purchase order numbers etc. to SAP ERP vendor
master data and SAP ERP purchase order data during analysis.
The extracted information is passed on to Vendor Invoice Management.
Introduction 1
Based on business rules, Vendor Invoice Management decides whether the automatically extracted invoice data have to
be reviewed and eventually corrected or completed by a clerk. In this case Vendor Invoice Management transfers the
invoices to ICC Validation. ICC Validation is a Windows program that is used by a clerk to check, correct, and complete
the extracted invoice data. The validated invoice data are then passed on to Vendor Invoice Management.
2 Introduction
1.2
Components of Invoice Capture Center
An Invoice Capture Center system consists of the following components:
ICC Dispatcher Infrastructure
Recognition Server, Recognition Node
Customizing Client (user interface)
Validation Client (user interface)
The heart of an Invoice Capture Center system is the ICC Dispatcher Infrastructure. The ICC Dispatcher Infrastructure is
the part of the Vendor Invoice Management in SAP ERP the other non-SAP parts of ICC interact with.
Invoice recognition is performed on a special server PC, normally a multi-processor machine. This server PC is the
Recognition Server. In huge ICC systems the Recognition Server can be supported by additional recognition PCs, called
Recognition Nodes. The Recognition Server and its Recognition Nodes make up a Recognition Cluster. The Recognition
Server distributes the workload among the nodes of the Recognition Cluster.
The Recognition Server owns a local database instance. The databases of this instance contain data that the Recognition
Server (and the Recognition Nodes) needs to deliver good extraction results:
Vendor master data and purchase order data are compared with read information.
Recipient data are used to determine the recipient of an invoice.
Learning data are used to extract invoice data for custom fields.
Vendor master data, purchase order data, and learning data are downloaded from SAP ERP periodically.
An Invoice Capture Center system has to be customized to meet the needs of the customer. Customizing is done with a
Windows program, the Customizing Client. In addition, the Customizing Client provides monitoring facilities, which can
be used to monitor and control an ICC system at runtime. The Customizing Client is always installed on the Recognition
Server.
Finally, an Invoice Capture Center system contains several Validation Clients. The ICC Validation Client is a Windows
program that permits to review and eventually complete or correct the extraction results of the ICC Recognition.
Introduction 3
1.3
Customizing
Customizing is done by creating invoice applications with the Customizing Client. An invoice application bundles all
settings that are needed to process invoices of a certain kind, for example the country in which the recipients of the
invoices reside or which fields have to be extracted by which extraction method.
For each invoice application you have to define the archive document type of the invoices that will be processed with
this application. At runtime, when the Recognition Server receives a new invoice image to process, it also obtains the
archive document type of the corresponding invoice; thus it can decide which invoice application is to use to process the
invoice image.
The invoice applications usually are created in a development environment on a special development Recognition Server
connected to a SAP ERP development system. The invoice applications created with the Customizing Client on this
development Recognition Server are stored in a shared folder on the Recognition Server and can immediately be used to
process invoices for testing purposes by the Recognition Server and all its Recognition Nodes.
At any development state, the invoice applications can be saved to the SAP ERP system. The Validation Clients also
need the invoice applications to control invoice validation. As soon as the invoice applications have been saved in a SAP
ERP system, they are available for the Validation Clients connected to this SAP ERP system.
Besides the facility to save an invoice application in SAP ERP (export), the Customizing Client also provides the facility
to load an invoice application from SAP ERP to the Recognition Server (import). Using the SAP ERP export and import
facilities the Customizing Client user can copy an invoice application from a development system to a test system or
from a test system to a production system.
4 Introduction
1.4
Hot Spots
The Recognition Server periodically fetches recognition jobs and download data from the SAP ERP system. These
periodical tasks are performed by using the Hot Spot technology. A Hot Spot becomes active regularly after expiring of a
specified interval or at a specified time on specified days and then tries to fetch new data.
Each invoice application uses Hot Spots of two different types. A SAP Extraction Link is used to fetch new recognition
jobs from SAP ERP. Two SAP Download Links are used to fetch new data, such as vendor master data and purchase
order data; the first is configured to perform a weekly full download, whereas the second is configured to perform daily
delta-download of PO data.
The Hot Spots have to be configured with the Customizing Client.
Introduction 5
1.5
Achieving Optimum Recognition Results
To achieve optimum recognition results you will have to take into account all aspects of testing and production.
To achieve optimum character recognition results you should optimize quality of scanned images not only on the
production system but also during testing. Therefore, take the following into account:
Use professional scanning equipment to achieve optimum image quality.
Optimize scanner settings. Invoice should be scanned with 300 dpi and compressed with Fax4. Lower
resolution or other compression modes may deteriorate recognition results. It is not recommended to use a
resolution higher than 300 dpi because this would increase data volume but would not improve recognition
quality.
If possible, you should not use color scanning because color images would increase data volume considerably
slowing down processing whereas it wouldn't increase recognition quality in most cases.
If invoices of specific vendors have bad printing quality, bad paper quality, or an unsuitable layout, contact the
vendors.
Reduce possible errors or performance problems by using suitable operating procedures and suitable ICC settings taking
the following into account:
Use separator sheets or barcode for attachment separation. Automatic separation should only be used if PDF
files have to be processed. Each activated method for attachment separation will be checked at each page; if any
of the checked conditions is fulfilled, extraction will be stopped.
Use ICC parameters to limit runtime: stop character recognition on attachments, skip terms and conditions
pages.
Do not use invoices that have run through a manual invoice approval process. Invoices should not be stamped
or marked. This deteriorates recognition results.
Achieve good quality of master data. If downloaded data do not match the invoice material they can't be used to
support recognition.
To be able to optimize your ICC applications, the operating procedures, and master data, testing environment is
important. It should be as similar to production environment as possible. With regard to testing, you should take the
following into account:
Use the production scanning equipment already during development and test of your applications. Otherwise
recognition results during production may differ from result during testing making testing less efficient.
Scan original images, that is, don't use copies.
Test with real invoices, that is, don't use synthetic test invoices.
Take care to achieve a good relationship between invoice and PO, i.e. an invoice should refer to a single PO. In
addition, use realistic PO and vendor data; for example copy live data from the production system.
6 Introduction
Basic Customizing
2.1
Prerequisites for ICC Interaction with VIM
If you want to configure and test ICC on its own (without VIM interaction) you can continue with chapter "Creating a
Standard Use Case Application" on page 8.
The following prerequisites have to be fulfilled for interaction with VIM:
Vendor Invoice Management on the SAP ERP system has been configured:
o
The archiving of the invoice images has been defined (for more information, see Vendor Invoice
Management for SAP Solutions - Configuration Guide).
A content repository has been defined.
A presetting folder has been created.
An archive document type for XML documents has been defined.
The newly created archive document type has been linked to SAP ERP business object
/OPT/V1001.
At least one archive document type for ICC has been defined (one archive document type for
each company code that is addressed by ICC / VIM).
Maximum time limits have been defined for extraction and validation of the invoice images (for more
information, see Vendor Invoice Management for SAP Solutions - Configuration Guide).
The validation for invoice images has been configured (for more information, see Vendor Invoice
Management for SAP Solutions- Configuration Guide).
A periodic job has been set up and scheduled for the ICC dispatcher, which controls the
communication between ICC and VIM (for more information, see Vendor Invoice Management for
SAP Solutions - Configuration Guide and Vendor Invoice Management for SAP SolutionsAdministration Guide).
A SAP ERP user account on the Vendor Invoice Management SAP ERP system has been installed (for more
information, see Security User Management and Authorization Concept" in OpenText Invoice Capture
Center - Administration Guide).
The SAP ERP logon data have been prepared. Either you have installed SAPGui on the ICC system or you have
to know the relevant data to specify a connection string (for more information, see "Specifying SAP ERP
Connection Data" on page 53).
The following data are needed for customizing:
- SAP System Description (to identify a SAP system)
- SAP System Client
- SAP user name
- SAP user password
- SAP System name (logical system name, including client, for example D01CLNT800)
- SAP Application Server (host name or IP address, only for connection string)
- SAP System number (only for connection string)
The invoice images have been sorted and scanned with the different archive document types.
Basic Customizing 7
2.2
Creating a Standard Use Case Application
Start the Customizing Client on the Recognition Server either by double-clicking the ICC Customizing icon on the
desktop or by clicking Customizing in the Invoice Capture Center 7.5 program group of the Windows start menu.
When you open the Customizing Client for the first time, there will be no application.
To create an application, click New Application in the Invoice Capture Center application menu:
The Create Application assistant is started.
8 Basic Customizing
2.2.1
Specify Name and Application Type
Type an application name in the Application name box of the Select an Application Type page. For a standard
use case we assume that the application shall process invoices of a single receiving country. Therefore accept the default
option Invoice Single Country and confirm with Next.
2.2.2
Specify Country
Select a target Country (Australia, Austria, Belgium, Brazil, Canada, China (Mainland), China (Traditional), Czech
Republic, Denmark, Finland, France, Germany, Hungary, India, Italy, Japan, Korea, Netherlands, New Zealand, Norway,
Poland, Portugal, Russia, Singapore, Slovakia, Spain, Sweden, Switzerland, Thailand, Turkey, United Kingdom, United
States). The target country is the country that receives the invoices. With the selection of the target country, the
applications standard VAT rates and standard currency are preset. For most of the countries named above, extraction of
many header fields has been optimized so that you can expect satisfactory results without special customizing. For China
(Traditional), Japan, Korea, and Thailand training will have to be performed first.
Note: When the application has been created, the county settings can be found in the Settings dialog box where
they are shown at the Receiving Countries subnode of the General node.
Note: For applications created with ICC 5.2 Service Pack 4 or earlier, the application name will be shown in the
field Field Description in SAP ERP, whereas JobClass<n> will be displayed as application name where
<n> is a number between one and ten.
Click Next to continue.
Basic Customizing 9
2.2.3
Add Archive Document Types
Add all Archive document types that should be processed by the new application. The archive document types have to be
the same as in VIM! If you test without VIM you can type in a dummy archive document type.
Note: You can process several archive document types in one application or you can process each archive
document type in a separate application.
2.2.4
Specify Company Code Detection
If you want to use more than one company code, select Use a company code per archive document type.
10 Basic Customizing
Tip: If you process invoices for a single company code, choose Use a fixed company code, and
enter company code and SAP ERP system. To test ICC without VIM, you can type in a dummy SAP ERP system
name.
Click Next to continue with "Specify Connection to SAP ERP" on page 12.
Configure each specified archive document type. Select a document, and then click Edit.
Enter the company code and the SAP ERP system (technical name).
When you confirm with OK, the specified company code and SAP ERP system name are shown:
Basic Customizing 11
2.2.5
Specify Connection to SAP ERP
To test ICC without VIM you can continue with Next without entering SAP ERP system data. Continue with
"Generating the Application" on page 14.
Alternative 1:
If the SAPGui has been installed on your ICC system you can select the relevant SAP ERP system and enter the
following information:
-
Client Number
User Name
Password
Language
Click Check login to test the SAP ERP connection.

If all connection information has been entered correctly, a message box will confirm that the connection is OK. Click
OK to close this dialog box and then click Next to continue.
Alternative 2:
If the SAPGui has not been installed, the connection can be defined by specifying Rfc Config Parameters.
Click Advanced.
Click Check login to test the SAP ERP connection.

If the connection information has been entered correctly, a message box will confirm that the connection is OK. Click
OK to close this dialog box and then click Next to continue.
2.2.6
Generating the Application
The next page indicates that the assistant is ready for application creation. Click Create.
The generation process might take a couple of seconds.
As soon as the application has been created, the following page will be shown.
Click Close.
The new invoice application is stored in a shared folder on the Recognition Server and can immediately be used to
process invoices for testing purposes on the Recognition Server and its Recognition Nodes. The new application is
opened automatically.
2.3
Configure and Start Your ICC Application for VIM
If you want to use your ICC application together with VIM, you have to configure the ICC Hot Spots accordingly.
For more information about testing without VIM, see "Test Your Application" on page 19.
For each application, three Hot Spots are created on the Recognition Server, which are used to fetch data from SAP ERP
regularly, a SAP Extraction Link, and two SAP Download Links.
-
SAP Extraction Link Hot Spot it is used to fetch recognition jobs, which will be processed by the Server and
the Recognition Nodes.
SAP Download Link Hot Spots they are used to fetch vendor data and purchase order data. The first is
configured for weekly full download, the second for daily delta-download excluding the vendor table.
To show the Hot Spots in the Customizing Client switch to the General tab.
After creation of the application all Hot Spots are in state disabled.
All Hot Spots are created with a default scheduling behavior. Each Hot Spot checks its input channel regularly for new
data according to its scheduling configuration. For each Hot Spot you can configure separately, whether it should check
its input channel once a day at a specified time, or regularly after waiting a specified interval.
To show the configuration of a Hot Spot, select the Hot Spot and click Properties.
The following screenshot shows an example configuration for a T90 SAP Download Link Hot Spot.
It is important that you add all relevant pairs of SAP ERP system (technical name) and company codes. Otherwise the
Hot Spot will not retrieve all needed data, and the recognition rate will be diminished.
The following screenshot shows an example configuration for the SAP Extraction Link Hot Spot.
Please check whether all relevant archive document types have been added during application creation. If not, add them
at the Document types property.
After you have configured the Hot Spots, start those that are used by your application. Select a Hot Spot and click Start.
Tip: To run a Hot Spot immediately, for example to provide the download data for testing, start the Hot Spot, and
then click Run now.
For more information, see "Hot Spots (SAP Links)" on page 117.
2.4
Enable Validation - Export Application to SAP ERP
If you want to test or use your application with a Validation Client, the newly created application has to be exported to
SAP ERP in order to make it available for all Validation Clients.
To save an application to SAP ERP, open the application menu, point to Export Application and then click To SAP:
The SAP Login dialog box opens.
Enter the SAP ERP connection data for the Customizing Client SAP ERP user. For information about the required
authorization, see Customizing Client SAP ERP User in OpenText Invoice Capture Center - Administrators Guide.
To check the login data, you can click Check Login.
When you click OK in the SAP Login dialog box, a list of the available applications will be shown. Select the
respective application:
Click OK to save the application to SAP ERP.
Click OK.
2.5
Test Your Application
A local test can be carried out within the Customizing Client. In the Validation group of the Application tab you can
click Open from file in order to process images from a local folder. If company code detection has been set to Use a
company code per archive document type, the Select Archive Document Type dialog box opens and you
have to select an archive document type. The images are processed immediately and the Validation view will open
within the Customizing Client. When you submit a document, the results will be deleted. For more information about
local testing, see "Local ICC Test" on page 36.
The VIM/ICC interoperability test requires that both systems are configured in the same way as for production. Test
documents have to be made available for processing through the archive and Vendor Invoice Management so that they
are then made available for validation in the same way as during production. The VIM/ICC interoperability test can be
performed with the Customizing Client or a Validation Client. If you choose a Validation Client, be sure that your
application has been exported to SAP ERP (see "Enable Validation - Export Application to SAP ERP" on page 18). For
more information, see "End-to-End VIM ICC Test" on page 42.
2.6
Changing Your Application
If you need to change application settings you should stop processing first by stopping the Hot Spots.
To change application settings, click Settings in the Setup group on the Application tab to open the Settings dialog
box. If you change the document types of an application, you have to change them in the Extraction Link Hot Spot
properties as well. If you want to test or use the application with a Validation Client, you have to export the changed
application to SAP ERP in order to make them available to the Validation Clients.
Use Cases
3.1
More than One Receiving Country
The country setting of the application (country in which the recipient of an invoice resides) determines the VAT rates
and the default currency within recognition and also the country culture (date format, amount format).
Usually a separate application should be created for each receiving country. For each application a different archive
document type has to be created in VIM (for more information, see "Creating an ICC Archive Document Type" in
OpenText Vendor Invoice Management for SAO Solutions -Configuration Guide). Invoices have to be sorted and
scanned with the different archive document types.
Only in special cases a single application can be used for several receiving countries.
For the receiving countries China (Mainland), China (Traditional), Japan, Korea, Thailand, USA, and the countries of
Western Europe the following hints have to be considered:
China (Mainland), China (Traditional), Japan, Korea, Thailand: A separate application has to be created.
Because of their special character sets, invoices of these countries must be handled in separate applications. In
addition, except for China (Mainland), some samples of each invoice layout have to be trained because
Adaptive Recognition is used to extract the invoice data (for more information about training, see "Training" on
page 122). Without training there will be no recognition results except for fields with database support such as
vendor-related fields and company code.
United States: A separate application has to be created. As there is no value added tax in the Unites States, you
dont need to specify VAT rates during application creation.
Western European countries: It is possible to create a single application for a mix of different Western European
countries. If you mix different countries in a single application, it is important that the invoice languages
correspond to the countries supported by ICC and that the currency is unique.
Currency:
When you create the application, you have to choose the receiving Western European country out of a list of
released countries (see below). With the main receiving country you define the application currency. If the
currency could not be found on the invoice, the currency determined by country setting of the application will
be delivered to VIM.
VAT Rates:
For a mixed-country application, the VAT rates of all receiving countries have to be added during customizing.
For more information, see "Specifying VAT Rates" on page 71. Otherwise the recognition rate of amounts and
VAT rates could be diminished.
Use Cases 21
Currently, ICC supports the following receiving/sending countries:

Australia
Korea
Austria
Netherlands
Belgium
New Zealand
Brazil
Norway
Canada
Poland
China (Mainland)
Portugal
China (Traditional)
Russia
Czech Republic
Singapore
Denmark
Slovakia
Finland
Spain
France
Sweden
Germany
Switzerland
Hungary
Thailand
India
Turkey
Italy
United Kingdom
Japan
United States
The following invoice languages are supported by ICC:
Chinese (Simplified)
Chinese (Traditional)
Czech (Western Europe)
English (US, Western Europe)
Danish (Western Europe)
Dutch (Western Europe)
Finnish (Western Europe)
French (Western Europe)
German (Western Europe)
Hungarian (Central Europe)
Italian (Western Europe)
Japanese
Korean
Norwegian (Western Europe)
Polish (Central Europe)
Portuguese (Western Europe)
Russian (Russian Federation)
Spanish (Western Europe)
Swedish (Western Europe)
Thai
Turkish (Turkey)
For Non-Asian countries, the country setting used for character recognition in the Document Extraction project is shown
in brackets.
If your country is not in the list of receiving countries please contact Open Text.
If an invoice language is not in the list of languages supported by ICC for example invoices from South American
vendors are written in Spanish but the layout might differ considerably from Western European standard - OCR is able to
manage the detection of vendor ID and company code as long as the addresses (sender, recipient) on the invoices can be
read.
22 Use Cases
3.2
More than One Sending Country
Please check the list of languages supported by ICC (see chapter above).
If an invoice language is not in the list of languages supported by ICC for example invoices from South American
Vendors are written in Spanish but the layout might differ considerably from Western European standard - the OCR is
able to manage the detection of vendor ID and company code as long as the addresses (sender, recipient) on the invoices
are readable.
Western European invoices should not be mixed in one application with invoices from China (Mainland), China
(Traditional), Japan, Korea, Thailand, or USA. For each application, a different archive document type has to be created
in VIM (for more information, see "Creating an ICC Archive Document Type" in Open Text Vendor Invoice
Management for SAP Solutions - Configuration Guide). Invoices have to be sorted and scanned with the different archive
document types.
China (Mainland), China (Traditional), Japan, Korea, Thailand: A separate application has to be created.
Because of their special character sets, invoices of these countries must be handled in a separate applications. In
addition, except for China (Mainland), some samples of each invoice layout have to be trained because
Adaptive Recognition is used to extract the invoice data; for more information about training, see "Training" on
page 122. Without training there will be no recognition results except for fields with database support such as
fields with vendor data.
United States: A separate application has to be created. As there us no value added tax in the Unites States, you
dont need to specify VAT rates during application creation.
Invoices from Western Europe countries At least one separate application has to be created. The receiving
country determines the application VAT rates and currency.
3.3
More than One Application
If you have created more than one application and want to use SAP ERP download data, you have to configure the SAP
Download Link Hotspots. For each SAP Download Link Hot Spot (each application) you have to specify which data
should be downloaded from which SAP ERP system and for which company code(s). This can differ completely for each
application.
For more information about configuring download Hot Spots, see "Configuring Hot Spots" on page 117.
3.4
More than One SAP ERP System Involved
Multiple SAP ERP systems often result from the acquisition of several companies with different system landscapes and
different master data structures. It is important that the invoices end on the correct accounts payable SAP ERP system
with the correct company code and the correct vendor data.
Each involved SAP ERP system needs to be configured separately for VIM and ICC (please refer to chapter Basic
Customizing). The archive document types should be named uniquely throughout the system landscape. The download
job has to be triggered on each involved SAP ERP system.
For the determination of the SAP ERP target system there are three different alternatives:
-
Creating one application: using manual separation of the documents and scanning with different archive
document types (recommended alternative). For each archive document type the receiving SAP ERP system
and the company code are specified in ICC.
Creating different applications. If you use more than one application for several SAP ERP systems, you can
configure them independently. For example you use a fixed company code (a single fixed SAP ERP system and
one fixed company code) in one application and automatic company code detection (based on recipient data
table) in another.
Use Cases 23
Mixing archive document types (manual document separation required) and automatic company code
detection in a single application. For automatic company code detection you have to import the recipient data in
the company codes settings.
For more information, see "Specifying Archive Document Types" on page 61 and "Specifying Company Code
Detection" on page 72.
3.5
More than One Company Code
It is important that the invoices end on the accounts payable SAP ERP system with the correct company code and the
correct vendor data.
For the determination of the company code there are three different alternatives:
-
Creating one application: using manual separation of the documents and scanning with different archive
document types (recommended alternative). For each archive document type, the receiving SAP ERP system
and the company code are specified in ICC.
Creating different applications. If you use more than one application for several SAP ERP systems you can
configure them independent of each other. For example you use a fixed company code (a single fixed SAP ERP
system and one fixed company code) in one application, and automatic company code detection (based on
recipient data table) in another.
Mixing archive document types (manual document separation required) and automatic company code
detection in a single application. For automatic company code detection you have to import the recipient data in
the company codes settings.
For more information, see "Specifying Archive Document Types" on page 61 and "Specifying Company Code
Detection" on page 10.
3.6
More Than One Tax Rate and VAT Amount
In order to support processing of invoices with several different tax rates, there are four pairs of additional fields for
additional tax rates InvoiceVatRate1 .. InvoiceVatRate4, and InvoiceVatAmount1 .. InvoiceVatAmount4.
These fields are processed and exported to VIM if additional tax data could be found on an invoice.
By default, these fields are not shown in Validation. By changing the configuration in the Settings dialog box, you can
make some or all of these fields visible.
Take notice that no checks of the values of these fields are performed, neither after Recognition nor after Validation.
3.7
High Recognition Capacity Needed
To increase throughput, you can add Recognition PCs, called Recognition Nodes, as needed. A combination of
Recognition Server and Recognition Nodes is called Recognition Cluster. The Recognition Server distributes the
workload within the Recognition Cluster.
Customizing has to be performed on the Recognition Server.
For more information, see Installation of a Recognition Node, Configuring the Cluster, and Load Balancing in
OpenText Invoice Capture Center - Administration Guide.
24 Use Cases
3.8
More than One Validation Client
Usually you will need more than one Validation Client.

For more information, see Installation of a Validation Client in OpenText Invoice Capture Center Administration
Guide.
As long as the Invoice Capture Center Application has not been exported to SAP ERP system, the Validation Clients will
not receive any documents for processing.
3.9
Vendor IDs are Identical throughout Company Codes
Vendor Data are downloaded to ICC for processing and interpretation. In a company with many company codes and a
large number of vendors, the download will take a long time for all company codes.
If the vendor IDs are identical throughout all company codes of the SAP ERP system used in ICC/VIM, there is no need
to download them all. It is sufficient to load every vendor only once without reference to a specific company code.
Step 1: Change the variant of the SAP ERP download program (/OPT/IR_DL_VENDOR_TO_STG_TABLE) checking
switch Ignore Company Code . (For more information, see Downloading the vendor database from SAP in OpenText
Vendor Invoice Management - Administration Guide).
Step 2: Change the ICC settings (Company Code) of your application. Select the Ignore company code and SAP
system at vendor detection check box.
Important: Changes to the ICC settings should only be made after processing has been stopped.
3.10 Vendors IDs are not Identical throughout Company Codes

Vendor Data are downloaded to ICC for processing and interpretation. In a company with many company codes and a
large number of vendors the download will take a long time for all company codes.
If the vendor IDs are not identical throughout the SAP ERP systems company codes used in ICC/VIM, you have to
download the vendor data for all those company codes. Configure the Download Hot Spot for all used company
codes.
Please verify in the ICC settings (Company Code) that the Ignore company code and SAP system at vendor
detection check box is cleared.
If it is checked the vendor data will be processed and interpreted by ICC as a generic set with confusing results.
3.11 Shared Service Center

If invoices of different companies are processed in a shared-service center, manual sorting in a post shop is required.
Different archive document types have to be created in order to control the delivery to the correct SAP ERP system with
the correct company code.
Depending on the receiving countries and the invoice languages, at least one application has to be created for each
customer.
Use Cases 25
3.12 Intercompany Invoices

If intercompany invoices are processed, manual sorting in a post shop is required. Different archive document types have
to be created in order to control the delivery to the correct SAP ERP system with the correct company code.
Depending on the receiving countries and the invoice languages at least one application has to be created for each
company.
3.13 Custom Field Needed

If you need additional fields, you can add custom fields. For more information, see "Adding Custom Fields" on page 88.
3.14 Export of Custom Fields to VIM

For more information about adding and configuring of custom fields, see "Adding Custom Fields" on page 88.
In order to process such custom fields in VIM, VIM will also have to be extended (for more information, see Mapping
external system data (OCR/IDoc) in OpenText Vendor Invoice Management for SAP Solutions- Configuration Guide).
3.15 Not Purchase-Order-Related Invoices

If you want to process invoices that are not related to orders, OCR will not check the invoice line items against the
downloaded purchase order data as they are not relevant for this type of invoice.
3.16 Non-Standard Syntax/Length of PO Numbers

Standard ICC accepts purchase order numbers consisting of 10 digits within specified ranges depending on the first two
digits:
If you use a different syntax or length for purchase order numbers, you have to change PO number settings. Mark Use
Regular Expression, and then click Edit in order to enter a regular expression:
26 Use Cases
The Enter Regular Expression dialog box will appear:
For more information about regular expressions, see "Using Regular Expression" on page 67.
The official Microsoft homepage for regular expressions is: http://msdn.microsoft.com/en-us/library/hs600312.aspx.
As long as the Use Regular Expression check box is selected, the standard format and previously specified number
ranges are not checked. Therefore the number ranges are not shown and you cant add or remove a number range in this
case.
Use Cases 27
3.17 Processing Invoices with Appendices

Some of your invoices may have appendices that should not be processed by ICC recognition. For this purpose, a patch
code sheet with Patch Code 1 can be used as separator sheet. It is provided in the SampleImages folder of the ICC
installation folder (file name: AppendixSeparatorSheet.tif). During scanning, this separator sheet should
be inserted between an invoice and its appendices. All pages following the separator sheet will not be processed by ICC
recognition and will not be visible in Validation. To use this feature, no special configuration is needed in your
application.
Alternatively, you could mark the page where recognition should stop with a barcode label. In this case, specify the
respective barcode type at the Skip pages node in the Settings dialog box.
3.18 Application for New Country

If you need to process invoices of a country that is not supported by Invoice Capture Center, you can improve
recognition results by advanced customizing.
To create and optimize an application for a new country:
1.
Create a new application and choose a country that uses the same or a similar character set so that good
character recognition results can be expected. In addition, this country should have a similar tax system than the
new country.
2.
In the Settings dialog box, expand the nodes Fields Predefined Fields Amounts in the tree view,
click the VAT Rates node, and specify all needed VAT rates.
3.
Click the Display Culture subnode of the Fields node in the Settings dialog box to adjust the display
culture according to the new country.
4.
Click the Sending Countries subnode of the Fields node in the Settings dialog box and add the culture for
the new country as first item to the culture list.
If the country is available in the extended country list, that is, if the country name is preceded by two asterisks,
the application will already be preconfigured accordingly and will provide recognition results for:
vendor determination,
company code detection,
Single Click Entry in Validation,
PO numbers and delivery note numbers,
Vendor VatID and Recipient VatID.
In this case you should only check whether the preconfigured VAT rates are correct.
In both cases, for new countries as well as for countries of the extended country list, recognition rate of the
different invoice fields will vary considerably between fields, and between different countries.
5.
Expand the nodes Fields Predefined Fields InvoiceCreditMemo, click the Phrases List subnode,
and add keywords and phrases that can be used to determine credit memos for the new country.
6.
At the node Fields Predefined Fields, expand the Amounts node, and then click the Currencies
subnode. Specify the valid currencies by selecting or clearing the Active check box of currency items as
needed. If you need a currency that is not listed, right-click in a table row and then click Add translation line
on the context menu. Type the ISO code in the ISO column; then click the ellipsis button to open the Phrases
dialog box and add the notations that may occur for the respective currency.
28 Use Cases
7.
To specify item units, click the InvoiceItems field node and then click the Units Of Measure tab. Select or
clear Active check boxes for item unit entries as needed. If an item unit specification is missing, you can add
new rows and specify the corresponding notations in the same way as at the Currencies node.
8.
If recognition results of a header field such as InvoiceDate or InvoiceNumber are not satisfactory, you
could replace the standard automation method with a rule-based method either for all invoices or only for
invoices of some special layouts.
9.
If recognition of line items is not satisfactory, you could create and optimize an InvoiceItemsCustom field in
Document Extraction, and add it as custom field. For the custom field you can specify new phrases for column
header detection, new phrases for end-of-table detection, different recognition for standard columns etc.
3.19 Applications for China (Traditional), Japan, Korea,

Thailand
Application with these country settings Japan do not use the ICC knowledge base, but use Adaptive Recognition instead.
Thus they provide less preconfigured invoice fields but offer more functionality to do vendor-specific invoice layout
training with Adaptive Recognition.
For applications with these country settings, training for the invoice layouts of the most frequent vendors sending in the
highest invoice volumes needs to be performed. Adaptive Recognition can be used for header fields and for the invoice
items table. For the invoice items table, only the first row needs to be trained; Adaptive Recognition will then extract the
complete table automatically. For invoice layouts that have been trained, often very good recognition rates can be
achieved.
For the following preconfigured fields, applications with these country settings will provide the same functionality as
applications for other base countries:
Vendor fields: The vendor is determined based on downloaded vendor master data, or from PO.
Company code: The company code is determined using recipient data, or from PO.
All fields that return data based on database matching are available and will work based on downloaded data in
the same way as for other ICC countries.
Single Click Entry is also available in the Validation Client so that data which have not been extracted automatically can
be captured with a single mouse click.
If you are setting up an application for use in a productive environment for one of these countries, you should plan an
Adaptive Recognition training phase. Training should be performed for the vendors delivering high invoice columns.
Therefore you should first analyze invoice volumes per vendor. Ideally, a few hundred vendors will represent a large part
of the invoice volume. For these vendors, training should be performed before production starts. To optimize recognition
rates, additional vendor-specific training should be planned. For vendors with low invoice volume, data can be captured
comfortably in the Validation client using Single Click Entry.
Use Cases 29
3.20 Presetting ICC Fields

For some ICC fields it is possible to supply preset values using scripting before ICC processing takes place. In this
version, the fields System, CompanyCode, InvoiceVendorNumber, ListPO, and ListDN can be preset.
The values must be supplied at the scripting entry point CustomExtraction in a special document with the name
PresetInvoice with the attribute Producer set to Preset.
The following code example shows the scripting code needed to preset values for the two fields System and
CompanyCode:
Document PresetInvoice = new Document(data,PresetInvoice);
PresetInvoice.Producer = Preset;
PresetInvoice.Fields.Add(new Field(data,System,MySAP,DataState.Ok));
PresetInvoice.Fields.Add(new Field(data,CompanyCode,1234,DataState.Ok));
data.RootNode.Documents[0].Documents.Add(PresetInvoice);
In the example code, fixed strings are assigned for the two fields. Alternatively, the application could use barcodes. In
this case you would use add a custom field of type BarCode and use scripting to extract system and company code from
the result of this field.
The fields must not be empty. Therefore take care to provide a default value if necessary. Also take care to assign a value
to both fields; setting only one of the fields will not take effect.
The value of the CompanyCode field must comprise four digits. The value of the System field is a string.
The following example code shows the scripting code needed to preset a value for the field InvoiceVendorNumber:
Document doc= new Document(data,"PresetInvoice");
doc.Producer = "Preset";
doc.Fields.Add(new Field( data, "InvoiceVendorNumber", "0000000999", DataState.Ok));
data.RootNode.Documents[0].Documents.Add(doc);
The example code assigns a fixed value. In a real application, a value would be supplied in a variable by preceding code.
Take notice that a vendor ID supplied by scripting will still be checked against downloaded vendor master data. If the
supplied vendor ID is not present in the master data, it will not take effect and the InvoiceVendorNumber field will
remain empty.
The following example shows scripting code that could be used to preset a value for the field ListPO:
Document doc= new Document(data,"PresetInvoice"); doc.Producer = "Preset";
if ( data.RootNode.SelectSingleNode(@"//PreListPO")!= null )
doc.Fields.Add((Field)data.RootNode.SelectSingleNode(@"//PreListPO"));
The example code assigns the value of a field PreListPO, which could have been extracted using a custom
automation method. The field in the document PresetInvoice must have the name PreListPO; it may contain
additional POs as alternatives. If the field PreListPO exists in the document PresetInvoice, its content is
used in ICC exclusively. This is also true if PreListPO is empty.
The following example shows scripting code that could be used to preset a value for the field ListDN:
Document doc= new Document(data,"PresetInvoice"); doc.Producer = "Preset";
if ( data.RootNode.SelectSingleNode(@"//PreListDN")!= null )
doc.Fields.Add((Field)data.RootNode.SelectSingleNode(@"//PreListDN"));
The example code assigns the value of a field PreListDN, which could have been extracted using a custom
automation method. The field in the document PresetInvoice must have the name PreListDN; it may contain
additional DNs as alternatives. If the field PreListDN exists in the document PresetInvoice, its content is
used in ICC exclusively. This is also true if PreListDN is empty.
30 Use Cases
3.21 Processing Invoice-Related Documents

To process special invoice-related documents, select Custom documents on the Select an Application Type page
of the Create Application assistant.
An application of this type doesn't contain any preconfigured fields. In this case, all fields must be configured manually
as custom fields. The result of the specified custom fields are exported to SAP in the same way as for an invoiceprocessing application.
3.22 Processing Down Payment Invoices

Down payment invoices contain typical phrases, which can be used to distinguish them from other types of invoices.
This permits to recognize down payment invoices, to indicate them in the Validation Client and to transmit special codes
to VIM.
To recognize down payment invoices and to indicate them in the InvoiceCategory field, perform the following steps:
1.
Click Settings on the Application tab to open the Settings dialog box.
2.
Add a new custom field: Open the Fields node, right-click the CustomFields node, click Add new custom
field, and type a suitable name in the Field name box, for example DownPayment.
3.
Click the Automation tab and then click Create rule-based method to start the Document Extraction
Design Studio.
4.
Add a Phrase field: In the Project Explorer click the Classes tab, right-click the IndexFields node of the
Unknown class node, point to Add Index Field, and then click Phrase. Type a suitable field name, for
example DPayment.
5.
Adapt the search area so that the phrase will be contained in the search area on all respective invoices.
6.
Add phrases that indicate a down payment invoice. Click OK to close the dialog box.
7.
Save the project and close the Design Studio.
8.
In the Settings dialog box, click the new field, for example Custom DPayment in the Method list.
9.
Go to the InvoiceCategory field and click the Presentation tab.
10. Select the Visible check box so that the field will be shown in the Validation Client, and determine the valid
field values for down payment invoice and other invoices from the Items list.
11. Use scripting to set InvoiceCategory field depending on the result of the custom field. For down payment
invoices it will return state OK, for other invoices it will return state empty.
Use Cases 31
Optimizing Recognition Results
4.1
Using Adaptive Recognition for Standard Invoice Fields
The following standard fields can be optimized by using Adaptive Recognition:
InvoiceCurrency
InvoiceDate
InvoiceNetAmount
InvoiceNumber
InvoiceOrderNumber (Header)
InvoicePaymentReference
InvoiceTotalTaxAmount
InvoiceVatAmount
InvoiceVatAmount14,
InvoiceVatRate1..4,
InvoiceTotalAmount
To activate these fields for Adaptive Recognition, follow the steps described in "Activating Adaptive Recognition For
Standard Invoice Fields" on page 82. Afterwards you have to perform training. Provide sample invoices for each vendor
and train them on the Customizing Client. For more information about training, see "Training of Adaptive Recognition
Fields" on page 122.
4.2
Using Rule-Based Methods and Scripting
To optimize a standard field by reading the field result with your own rule-base method:
1.
Create a suitable rule-based method in the Document Extraction Design Studio (for more information about
rule-based automation methods, see "Rule-Based Recognition Automation Methods" on page 98 and "Creating
Rule-Based Methods with Document Extraction" on page 98).
2.
Add a custom field (see "Adding Custom Fields" on page 88).
3.
Assign your rule-base method to your custom field (see "Rule-Based Recognition Automation Methods" on
page 98).
4.
Write scripting code for the scripting entry point Data Extraction (for more information about scripting, see
"Scripting" on page 110). Compare the value of the standard field with the value of your custom field. If the
value of the custom field is better, assign it to the standard field.
Optimizing Recognition Results 33
Testing Invoice Capture Center
5.1
Background Information for Testing
The quality of an Invoice Capture Center test mainly depends on two things:
The technical environment that has been set up for testing
The material provided from scanning.
5.1.1
Technical Environment
The main task of ICC is to find vendor and recipient data on the invoice in order to deliver the invoice to the correct SAP
ERP system into the correct Vendor Invoice Management process. In addition, invoice data like invoice date, purchase
order, amount, or item data are read and delivered for visual check or even for posting in SAP ERP.
ICC Recognition uses a knowledge base that has been trained on thousands of invoices from around the world. The fuzzy
database functionality involved can be used to compare the read data (names, addresses, purchase order numbers) with
data downloaded from SAP ERP.
If there is no SAP ERP system available to download from and to deliver to, Recognition will find a lot of data but not
vendor number, purchase order item data (purchase order number, and PO line item data), and recipient data. In this case,
testing can only be done locally with the Customizing Client using Open from file. The recognition results can be
viewed in the Validation view, which opens within the Customizing Client when you click Open from file. If company
code detection has been set to Use a company code per archive document type, the Select Archive
Document Type dialog box will open and you will have to select an archive document type. The recognition results
will be deleted when you submit the invoice after validation.
If you have a SAP ERP system for downloading data, the recognition rate will improve. With current data even the
vendor number will be found.
An end-to-end test can only be carried out with a fully configured ICC-VIM landscape. The download data have to be
available on the SAP ERP system and have to be imported into Invoice Capture Center. With the SAP ERP system
connected and the Extraction Hot Spot in state Scheduled, an image that has been put into SAP ERP with the matching
archive document type will be picked up by ICC and the extraction will deliver recognition results. Depending on the
validation group of the archive document type and the recognition results of the image there might be a validation step.
After validation or recognition (if validation was skipped), the invoice data will be delivered to VIM.
5.1.2
Scanned Material
The invoices should be scanned with 300 dpi and compressed with Fax4. Lower resolution or other compression modes
may deteriorate recognition results.
For more information about supported formats, see Image Formats in OpenText Invoice Capture Center Administrators Guide.
Please do not use invoices that have run through a manual invoice approval process. Invoices should not be stamped or
marked because such invoices would deteriorate recognition results.
Testing Invoice Capture Center 35
5.2
Local ICC Test
As long as the VIM system is not available or not fully configured, you can perform a local ICC test with the
Customizing Client.
Prerequisite is that company code detection for the current application has been either set to Use a fixed company
code or to Automatic company code detection.
Some application settings like Automatic company code detection require that download data are available to
ICC. In addition, recognition results can be improved by using download data.
If there is no VIM system available, recognition cant use any download data. In this case, the vendor address from
reading cant be matched to vendor data, and therefore no vendor id will be available. No automatic company code
detection will take place, and the company code will always be set to the standard value, which has been defined in the
application.
The following sections describe how SAP ERP data can be downloaded without installing and configuring VIM. In the
sections thereafter, use of the VIM download is addressed.
5.2.1
Using ICC Download from SAP ERP
If VIM installation has not taken place in the SAP ERP system landscape, a special download package
(/ODT9/DOWNLOAD_ICC) can still be transported into the SAP ERP system landscape in order to improve
recognition results. It can be found in the OpenText Knowledge Center
(https://knowledge.opentext.com/knowledge/cs.dll?func=ll&objId=18216680&objAction=browse&viewType=1).
The package includes three download programs for Invoice Capture Center, which create four text files:
-
/ODT9/DL_L_ICC_TO_FILE exports vendor data (Lieferanten.txt)
ODT9/DL_PO_ICC_TO_FILE exports purchase order data (PO_Header.txt and

PO_Items.txt)
/ODT9/DL_R_ICC_TO_FILE exports recipient data (Empfaenger.txt, compulsory for automatic

company code detection)
If you use Automatic company code detection, you need recipient data. If you Use a fixed company code,
you do not have to download recipient data unless the field InvoiceRecipientVatID should be filled
automatically.
The files are downloaded to the SAPWorkDir of the SAP ERP user that runs the program. They have to be made
available to the ICC Server manually.
Note: For download you should use a SAP ERP system with current vendor and purchase order data in order to
achieve good recognition results on matching invoices.
36 Testing Invoice Capture Center
5.2.1.1
Loading Vendor Data
To load vendor data:

1.
Start the ICC Customizing Client, and open the application that should make use of the download data.
2.
Click Settings in the Setup group of the Application tab. The Settings dialog box opens.
3.
Expand the nodes Fields and Predefined Fields, click InvoiceVendorNumber, and then click the
Presentation tab:
4.
Click the ellipsis button at the Index Column list. The Manage Lookup List dialog box opens. Select the
Show internal tables check box.
5.
Select the list entry Vendors, and then click Reload. In the appearing file dialog box select the file that you
want to load (Lieferanten.txt).
6.
Wait until a dialog box indicates that import has been finished. Close the dialog box with OK. Then close the
Manage Lookup List dialog box with Close.
7.
Close the Settings dialog box with OK.
The application is now being updated.
5.2.1.2
Loading Purchase Order Data
To load purchase order data:

1.
Start the ICC Customizing Client, and open the application that should make use of the download data.
2.
3.
Expand the nodes Fields and Predefined Fields, click InvoiceVendorNumber, and then click the
Presentation tab:
4.
Click the ellipsis button at the Index Column list. The Manage Lookup List dialog box opens. Select the
Show internal tables check box.
5.
Select the list entry Positions, and then click Reload. In the appearing file dialog box select the file that you
want to load (PO_Header.txt).
6.
Wait until a dialog box indicates that import has been finished. Close the dialog box with OK.
7.
Now select the list entry PositionDetails, and then click Reload. In the appearing file dialog box select the
file that you want to load (PO_Items.txt).
8.
Wait till the Import finished dialog box opens. Close the dialog box with OK. Then close the Manage
Lookup List dialog box with Close.
9.
Close the Settings dialog box with OK.
5.2.1.3
Loading Recipient Data
Recipient data are used if the option Automatic company code detection has been selected and if the field
InvoiceRecipientVatID should be filled automatically.
If you use a fixed company code, you dont need recipient data unless the field InvoiceRecipientVatID should
be filled automatically.
If you only have a couple of recipients, you can create them manually as described in "Recipient Data" on page 151.
If you have many recipients and ICC is connected to a SAP ERP system, you can use downloaded data. Complete the
downloaded recipient file manually; it must contain all spellings of all companies. For most companies, there will be
several entries in the file.
To load the completed recipient file:
1.
2.
Expand the nodes Fields and Predefined Field, click Company Code, and the click the Automation tab.
3.
In the Company code detection list click Automatic company code determination or Automatic
company code determination incl. determination by PO number:
4.
Click Import recipients. In the appearing file dialog box select the file that you want to import and then click
Open.
5.
Wait till the Import finished dialog box opens. Close the dialog box with OK. Then close the Settings
dialog box with OK.
5.2.2
Using VIM Download from SAP ERP (Test) System
If the VIM SAP ERP system is not fully configured but vendor and purchase order downloads can be made to improve
ICC recognition, the following is important: downloads should be made from a SAP ERP system that contains current
vendor and purchase order data. Some customers prefer to create a client copy of the relevant tables on the SAP ERP
production system and to import it to the SAP ERP test system. With this method, current data will be available on the
test system which can be downloaded to ICC.
5.2.3
Testing Invoice Capture Center Locally
To test an application locally:

1.
Start the ICC Customizing Client, and open your application.
2.
Click Open from file in the Validation group of the Application tab. In the appearing file dialog box select
the invoice image file that you want to import from a local folder. If company code detection has been set to
Use a company code per archive document type, the Select Archive Document Type dialog box
will open and you will have to select an archive document type.
3.
Wait while the image is being processed:
Validation will open within the Customizing Client:
You can now check the recognition results. Fields that could be extracted correctly and empty fields that are
optional are highlighted with green color; empty mandatory fields are highlighted with red color.
4.
Click Submit or Cancel to close the validation view. The recognition results will be deleted.
5.2.3.1
Providing Download Data for Local Testing
If you cant provide download data from a SAP ERP system, you can still create and import some download data
manually.
To provide empty template files with the correct header line showing all needed columns, create a new application and
export it to a file. During export, the Customizing Client writes all application files to a compressed ZIP archive. From
this archive extract the files
Vendors.csv for vendor download data,
Position.csv and PositionDetails.csv for PO download data, and
Recipients.csv for recipient data.
When you add data records to the files, take care to separate the columns with a TAB character. If the number of TAB
characters in a line doesnt match that of the header line, you will get an error during import.
The prepared files can then be loaded into Invoice Capture Center (for more information, see "Using ICC Download
from SAP ERP" on page 36).
5.3
End-to-End VIM ICC Test
If VIM and ICC are fully configured, an end-to-end test can be carried out.
You need the SAP ERP system and a Validation client or Customizing Client for the integrated test. The ICC Extraction
Link Hot Spot has to be in state Scheduled.
The monitoring component is on SAP ERP side. After an invoice has been stored in SAP ERP, it will be processed
automatically, and is then ready for validation or within VIM. In your test you should be the one who has been assigned
to the validation group in order to be able to validate the test image.
The automatic steps can be viewed by means of document state changes.
Log on to the VIM SAP ERP system.
Step 1 (SAP ERP): Archive an invoice with transaction OAWD.
Step 2 (SAP ERP): Open the ICC Admin tool with transaction /n/OPT/VIM_7ax8.
Step 3 (SAP ERP ICC Admin Tool): Check whether the correct Archive Object, the correct DP Doc Type,
and the correct Content Repository are used.
Step 4 (SAP ERP ICC Admin Tool): Check whether the status is correct. Initial Status is 01: Scanned.
Step 5a (SAP ERP ICC Admin Tool): Watch the status change. The ICC extraction link polls for documents
from SAP ERP. If the service is configured correctly, the document status changes to 72: Sent to OCR.
Step 5b (ICC Customizing Client): You can watch the extraction activities if you start the ICC Customizing
Client and open the Jobs view on the General tab.
Step 6 (SAP ERP ICC Admin Tool): Watch the status change. Next is status 73: Extraction Completed.
Step 7 (SAP ERP ICC Admin Tool): Watch the status change. The DP Trigger spool job moves the document
to status 74: Ready for Validation, provided the validation groups and validation roles were maintained
correctly.
Step 8 (SAP ERP ICC Admin Tool): Watch the status change. The ICC Validation Client, or the Customizing
Client, respectively, polls for all documents from SAP ERP with status 74. Subsequently, the status changes to
75: Send for Validation.
Step 9 (ICC Validation Client): Start the ICC Validation Client (or the Customizing Client), open your
application, and click Open. Check the recognition results and change them if necessary. Click Submit in
order to deliver the data to VIM.
Step 10 (SAP ERP ICC Admin Tool): Watch the status change. As soo n as the user submits the validated
invoice in the validation client, the status changes to 76: Validation Complete.
Step 11 (SAP ERP ICC Admin Tool): Watch as the document vanishes from the ICC Admin tool. The DP
Trigger job is again responsible for moving the validated document into the VIM Workflow. For this to happen,
the VIM Workflow must have been customized - especially with regard to role resolution and parking or
posting options.
Configuration and Customizing
6.1
Overview of the Customizing Client
The Customizing Client provides tools to adapt the system to the customers needs. These customizing settings are
bundled in so called invoice applications. To customize Invoice Capture Center for your needs you have to create
invoice applications. During application development you will have to test your applications. You will have to configure
and monitor your test system. You may want to check the recognition results. You may want to examine how an
application is presented on a Validation Client. The Customizing Client provides tools to support all these tasks.
6.1.1
Structure
In the Customizing Client you can switch between two views showing special aspects of your Invoice Capture Center
system, and you can open several tools needed for application development.
The views and the tools are accessible in the ribbon of the Customizing Client: There are buttons to open views, and
buttons to start development tools.
If you click a development tool button, the tool is opened in a new window. If you click a view button, the view is
opened within the Customizing Client window; the according view button in the ribbon stays pressed to indicate which
view is currently open in the Customizing Client.
The view buttons and tool buttons are provided on different tabs of the ribbon. View buttons and tool buttons that belong
together in a way are presented on the same tab. A tab of the ribbon corresponds to a scope of the ICC system.
Selecting a different tab in the ribbon will automatically change the view.
6.1.1.1
Tabs, Views, and Tools
The ribbon of the Customizing Client presents two tabs:
Application
General
On each tab you will find the views and tools of one of the functional scopes of the Customizing Client:
The Application tab presents the Application view, and all tools needed for application development. It provides the
Settings dialog box and the Adaptive dialog box. In addition, the Application tab provides all facilities of the
Validation Client to test Validation within the Customizing Client.
During application development you will work mainly with the Application view.
Note that the Application tab does not provide view buttons. There is only one view for the Application tab. Selecting
the Application tab will automatically open the respective view.
The General tab provides monitoring facilities to the Customizing Client user. On the General tab, you can switch
between several technical monitoring views: HotSpot view, Jobs view, and Cluster view. In addition, the General
Configuration and Customizing 43
tab provides the tools Trace Viewer and Load Manager Configuration tool, which are described in detail in the
Administrators Guide.
The views and tools of the General tab are needed for the technical configuration and for monitoring of an Invoice
Capture Center production system. You might need these facilities during testing of your profiles.
All tools of the Application tab work on the currently opened application whereas the General tab permits to show
global data of the Recognition Server independently of the opened application.
The tools and views of the General tab and the Validation tools of the Application tab are not discussed in detail in
this guide. For more information about monitoring and technical configuration, see Invoice Capture Center Administrator`s Guide; for more information about Validation, see Invoice Capture Center - User`s Guide. This guide
concentrates on application development.
6.1.1.2
Application Menu
New Application
This command is used to create a new application. An assistant starts. Follow the instructions of the assistant
and then click Create. Application creation will take some seconds. When the application has been created,
close the assistant by confirming with Close. For more information, see "Creating an Application" on page
47.
44 Configuration and Customizing
Open Application
Opens an existing application. Click the respective item on the submenu. For more information, see "Opening
and Closing an Application" on page 55.
Close Application
Closes an open application. For more information, see "Opening and Closing an Application" on page 55.
Delete Application
Deletes an existing application. Click the respective item on the submenu. Take notice that this will delete all
configuration data of the application. Note that the application will be deleted only on the Recognition Server.
For more information, see "Deleting an Application" on page 58.
Import Application
Imports the configuration data of an application from SAP ERP or from a file archive. For more information,
see "Importing an Application from SAP ERP" on page 55 and "Importing an Application from File" on page
57.
Export Application
Exports the configuration data of an application to SAP or to a file archive. For more information, see
"Exporting an Application to SAP ERP" on page 55 and "Exporting an Application to File" on page 57.
Import Documents For Training
This command starts a training session and imports invoices from SAP ERP system that have been marked for
training by a Validation user. A SAP Login dialog box opens. Select a SAP ERP system, type your
credentials and click OK. After all invoices available for training have been downloaded, the first invoice is
shown in a Validation view for training.
About
Shows the Info dialog box with version and copyright information.
Note: Normalization has been modified incompatibly with ICC 6.0. If you open an application created with ICC
5.2 that uses scripting or custom normalization, you will be asked whether the application should be migrated. If
you answer with No, the application will not be upgraded and the documentation of ICC 5.2 is still valid with
regard to normalization for this application. If you answer with Yes, you will have to adapt your scripting code.
Applications that use neither scripting nor custom normalization will be always be upgraded.
6.1.2
Tools of the Customizing Client
The following section provides an overview of the customizing tools of the Customizing Client. Tools for validation,
monitoring, and technical configuration are not part of this Guide.
6.1.2.1
Settings Dialog Box
The Settings dialog box permits to change the customizing settings of an application. It provides access to the fields
and to the Scripting editor. To open the Settings dialog box, click Settings in the Setup group of the Application
tab. For more information, see "Configuring an Application" on page 59.
6.1.2.2
Scripting Editor
The Scripting editor permits to write scripting code for various scripting entry points. To enter scripting code, open the
Settings dialog box, and in the tree view open the Advanced and the Scripting node, and then click the desired
scripting entry point. For more information, see "Scripting" on page 110.
6.1.2.3
Adaptive Dialog Box
The Adaptive dialog box permits to administer the repositories of Adaptive Recognition and Adaptive Classification.
To open the Adaptive dialog box, click Adaptive in the Setup group of the Application tab. For more information,
see "Administering Repositories for Adaptive Technologies" on page 128.
6.1.2.4
Document Extraction Design Studio
In the Document Extraction Design Studio you implement the rules for custom fields that use a rule-based recognition
automation method. To open the Document Extraction Design Studio, open the Settings dialog box, click a field node
in the tree view, click the Automation tab, and then click Create rule-based method. For more information, see
"Creating Rule-Based Methods with Document Extraction" on page 98.
6.2
6.2.1
Application Development
Background Information about Applications
Invoice Capture Center provides various settings to adapt the system to customer needs. These customizing settings are
bundled in so called invoice applications. To customize Invoice Capture Center for your needs you have to create
invoice applications.
Application creation is done with the Customizing Client on the Recognition Server, usually on a special development
Recognition Server or standalone system connected to a SAP ERP development system. The created applications are
stored in a shared folder on the Recognition Server. Each invoice application is saved in its own slot in this shared folder.
A new application can immediately be used to process invoices by the Recognition Server, but it is not automatically
available for the Validation Clients to validate the recognition results. To provide a new application for the Validation
Clients, the application has to be exported to SAP ERP (for more information, see "Exporting an Application to SAP
ERP" on page 55).
As soon as a Validation Client user has logged on to SAP ERP, all available invoice applications will be downloaded
from SAP ERP to the Validation Client (import).
An application saved in SAP ERP can also be downloaded to any Recognition Server (import); for more information, see
"Importing an Application from SAP ERP" on page 55. This facility is used for example to move an application from a
development Recognition Server to a test Recognition Server (see "Moving an Application to another SAP ERP System"
on page 56).
6.2.2
Applications Created with ICC 5.2 Service Pack 4 or Earlier
Until Service Pack 4, each application was assigned to one of ten slots called JobClass1 to JobClass10. In SAP
ERP, this slot name will be displayed as application name, whereas the ICC application name will appear in the column
Field Description. For application created with Service Pack 5 or later, the ICC application name will also be shown
as application name in SAP ERP.
Applications are now no longer assigned to fixed slots. This is also true for old applications. Therefore restrictions and
rules for export and import of applications described in earlier releases of this manual no longer apply.
Please take notice that changing the application name has different effect for old and new applications:
For applications created with Service Pack 4 or earlier, it only changes the field description in SAP ERP.
For applications created with Service Pack 5 or later, it actually changes the application name. If you then
export the application to SAP ERP, it will create a new item, whereas the application with the old name still
exists in SAP ERP so that you created a copy of your application. If you want to rename an application, you
will have to delete the application with the old name in SAP ERP.
6.2.3
Basic Steps for Application Development
1.
Download all invoice applications stored in the SAP system to the Customizing Client.
2.
Create a new application.
3.
Configure your new application.
4.
Configure the Hot Spots of your application.
5.
Test your application locally and with SAP ERP.
6.
Export your application to the SAP ERP system.
6.3
Creating an Application
To create a new application:
6.3.1
1.
Click New Application on the application menu, The Create Application assistant starts.
2.
Specify name and application type,
3.
Select country for a single-country application or
4.
Specify properties for a multiple-country application,
5.
Add archive document types,
6.
Specify company code detection,
7.
Specify SAP ERP connection data.
8.
Click Create on the Ready page. The application will then be created which will take some seconds.
Specifying Name and Application Type
On the Select Application Type page type the application name in the Name box.
If the application should process only invoices for a single receiving country, accept the default option Single country.
When you click Next, the Regional Settings of the Receiving Country page is shown.
If the application should process invoices for several receiving countries, click Multiple countries. When you click
Next, the Select Receiving Countries & Application Display Language page is shown.
If the application shouldn't process invoices, but other invoice-related documents, click Custom documents. When
you click Next, the Regional Settings of the Receiving Country page is shown.
6.3.2
Specifying Country for a Single-Country Application
If Single country was selected on the Select Application Type page, the Select Regional Settings of
Receiving Countries page is shown as next page.
In its Country list, click the target country, that is, the country where the recipients of the documents reside.
The country list consists of two separate lists:
The first list contains countries for which automatic data extraction has been optimized so that you will get good
recognition results for many header fields for most of these countries without special customizing. If you select China
(Traditional), Japan, Korea, or Thailand as country, most fields will be extracted with Adaptive Recognition; therefore
you will have to perform training to enable Invoice Capture Center to extract data automatically. The first list contains
the following countries:
Australia
Austria
Belgium
Brazil
Canada
China (Mainland)
China (Traditional)
Czech Republic
Denmark
Finland
France
Germany
Hungary
India
Italy
Japan
Korea
Netherlands
New Zealand
Norway
Poland
Portugal
Russia
Singapore
Slovakia
Spain
Sweden
Switzerland
Thailand
Turkey
United Kingdom
United States
For countries of the second list the application is preconfigured with regard to character recognition, culture settings
controlling data conversion and formatting, and VAT rates are specified. For some of these countries, data extraction will
also yield good results if the respective country uses the same keywords and phrases as one of the countries of the first
list. For some countries, additional customizing will be needed to achieve high recognition rates. For more information,
see "Application for New Country" on page 28. The second country list contains the following countries:
Andorra
Angola
Argentina
Azerbaijan
Bahamas
Bahrain
Barbados
Belarus
Benin
Bolivia
Bosnia
Bulgaria
Burkina Faso
Cap Verde
Central African Republic
Chile
Colombia
Costa Rica
Cote dIvoire
Croatia
Cuba
Cyprus
Democratic Republic of the

Congo (Congo Kinshasa)
Dominican
Republic
East Timor
Ecuador
El Salvador
Equatorial Guinea
Estonia
Greece
Grenada
Guatemala
Guinea
Haiti
Honduras
Iceland
Ireland
Jamaica
Kazakhstan
Kenya
Kuwait
Latvia
Liechtenstein
Lithuania
Luxemburg
Malaysia
Mali
Malta
Mauritius
Mexico
Moldova
Monaco
Mozambique
Namibia
Nicaragua
Niger
Nigeria
Oman
Panama
Paraguay
Peru
Philippines
Republic of the Congo

(Congo Brazzaville)
Romania
San Marino
Senegal
Serbia
Seychelles
Slovenia
South Africa
Suriname
Togo
Ukraine
Uruguay
Venezuela
For applications of type Custom documents, the country setting only affects settings for character recognition and
cultures. For this application type, there is no difference between countries of the first and of the second country list.
Note: When the application has been created, the county settings can be found in the Settings dialog box where
they are shown at the Receiving Countries subnode of the General node.
6.3.3
Specifying Properties of a Multiple-Country Application
If you have selected Multiple countries on the Select Application Type page, several properties of a multiplecountry application must be specified.
The Regional Settings of Receiving Countries page shows a list of all supported receiving countries on the left
side:
Select the required countries and click Add until the list on the right side contains all required receiving countries.
In the Application display language list, click the language that should be used to display the field names in the
Validation Client. If several entries for the same language are available, select the entry with a suitable country; the
selected country determines the format that will be used for dates.
When you click Next, the Select Settings of Vendor Countries page is shown:
On this page you specify the vendor languages, that is, the languages occurring on incoming documents, and
corresponding data formats. Select the required items in the list on the left side and click Add until the list on the right
side contains all needed languages.
Some countries have a special date format. For example in the United States a date starts with the month whereas in
other countries with language English, the date starts with the day. Therefore some items in the list show a country in
parentheses.
Due to possible ambiguities, order in which formats are checked can be important. Therefore you can change the order of
the items in the list on the right side. To move an item, select it and then click Move up or Move down.
When the language list is correct, click Next to proceed to the Archive document types page.
6.3.4
Adding Archive Document Types
On the Archive document types page, add the names of all archive document types that should be processed by the
new application:
To add an archive document type, click Add, type the name of an existing SAP ArchiveLink document type in the
appearing dialog box, and confirm with OK.
The archive document types have to be the same as in VIM!
For more information about configuring ArchiveLink document types in SAP ERP, see "Configuring ArchiveLink" in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide.
The connection to SAP ERP is established by Hot Spots (for more information, see "Hot Spots (SAP Links" on page
117). The specified archive document type list is used to pre-configure the SAP Extraction Link Hot Spot. The
configuration of the Hot Spots can be changed later (see "Configuring Hot Spots" on page 117).
Click Next to proceed to the next page.
Note: You can modify the archive document types later using the Settings dialog box (for more information, see
"Configuring an Application" on page 59).
6.3.5
Company Code Detection
Company code detection can be specified during application creation on the Company code detection page, or later
on the Company codes tab of the Settings dialog box.
Three different methods are available to determine the company code. You can use a single, fixed company code for all
documents of the current application, a separate company code for each archive document type, or you can use automatic
company code detection.
To be able to use automatic company code detection, you need to prepare a database in text file format (see "Recipient
Data" on page 151), which contains the address data of the recipients together with their company codes and SAP ERP
target systems.
To use a fixed company code, click Use a fixed company code in the Company code detection list,
enter the company code and the name of the target SAP ERP system all documents shall be transferred to.
To use different company codes for the different archive document types, click Use a company code per
archive document type in the Company code detection list. The dialog box will then show a list of all
archive document types you specified on the Archive document types page. Select the first archive
document type and click Edit. In the appearing dialog box enter the company code and target SAP ERP system
name for the document type and confirm with OK. Repeat this for all shown archive document types.
In order to use automatic detection, click Automatic company code detection in the Company code
detection list. Enter a company code and target SAP ERP system name, which will be used if the recipient of
a document could not be detected. Then click Import recipients, select the prepared database file containing
recipient data with the corresponding company codes and target SAP ERP system names in the appearing file
dialog box and confirm with Open.
Tip: If you process invoices for one company code only, choose Use a fixed company code.
For each company code detection method, the company code is connected with a SAP ERP target system. At runtime, if
Invoice Capture Center has detected the company code of an invoice, it also knows the SAP ERP target system for the
invoice. When Invoice Capture Center exports the recognition results to Vendor Invoice Management, it also exports the
found target SAP ERP system. VIM will manage the transfer to the respective SAP ERP system. Thus, Invoice Capture
Center supports SAP ERP multi-backend systems.
Note: You can modify company code detection later using the Settings dialog box (for more information, see
"Configuring an Application" on page 59). Take notice that the company code field is shown in Validation only if
automatic company code detection has been specified. This setting cant be modified, that is, selecting or clearing
the Visible check box on the Presentation tab in the Settings dialog box will not take effect for the company
code field.
6.3.6
Specifying SAP ERP Connection Data
SAP ERP connection data can be specified during application creation on the Connection to SAP page. The
Recognition Server will use this SAP ERP connection data to log on to SAP ERP for fetching recognition jobs and
download data. For more information about required authorizations, see section Recognition Server / Recognition Node
SAP ERP User in OpenText Invoice Capture Center - Administrators Guide.
The connection to SAP ERP is performed by Hot Spots (see Hot Spots (SAP Links). The specified SAP ERP connection
data are used to pre-configure these Hot Spots. The configuration of the Hot Spots can be changed later (see
"Configuring Hot Spots" on page 117).
6.3.6.1
Selecting a Preconfigured SAP ERP System
If a saplogon.ini file is present on the system, the System list will show available SAP ERP systems. In this case
you can just click an SAP ERP system in the list and enter the remaining data, that is, user name, password, and
language.
To make sure that you have specified correct data, you can click Check Login.
When you have specified valid login data, click Next to proceed to the next page.
6.3.6.2
Specifying RfcConfig Parameters
If the System list of the Connection to SAP page is empty, or if you need to connect to a SAP ERP system that is
not available in the list, and you have all needed logon data ready, click Advanced to open the SAP Connection
dialog box and type values for the required parameters in the Rfc Config Parameters list:
Click Check login to test whether you have specified all needed values correctly.
Tip: If a saplogon.ini file is present, you can select a suitable SAP ERP system in the System list of the
Connection to SAP page before you click Advanced. The SAP Connection dialog box will then show the
parameters of the selected SAP ERP system, and you can modify values instead of typing everything in.
When you have entered all values correctly, type a suitable name in the System name box and then click Apply to
close the dialog box. The new SAP ERP connection will now appear in the System list. Take notice that the new
connection is used for the Hot Spot connections of the current application but that its data are not stored separately. If
you switch to another connection and close the Customizing Client, the connection specified in the SAP Connection
dialog box will no longer appear in the System list afterward and the corresponding data will get lost.
6.3.7
Application Creation
Invoice Capture Center is now ready to create the application. Click Create to create the application. The invoice
application is stored in a shared folder on the Recognition Server and can immediately be used to process invoices for
testing purposes by the Recognition Server and all its Recognition Nodes. The new application is opened automatically.
Take notice that the new application is not yet available for Validation Clients. To provide the invoice application for the
Validation Clients you have to export the application to SAP (for more information, see "Exporting an Application to
SAP ERP" on page 55).
Note: You can modify the customizing settings using the Settings dialog box (for more information, see
"Configuring an Application" on page 59).
6.4
Basic Application Actions
6.4.1
Opening and Closing an Application
To open an application, click Open Application on the application menu, and then click the appropriate application on
the submenu.
You have to open an application to change the configuration of an application or to test an application.
To close the current application, click Close Application on the application menu, and then select the appropriate
application on the submenu.
6.4.2
Exporting an Application to SAP ERP
At any development state, the invoice application can be saved on the SAP system. As soon as the invoice application
has been saved on a SAP ERP system, it is available for the Validation Clients connected to this SAP ERP system.
To save an application to SAP ERP:
1.
Open the application menu, point to Export Application, and then click To SAP.
2.
In the SAP Login dialog box, enter the SAP ERP connection data for the Customizing Client SAP ERP user.
For more information about the required authorizations, see Customizing Client SAP ERP User in OpenText
Invoice Capture Center - Administrators Guide.
3.
4.
respective application and click OK; the application will be saved to SAP ERP.
Note: Export of an application always comprises the recipient data, which have been imported for automatic
company code detection (see "Specifying Company Code Detection" on page 72), and the phrase value files that
have been created for SnapMatch custom fields (for expert use only). The database containing vendor master data
and purchase order data downloaded from SAP ERP (see "Vendor Master Data and Purchase Order Data" on page
152), and the databases containing learning information for adaptive recognition fields and adaptive classification
fields (see "Training" on page 122) are NOT exported to SAP ERP.
6.4.3
Importing an Application from SAP ERP
To load an application from SAP ERP to a Recognition Server:

1.
Start the Customizing Client on the Recognition Server.
2.
Open the application menu, point to Import Application, and then click From SAP.
3.
In the Import Application assistant, enter the SAP ERP connection data for the Customizing Client SAP ERP
user.
4.
5.
respective application and click OK.
If an application with the same name already exists, the assistant will show a page with a respective message. In this case
you can click Back and select a different application, or you can click Cancel to terminate the assistant; if you click
Next, the application will be overwritten.
The application will be copied to a shared folder on the Recognition Server.
When you download an application from SAP ERP, three Hot Spots will be created for this application. These Hot Spots
have to be configured for the current Recognition Server.
For more information about the required authorizations, see section "Customizing Client SAP ERP User" in Invoice
Capture Center - Administrators Guide. For more information about Hot Spots, see "Hot Spots (SAP Links)" on page
117.
As already mentioned, the export of an application to SAP ERP does not include the database containing vendor master
data and purchase order data downloaded from SAP ERP, and the databases containing learning information for adaptive
recognition fields and adaptive classification fields. After importing an application from SAP ERP these databases will
exist but will be empty.
The vendor master data and purchase order data database will be automatically filled with the correct download values
after configuration and activation of the SAP Download Link HotSpot.
Usually you will fill the learning databases by performing new training. If you want to use the learning databases of the
source system, you can create backups of the learning databases on the source system, and restore them on the current
system (see Backups of the Databases in the Administrators Guide).
6.4.4
Moving an Application to another SAP ERP System
Typically you will create a new application on a special development system that uses its own development SAP ERP
system, transfer the application to a test system, and later release it to the production environment.
To transfer an application from a source system to a target system:
1.
On the Server of the source system, export the application to the target SAP ERP system (see "Exporting an
Application to SAP ERP" on page 55).
2.
On the Server of the target system, import the application from the target SAP ERP system (see "Importing an
Application from SAP ERP" on page 55).
3.
On the Server of the target system, configure the Hot Spots (see "Configuring Hot Spots" on page 117), and
ensure that the vendor master data and purchase order data database are filled.
4.
On the Server of the target system, perform training to fill the learning databases or restore backups of the
learning databases of the source system.
5.
The Validation Clients of the target system will detect and download the new application automatically when
they are started next time.
The following diagram shows these steps (for clarity, minimum configurations are shown, that is, Recognition Nodes
and additional Validation Clients are not shown):
6.4.5
Exporting an Application to File
To create a backup, or to supply your application if you need to report a problem, you can export an application to an
archive file.
To export an application to a file, open the application menu, point to Export Application and then click To File. The
Select Application dialog box opens. Select an application in the Select an application list.
The export of an application always comprises the recipient data, which have been imported for automatic company code
detection (see Specifying Company Code Detection) and the phrase value files that have been created for SnapMatch
custom fields (for expert use only).
When you have selected an application, up to three check boxes are shown:
The Settings check box represents the application.
The Learning data check box represents the repositories containing data of samples trained for adaptive
recognition and adaptive classification fields (see "Training"). This check box is only present if at least one of
these methods is used and samples have been trained.
The Download data check box is present if vendor master data or purchase order data downloaded from a
SAP ERP system are present.
By default, all check boxes are selected.

When you close the Select Application dialog box by clicking OK, a file dialog box opens. By default, the application
name will be used as file name. Select a folder and click OK. The application will be saved in an archive file.
Tip: By clearing the Settings and Download data check boxes in the Select Application dialog box, you can
also use this command to export only the learning data to a file.
6.4.6
Importing an Application from File
To import an application or data from an archive file to a Recognition Server, start the Customizing Client on the
Recognition Server. Open the application menu, point to Import Application, and then click From File. A file dialog
box opens. Select the archive file, and click Open. The Select Application Components dialog box opens:
The available check boxes depend on the data contained in the selected archive file, that is, a check box is available if the
corresponding check box was selected in the Select Application dialog box during export. If you want to import an
application and the Settings check box is not present, you have selected an unsuitable archive file; in this case
terminate import by clicking Cancel and try again with a suitable archive file.
If one of the applications on the Recognition Server has the same name as the application in the archive file, a message
will be shown. In this case you can either cancel the import, or overwrite the application on the Recognition Server with
the application from the archive file.
When you import an application from file, three Hot Spots will be created. These Hot Spots have to be configured for the
current Recognition Server. For more information about Hot Spots, see "Hot Spots (SAP Links)" on page 117.
If a new application is created during import, databases for learning data and for download data will be created. If no
learning data or no download data are available or if you cleared the corresponding check box, the respective database
will be empty. If no download data are imported, ensure that the vendor master data and purchase order data database
will be automatically filled with the correct download values after configuration and activation of the SAP Download
Link Hot Spots. Usually you will fill the learning databases by performing new training. If you want to use the learning
databases of the source system, you can create backups of the learning databases on the source system and restore them
on the current system (for more information, see Backups of the Database in the OpenText Invoice Capture Center Administrators Guide).
Tip: The Import Application command is also used to import learning data for an existing application. Either
you import from an archive that contains only learning data, or you clear the Settings and the Download data
check boxes if they are present. If you clear the Settings check box or if it is not present, you can select the target
application by clicking the desired application in the application list at the top of the dialog box.
6.4.7
Deleting an Application
To delete an application, click Delete Application on the application menu, and then click the appropriate application
on the submenu.
To delete the current application, first close the application.
Important
The application will be deleted locally on the Recognition Server. It wont be deleted in SAP ERP. For
information about deleting an application in SAP ERP, see Deleting an ICC application from SAP tables in
OpenText Vendor Invoice Management for SAP Solutions - Administration Guide.
6.5
Configuring an Application
To configure the current application, click Settings in the Setup group of the Application tab to open the Settings
dialog box:
Note: The Settings button is only available if an application is open. The current application is shown in the title
bar of the Customizing Client. To open an application, click Open Application on the application menu, and
then click the appropriate application.
On the left side, the Settings dialog box shows all configurable items of the current application in a tree view. To
modify an item, you open the respective nodes and click the desired item. The right side of the dialog box will then show
the properties of the selected item.
At the uppermost level, four nodes are shown:
The General node permits to modify name and description of the application at its Name subnode.
The Configuration node permits to specify archive document types and to control training in the Validation
Client.
The Fields node permits to specify all settings controlling data extraction.
The Advanced node permits to enter scripting code, and to control which pages should be excluded from data
extraction.
6.5.1
Modifying Name and Description of the Application
To modify name and description of an application, expand the General node in the tree view of the Settings dialog
box, click the Name subnode and type a new name or description for the current application.
If you change the application name after you have exported the application to SAP ERP, you should delete the
application with the old name in SAP ERP. Otherwise two applications with different names will exist, that means you
created a copy.
Note: For applications created with ICC 5.2 Service Pack 4 or earlier, changing the application name in ICC will
only change the field description in SAP ERP, whereas the SAP ERP application name will still be
JobClass<n> (<n>=1..10).
6.5.2
Activating Training in Validation
To activate training, expand the Configuration node in the tree view of the Settings dialog box, click the Validation
subnode, and select the following check box:
Activate Mark for training in Validation
This check box controls whether the command Mark for training is available in the Validation Client.
If the Validation operator uses this command, the respective invoices with its result data will be stored in VIM
and can later be downloaded for training using the command Import Document For Training on the
application menu of the Customizing Client.
6.5.3
Customizing a Chinese Application
To customize an application with country setting China, expand the General node in the tree view of the Settings
dialog box, and click the Receiving Countries subnode. On the right side, the following check boxes are shown:
Use Custom Forms
If you select this check box, the Edit Forms button becomes available. A click on this button starts the
RecoStar Design Studio, which you can use to configure and test a RecoStar project for data extraction from
forms.
Use Custom Free Forms
If you select this check box, the Edit Free Forms button becomes available. A click on this button starts the
Document Extraction Design Studio with the Extraction project of the current Chinese application so that you
can modify or extend this project. For more information about the Document Extraction Design Studio and the
Document Extraction fields and their properties, see OpenText Capture Document Extraction - Developers
Guide.
To be able to use the RecoStar Design Studio or to modify the Document Extraction project, you will need special
training. To be able to work with the RecoStar Design Studio you may need an additional license. Therefore turn to
OpenText Learning Services if you want to use these features in order to customize a Chinese application.
Important
For Chinese applications, only the Recognition Engine and Document Extraction can be used. Don't try to use
Adaptive Recognition; it is not supported for Chinese applications.
6.5.4
Specifying Archive Document Types
You can specify your archive document types on the Archive document types page of the Create a New
Application assistant while you create an application.
To modify the archive document types later, expand the Configuration node in the project tree of the Settings dialog
box, and then click the Archive document types subnode:
The list on the right side shows all specified archive document types.
To add a type, click Add, type the name of an existing SAP ArchiveLink document type in the appearing dialog box and
confirm with OK.
To modify a defined type, select it and click Edit. You can then modify the name in the appearing dialog box. Be sure to
use the name of an existing ArchiveLink document type in SAP ERP.
To remove a type, select it and click Remove.
For information about configuring ArchiveLink document types in SAP ERP, see "Configuring Archive Link" in
OpenText Vendor Invoice Management for SAP Solutions- Configuration Guide.
Note: During application creation, three Hot Spots are automatically created and configured. The archive
document types entered during application creation are used for the configuration of the SAP Extraction Link Hot
Spot (for more information, see "Adapting the SAP Extraction Link" on page 119). The list of document types in
the application settings and the list of document types in the SAP Extraction Link configuration should always be
identical. If you change the document types list in the Settings dialog box, the document types list of the SAP
Extraction Links wont be updated automatically. Therefore, after changing the archive document types
configuration of the application, be sure to adapt the configuration of the SAP Extraction Links (see "Configuring
Hot Spots" on page 117) .
6.5.5
Specifying Requester Email Addresses
Invoice Capture Center will only recognize requester email addresses that have been specified for the application.
Therefore you should specify all requester email addresses that will occur on your documents.
To specify requester email addresses, open the Settings dialog box, expand the nodes Fields Predefined Fields
InvoiceRequesterEmail and then click Email Address List:
To add an email address, click Add, type a complete email address (john.smith@company.com), or an entire
domain (@company.com) in the appearing dialog box, and confirm with OK.
To modify an entry, select it and click Edit. You can then modify the email address in the appearing dialog box.
To remove an entry, select it and click Remove.
6.5.6
Specifying Line Item Processing
Invoice Capture Center can extract the invoice line items, and it can match the invoice line items against downloaded
purchase order data.
To specify invoice line item processing, open the Settings dialog box, expand the nodes Fields and Predefined
Fields, click the InvoiceItems node, and then click the Automation tab:
To extract additional information contained in the line items, such as additional costs and discounts, select the Enable
line item qualifying and filtering check box.
By default, line items will be extracted. To switch off line item processing, clear the Extract line items check box.
If purchase order data will be downloaded, and the invoice line items should be matched against these data, select the
Check line items against downloaded data check box.
Note: PO line number, PO number, and delivery note number are not returned by the recognition step. Therefore
these fields will be empty in the invoice item data if the Check line items against downloaded data check
box is not selected.
6.5.6.1
Line Item Mapping
If purchase order data are available, and the Check line items against downloaded data check box is selected,
ICC tries to find the corresponding purchase order item for each invoice item, and to complete the item data by adding
PO number, PO item number (position), and delivery note number of the corresponding purchase order item. To this
purpose it uses the PO item data (records with ITEMTYPE 1), and the goods receipt data (records with ITEMTYPE 2).
Note: PO number, PO item number, and delivery note number (optional field, see "Activating Optional Fields" on
page 80) are only supplied by line item mapping; these items are not extracted from the invoice. Therefore these
fields will be empty if line item mapping is not enabled, or doesnt succeed.
Line item mapping uses a subset of the downloaded data defined by the vendor and the purchase order numbers that
could be found on the invoice. It then uses quantity, unit price, and item amount to identify corresponding items. If
several items have the same values for these fields, it will use description text and the values of the column RESERVE1
to resolve ambiguities. The column RESERVE1 is empty by default, but could be filled with data such as EAN numbers
or material numbers by customizing the SAP ERP download.
Line item mapping will also use the GR (Goods Receipt) data so that it is able to map items at which unit price and item
amount match, whereas the quantity found on the invoice doesnt equal the quantity in the purchase order data.
Note: Download comprises items with ITEMTYPE 3 (planned delivery costs), and ITEMTYPE 4 (goods receipt
for planned delivery costs). These items are not used at the moment.
If the sum of the recognized item amounts equals the recognized invoice amount and only a single invoice item could not
be mapped to a single remaining purchase order item, this item will be mapped without regard to the field values.
If the unit price and /or the amount of an invoice item on the invoice differ(s) slightly from the unit price and / or amount
values in the corresponding purchase order item in the downloaded data, line item mapping wont find the corresponding
purchase order item in the downloaded data by default. To allow mapping despite of slightly different values, enter a
tolerance value under Set line item mapping tolerance. To specify an absolute tolerance, accept the default option
Absolute; otherwise select Percent. If the difference is in the specified tolerance range, line item mapping will find
the corresponding purchase order item.
By default, only PO numbers found on the invoice will be returned. If you select the If no PO number found,
determine PO number from DB check box, a PO number found in the database will be returned if the PO number
could not be found on the invoice.
To prevent high runtimes or erroneous results, line item mapping will not be performed if no PO number could be found
and more than 200 line item candidates were detected.
6.5.6.2
Specifying Item Units
In special cases, for example if you want to extend an application for a country that is not supported by ICC, you will
need to modify the list of item units.
To modify the item units table, click the InvoiceItems field node in the Settings dialog box, and then click the Units
Of Measure tab:
All item units supported by ICC are shown as list. To deactivate an item, clear the check box in the Active column.
To modify the set of notations for an item, click the ellipsis button in the respective row. A Phrase dialog box opens
and shows all notations defined for the item. You can then add, remove, or modify notations as needed.
To add a new item unit, right-click the item unit list, click Add translation line, type a name into the appearing new
line, click the ellipsis button to open the Phrase dialog, and specify phrases for the new item unit. Take notice that new
item units will only bring about that the specified values will be accepted in the Validation Client; specifying additional
item units will not affect Recognition.
6.5.6.3
Specifying Extraction of Additional Costs and Discounts
By default, extraction of additional costs and discounts is switched off. The respective item rows that could be identified
will not be returned.
To activate extraction of expenses and discounts, select the Enable line item qualifying and filtering check box on
the Automation tab of the InvoiceItems field. This adds an Item Qualifying tab:
By default, item rows for additional costs and discounts will be returned, whereas found rows for the other amount types
in the Qualifier list will be removed from the InvoiceItems field result. ICC uses keywords and phrases to determine
the different kinds of expenses and discounts and searches them not only in the items table area but also below where
they may occur as a separate block on some invoices.
To optimize detection of expenses and discounts, you can add phrases, for example if you customize an application for a
new country, or you can remove phrases that cause problems on special invoices. To modify a phrase list, click the
ellipsis button in the Phrases column for the respective item. A Phrase dialog box opens where you can add, edit, or
remove phrases.
If found rows for additional qualifier types should also be returned, select the check box in the Deliver column for the
respective item.
You can even define additional application-specify qualifier types. Right-click into the table, click Add key word row,
type a name in the Qualifier column, and add phrases to the phrase list of the new item. If the detected items should be
removed from the result, clear the check box in the Deliver column.
The ExclusionPhrases list contains phrases that are similar to some item qualifiers but may occur in other types of
items lines. Therefore they must not be found to avoid confusion.
Caution
Don't use the Delete key word row command on the context menu on the predefined items; otherwise the
preconfigured phrase list will get lost.
If you select the Enable line item qualifying and filtering check box, the Visible check box at the ItemQualifier
column of the InvoiceItems field will also be selected automatically so that this column will be shown as Qualifier
column in the table view of the Validation Client. This column is a list where the Validation operator can select either an
empty item or one of the qualifiers whose Deliver check box is selected on the ItemQualifier tab
6.5.7
6.5.7.1
Specifying Order Number Processing

PO Number Ranges
By default, Invoice Capture Center will only accept purchase order numbers consisting of 10 digits within specified
ranges depending on the first two digits. To modify the number ranges, open the Settings dialog box, expand the nodes
Fields Predefined Fields, and then click PO Numbers;
When you create a new application, the configuration will already contain some typical purchase order number ranges
shown in the PO number ranges list. To add a range, click Add, type the first two digits of the purchase order
number range, and confirm with OK.
To modify an entry, select it and click Edit. You can then modify the first two digits in the appearing dialog box.
To remove an entry, select it and click Remove.
If your purchase order numbers have a different structure that cannot be determined by number ranges you can use a
regular expression to determine the purchase order numbers (see below).
Note: The PO number ranges (and the regular expression) only affect recognition. Their purpose is to prevent that
other numbers found on the invoices, such as phone numbers, are interpreted as PO numbers. If PO numbers are
checked against downloaded data, or during line item mapping, PO numbers may be returned that are contained in
downloaded data but are outside the specified number ranges (or dont match the regular expression).
6.5.7.2
Check against Downloaded Data
If the PO numbers found by Recognition should be checked against downloaded purchase order data, select the Check
PO numbers against downloaded data check box. If recognition found a PO number on the invoice that resides
within the specified number ranges (or matches the regular expression), it will be shown as erroneous in Validation if it
could not be found in the downloaded data.
Note: This check box only affects the returned header PO number. To get PO numbers for line items, you need to
select the Check line items against downloaded data check box at the Extraction subnode of the
InvoiceItems field node.
Note: To check the purchase order numbers, not all entries of the downloaded purchase order data are used.
Invoice Capture Center only uses the entries whose VENDORID field value matches the found vendor number,
whose COMPANYCODE field value matches the found company code, and whose SYSTEM field value matches
the found SAP ERP target system.
6.5.7.3
Multiple PO Numbers
If an invoice contains several purchase order numbers, the first found PO number will be returned as header PO number.
6.5.7.4
Using Regular Expression
To use a regular expression instead of number ranges to detect purchase order numbers on invoices, select Use Regular
Expression. Instead of the PO number ranges box, the PO regular expression box is shown:
Click Edit to enter the regular expression. The Enter Regular Expression dialog box opens.
In the Regular expression box, type the regular expression. To test your regular expression, type a test string in the
Sample input data box and click Test. If the test string matches the regular expression, the Result color box will
change to green. If the regular expression uses parentheses to group parts of the regular expression, the Groups box will
show the values assigned to the group variables.
If your regular expression does not deliver a purchase order number but a string containing a purchase order number,
type a replacement string in the Replacement string box. Click Test to test the regular expression and the
replacement string with the test string. The Result box will show the output string.
Click OK to accept the regular expression. The regular expression will be shown in the PO regular expression box.
6.5.8
Specifying Vendor ID Detection
To modify vendor ID detection, open the Settings dialog box, expand the nodes Fields and Predefined Fields, click
InvoiceVendorNumber, and then click the Automation tab:
If the checkbox Use PO number for vendor ID detection is not selected, the vendor ID will be determined by
matching vendor data on the image against downloaded vendor master data. Good results can be expected if the invoices
bear bank data and if the vendor master data are sufficiently filled for ICC recognition.
If the checkbox Use PO number for vendor ID detection is selected, the downloaded purchase order data will be
used to determine the vendor ID. Invoice Capture Center selects the purchase order entries, whose company code field
value matches the current company code and whose system field value matches the current SAP ERP system, and
searches for these purchase order numbers on the invoice image. If a number is found on the image, Invoice Capture
Center reads the vendor ID in the according purchase order entry and puts the read value into the vendor ID field.
If no PO number can be found on the image (for example if the invoice is a non-PO invoice), the vendor ID is
determined by using the vendor master data download (see above).
The usage of downloaded PO data for vendor ID detection is useful if the invoices bear no bank data or if the
downloaded vendor master data are not sufficiently filled for ICC recognition purposes.
The check box Ignore company code and SAP system at vendor detection allows to find a vendor who does
not have a matching entry in the downloaded vendor master data for the current company code and SAP ERP system.
Note: If the check box Use PO number for vendor ID detection is selected, Invoice Capture Center will use
the current company code and SAP ERP system for vendor ID detection with PO data independently of the
Ignore company code and SAP system at vendor detection check box. If ICC does not find a vendor ID
using this approach (for example for non-PO invoices) or if the Use PO number for vendor ID detection
check box is not selected, it will match vendor data on the invoice against downloaded vendor master data
regarding or neglecting the current company code and SAP ERP system depending on the Ignore company
code and SAP system at vendor detection setting.
The Ignore company code and SAP system at vendor detection check box has to be selected in special use
cases, for example:
In some environments (especially retail companies) the companies use identical vendors with identical vendor IDs in
multiple company codes. If the number of company codes is high (for example if company codes are used to represent
subsidiaries), the number of vendor master data entries to be downloaded would be very, very high.
A special SAP ERP program on VIM side collects vendor master data (and also purchase order data), and supplies it for
ICC. ICC downloads the provided data periodically using the SAP Download Link Hot Spots.
To reduce the number of downloaded vendor master data entries, change the SAP ERP program on VIM side; the
program should only provide vendor master data for one company code. For more information, see Downloading the
Vendor Database from SAP in OpenText Vendor Invoice Management for SAP Solutions - Administration Guide.
Then select the check box Ignore company code and SAP system at vendor detection to allow vendor
detection for all company codes.
found target SAP ERP system. Thus Invoice Capture Center supports SAP ERP multi-backend systems.
6.5.9
Specifying Currencies
The valid currencies that will be used when the amount values are extracted are preconfigured depending on the country
setting of the application. For each currency, there is a list of different notations that may occur on the documents.
The used currencies and valid notations can be modified.
To modify the currency specifications, open the Settings dialog box, expand the nodes Fields, Predefined Fields
and Amounts, and then click Currencies:
The list on the right side has an item for each currency supported by ICC; each currency is represented by its three-letter
ISO code. At the currencies that are preconfigured for the current application the Active check box is selected; these
currencies are shown on top.
To modify the set of valid currencies, select or clear Active check boxes as needed.
To show the supported notations, click the ellipsis button in the respective currency row. A Phrase dialog box opens
where you can add, modify, and delete notations as needed.
Tip: To specify the default currency, go to the InvoiceCurrency field, and click a currency in the Default value
list on the Data tab.
To add a new currency, right-click the item unit list, click Add translation line, type a name in the appearing new line,
click the ellipsis button to open the Phrase dialog and specify phrases for the new currency. Take notice that new
currencies will only bring about that the specified values will be accepted in the Validation Client; specifying additional
currencies will not affect Recognition.
Take notice that only selecting and clearing of the Active check box for standard currencies will affect Recognition.
Modification of notations and added new currencies will only affect manual input and Single Click Entry.
6.5.10 Specifying VAT Rates

To specify the VAT rates used by the application, open the Settings dialog box, expand the nodes Fields
Predefined Fields Amounts, and then click VAT Rates:
During application creation, the current VAT rates of the specified country will be added to the application configuration
automatically. Therefore you need to modify the VAT rates only if the VAT rates of the respective country change, or if
you want to process invoices from an additional country with different VAT rates.
To add a VAT rate, click Add, type the VAT rate in the appearing dialog box and confirm with OK. As VAT rate, you
can enter an integer, or a decimal with up to two decimal places and a dot as decimal separator. The value must be
between 0 and 100.
To modify a VAT rate, select the respective entry, click Edit, and type the new value in the appearing dialog box.
To remove a VAT rate, select the respective entry and click Remove.
With country setting Canada, the VAT rates box looks different and permits to enter valid tax rates of the different tax
types (Provincial Sales Taxes, Goods and Services Tax, and Harmonized Sales Tax):
With country setting India, the VAT rates box also looks different and permits to specify values for Indian tax types:
Note: The VAT Rates node is not available for applications with country setting USA.
6.5.11 Specifying Company Code Detection

You can specify company code detection during creation of an application on the Company code detection page of
the Create a New Application assistant.
To modify the company code detection later, open the Settings dialog box, expand the nodes Fields Predefined
Fields CompanyCode and then click the Automation tab:
Four different methods are available to determine the company code. You can use a single, fixed company code for all
documents of the current application, a separate company code for each archive document type, or you can use automatic
company code detection either using only recipient data or also using the PO number.
To use a fixed company code, select the click Use a fixed company code in the Company code
detection list, enter the company code, and the name of the target SAP ERP system all documents shall be
transferred to.
To use different company codes for the different archive document types, click Use a company code per
archive document type in the Company code detection list. The dialog box will then show a list of all
archive document types you have specified when you created the application. Select the first archive document
type, and click Edit. In the appearing dialog box enter the company code and target SAP ERP system name for
the document type, and confirm with OK. Repeat this for all shown archive document types.
In order to use automatic detection, click Automatic company code detection in the Company code
detection list. Type a company code in the Default company code box and a target SAP ERP system name
in the Default SAP logical system box; these values will be used if the recipient of a document could not be
detected. Then click Import recipients, select the prepared database file containing recipient data with the
corresponding company codes and target SAP ERP system names in the appearing file dialog box, and confirm
with Open.
In some applications, automatic company code detection may deliver poor results if the receiving addresses are
very similar or if vendors write unclear receiver addresses on their invoices. In these cases, select Automatic
company code detection incl. determination by PO number. Recognition will then use the
downloaded purchase order data first to determine the company code. Only in case of failure, the recipient data
will be used subsequently. Note that this method can only be used in applications with a single SAP ERP
system; with several SAP ERP systems, PO numbers are not unique.
Note: If you process invoices for a single company code only, choose Use a fixed company code.
Note: Take notice that the company code field is shown in Validation only if automatic company code detection
has been specified. This setting cant be modified, that is, selecting or clearing the Visible check box on the
Presentation tab of the Settings dialog box will not take effect for this field.
found target SAP ERP system. Thus Invoice Capture Center supports SAP ERP multi-backend systems.
To be able to use automatic company code detection, you need to prepare a database in text file format (see "Recipient
Data"), which contains the address data of the recipients together with their company codes and SAP ERP target
systems. If you select one of the two automatic company detection methods, an Import recipients button appears,
which permits to import the recipients data file.
To prepare the recipients data file, you can use transaction /OPT/VIM_COMP_DN and report
/OPT/VIM_COMPCODE_DOWNLOAD of Vendor Invoice Management which will create a file in CSV format
containing address data for all company codes. To optimize company code detection, insert additional lines with all
address variants that may occur on invoices for each company code manually before you import the file.
When you later export the application settings to a file or to SAP ERP, the recipient data will be included automatically
so that they will be present when you import an application on the production system.
6.5.12 Specifying Credit Memo Detection

In order to optimize recognition of credit memos, you can modify the list of phrases that are used to identify credit
memos, for example by adding phrases of a country that is not supported by ICC. To modify the phrase list, open the
Settings dialog box, expand the nodes Fields Predefined Fields InvoiceCreditMemo, and then click
Phrases List:
The Phrase list tab contains phrases in different languages, which are used to detect a credit memo. To optimize
recognition you could remove phrases if invoices of the respective language will not occur at your application, or you
could add phrases of countries that are not supported by Invoice Capture Center.
On the Exclusion list tab you can add phrases that could result in an erroneous detection of a credit memo. For
example, the word Credit appears in the company names of several banks. If such a company name occurs on an
invoice, it would be erroneously classified as credit memo. This can be prevented by adding the respective company
names to the exclusion list.
6.5.13 Specifying Default Formatting in Validation

By default, the culture used by the Validation Client for formatting of culture-specific data such as date and amount
values is determined by the country setting of the application.
To modify the display culture, open the Settings dialog box, expand the Fields node, and then click Display
Culture:
In the Display culture box, type a culture in the format cc-CC.

Caution
Don't modify format specifications in the Formats tab of the Region and Language dialog box and the
Customize Format dialog box of the Windows Control Panel because this would affect checks and
formatting within Invoice Capture Center.
6.5.14 Specifying Formatting for Different Sending Countries

Whereas your application has been created for a specified country, ICC will be able to process also invoices of other
countries that may use different formats for dates, amounts, and numbers, for example there may occur dates with month
names written in different languages. On such invoices, Recognition will also be able to read some of the fields
successfully.
The Validation Client tries to convert dates, amounts, and numbers using different cultures until conversion succeeds.
To modify the culture list used for conversion, open the Settings dialog box, expand the Fields node, and then click
Sending Countries:
In the Format Interpretation List, you can modify the list of cultures used for conversion. You could reorder the
cultures, for example if invoices from some foreign country will occur often in your input. You could also delete cultures
of languages that will not occur at your application, or add a culture of a country that is not supported by the Invoice
Capture Center.
The culture list always contains the culture of the country of your application as first item, and you will not modify this
first item in normal applications, but you will modify this item if you customize an application for a country that is not
supported by Invoice Capture Center.
Important
The available cultures depend on the operating system version. If you want to add cultures, make sure that the
specified culture is supported on your operating system, and the operating system of the intended production
system. On the Internet you will find lists of the supported cultures of the different operating system versions
on the MSDN website. There you will also find the correct string to be used in the properties of the Format
Interpretation List. Take notice that only culture strings of the format cc-CC are supported by ICC.
In addition, take notice that you must not modify format specifications in the Formats tab of the Region and
Language dialog box and the Customize Format dialog box of the Windows Control Panel because this
would affect checks and formatting within Invoice Capture Center.
6.5.15 Specifying Limits for Recognition

To specify where recognition should stop on a document consisting of several pages, open the Settings dialog box,
expand the Advanced node, and then click Skip Pages:
Sometimes invoices are followed by excessive attachments whereas it is known that nearly all invoices wont exceed a
certain number of pages. To prevent wasting of a lot of time for processing of pages that dont contain useful invoice
data, recognition will stop after a specified number of pages, or if a barcode or a patch code sheet with Patch Code 1 is
detected or if a specified phrase is found. If you know that your invoices will fulfill some of these conditions, you can
specify them.
If all invoices don't exceed a certain number of pages, specify that number at Stop extraction after number pages.
Extraction will then stop reading after the specified number of pages if no other condition is fulfilled earlier.
If the page following the last page of each invoice is marked with a barcode label, click the respective barcode type in
the on page with barcode list. For this feature to work reliably, the barcodes should not be too short and should be
placed horizontally without too much skew. By default, any barcode of the specified type will cause extraction to stop. If
you select the with specific content check box, extraction will only stop if the barcode contains the specified value. If
you append ".*" to the specified string, each barcode whose value starts with the specified string will cause extraction
to stop. Take notice that the barcode may only contain Latin characters and digits.
If you select the OR on page with phrase check box, extraction will stop if the specified string is found on a page.
The string may only contain Latin characters; Asian characters can't be used.
By default, Validation will only display pages where extraction has been performed. If all pages of a document should be
displayed, select the Show all pages in Validation check box.
In some applications problems may occur at invoices with very large attachments if no patch code sheet is used. In this
case select the Stop attachment extraction check box. ICC then tries to determine whether the invoice has been
completed at a preceding page so that the current page already belongs to an attachment; in this case ICC invoice
processing is stopped for the remaining pages. This automatic method to stop attachment extraction can be combined
with the other methods for attachment separation available in the Stop Extraction area. Each activated method will be
checked at each page; if any of the checked conditions is fulfilled, extraction will be stopped.
Sometimes invoices contain pages containing a lot of text printed in small font whereas they dont contain any invoice
data that have to be extracted. Examples are terms and conditions pages. Due to the large amount of text these pages use
a lot of processing time and sometimes even cause problems. If you select the Ignore page check box, pages that
contain more than 10000 characters or that contain more than 4000 characters where more than 75 percent are
alphabetical characters will not be processed. If the default values are not suitable for your invoices, you can modify the
threshold values.
6.5.16 Specifying Visibility of the Line Items Table

By default, the line items table is only shown in the Validation Client if the ListPO field is not empty, that is if a PO
number is available.
To show the line items table for all invoices, clear the Hide table if no PO check box on the Presentation tab at the
InvoiceItems field node in the Settings dialog box.
If the line items table should never be shown, clear the Visible check box. In this case, the Hide table if no PO check
box does not take effect and is not available.
6.5.17 Specifying Field Zone Colors for the Validation Client

To specify application-specific field group colorizing in the Validation Client, open the Settings dialog box, open the
Configuration node, and then click Field Zone Color:
For each group, the dialog box shows a rectangle highlighted with the currently used color.
For each group, the color used for highlighting is a lighter version of a dark base color. Below the colored rectangle of
each group, a slider controls the color used for highlighting. If you move the slider to the left, the color becomes lighter
until it becomes white if you move the slider to the left end. If you move the slider to the right, the color becomes darker
until it equals the dark base color if you move the slider to the right end.
To select a different base color for a group, click the respective rectangle. The Color dialog box opens. In this dialog
box you can select a color from a set of basic colors or specify your own color.
The specified colors will be used in the Validation Client as long as the Validation user doesn't modify colors. If the
Validation user has modified colors and then clicks Restore Default in the Colorize Field Groups dialog box, the
application-specific colors again take effect.
6.5.18 Confirming Changed Settings

In the Settings dialog box, click OK to install the new settings for the current application. The configuration data of the
application on the Recognition Server are updated.
Important
Changes of the application are not yet available for Validation Clients when you close the application. To
provide the Validation Clients with the changed invoice application, you must export the application to SAP
ERP; for more information, see "Exporting an Application to SAP ERP" on page 55.
6.6
Changing Field Settings of an Application
To change the field settings of the current application, click Settings in the Setup group of the Application tab to
open the Settings dialog box. Then expand the nodes Fields and Predefined Fields. Fields or groups of fields with
all their settings are then shown as subnodes. If you click a field node, the field properties are shown on the right side:
Take notice that several fields can't be found on the topmost level. For example, to access fields of the amount group,
open the Amounts node and its Elements subnode.
Note: The Settings button is only available if an application is open. The current application is shown in the title
bar of the Customizing Client. To open an application, click Open Application on the application menu, and
then click the appropriate application.
On the different tabs of the field settings you:
activate optional fields,
change the order of the fields or columns for Validation,
activate Adaptive Recognition for standard invoice fields,
set limits for date fields.

Caution
It is recommended to change field settings of an application only in ways described in this guide. Changing
field settings without expert knowledge may deteriorate recognition results.
6.6.1
Activating Optional Fields
Invoice Capture Center provides some optional fields. With a default configuration, these fields are not extracted, and
they are not shown in Validation.
In this release the following optional fields are available:
Field
Internal Name
Supply Date (only for some countries)
InvoiceDeliveryDate
Freight Amount
InvoiceFreightAmount
Handling Charges
InvoiceHandlingCharges
These fields are adaptive recognition fields. The Server and the Recognition Nodes must learn how to extract data for
these fields. The learning data for these fields have to be provided by training (see "Training of Adaptive Recognition
Fields" on page 122).
For Austria, Germany, and Switzerland, Supply Date is a standard field, which is read by a special automation method.
To make an optional field visible, expand the nodes Fields and Predefined Fields, and click the respective field to
show its properties.
On the Presentation tab, select the Visible check box:
6.6.2
Changing Field or Column Order for Validation
To change the order of the fields in the Validation Client, open the Settings dialog box, expand the nodes Fields and
Predefined Fields, and then click the respective field to show its properties.
Click the Presentation tab, and then change the Tab Order:
In Validation (within the Customizing Client or Validation Client) the fields will be shown in the order defined by the
Tab order values.
Note: The invoice items table is always shown as last field without regard to its tab order value. Therefore it is not
meaningful to assign a lower tab order value to the InvoiceItems field.
In the same way you can change the column order for the invoice items table. Go to the InvoiceItems field in the field
list, expand its Elements subnode to show the columns, and modify the tab order values of the column subfields as
needed.
6.6.3
Activating Adaptive Recognition for Standard Invoice Fields
The following standard fields can be optimized by using Adaptive Recognition:

InvoiceCurrency,
InvoiceDate,
InvoiceNetAmount,
InvoiceNumber,
InvoiceOrderNumber (Header),
InvoicePaymentReference,
InvoiceTotalTaxAmount,
InvoiceVatAmount,
InvoiceVatAmount1 .. 4,
InvoiceVatRate1 .. 4
InvoiceTotalAmount.
To activate Adaptive Recognition for one of these fields, open the Settings dialog box, expand the nodes Fields and
Predefined Fields, and click the respective field subnode to show the field properties. To access fields of the amount
group, also expand the Amounts node and its Elements subnode.
On the Automation tab, select the Enable adaptive recognition technology check box:
To improve the recognition result, you have to perform training. For more information, see "Training of Adaptive
Recognition Fields" on page 122.
6.6.4
Specifying the Default Currency
To specify the default currency, open the Settings dialog box, go to the InvoiceCurrency field, click the Data tab,
and then click a currency in the Default value list. The list will show all currencies whose Active check box is selected
at the Currencies node at the Amounts node.
If a default currency is not wanted, delete the default value manually. In this case, the field will be empty if no currency
could be found on the document.
6.6.5
Setting Limits for Date Fields
The date fields InvoiceDate and InvoiceDeliveryDate accept only dates within a specified range. By default they
accept dates up to one year back from the current date.
To modify the limits for a date field, open the Settings dialog box, select the respective field in the field list in the tree
view to show the field properties.
On the Automation tab, change the Lower limit and Upper limit settings:
If the limits are set to a negative value, only date values will be found and returned that are smaller (that is earlier) than
the date of processing.
To specify absolute dates for the limits, select use absolute date specification:
If Lower limit is set to an absolute date, only date values will be found and returned that are greater (that is later) than
or equal to the specified date. If Upper limit is set to an absolute date, only date values will be returned that are smaller
(that is earlier) than or equal to the specified date.
6.6.6
Showing Additional Tax Rate and VAT Amount Fields in

Validation
In order to support processing of invoices with several different tax rates, there are four pairs of additional fields for
additional tax rates InvoiceVatRate1 .. InvoiceVatRate4, and InvoiceVatAmount1 .. InvoiceVatAmount4.
These fields are processed if additional tax data can be found on an invoice, but by default these fields are not shown in
Validation.
To make these fields visible in Validation, open the Settings dialog box, and for each desired field, select the field in
the field list in the tree view, click the Presentation tab, and select the Visible check box.
6.6.7
Checking Line Item Amounts against Net Amount
In order to support the Validation Client user, the sum of the line item amount values can be checked against the net
amount field or a suitable custom field by specifying a normalization action. The respective field will be shown as
erroneous in the Validation Client if the sum of the column values of a specified column of the line items table does not
equal the field value, and a corresponding message will be displayed. Thus the Validation operator will know that all line
items have been read correctly if the respective field doesnt indicate an error.
To configure this check:
1.
Click Settings on the Application tab to open the Settings dialog box.
2.
Expand the nodes Fields Rules Manual Input, right-click Custom Rules and click Add New Rule.
3.
In the Add New Rule dialog box, type a name for the rule and confirm with OK.
4.
Right-click in the Action column of the still empty action list, point to Insert action before, and then click
Check sum of table column.
5.
Right-click the Parameter property, and then click Edit Parameter.
6.
In the Select Table Column dialog box click ItemAmount in the list showing all line item columns, and
then click OK to close the dialog box.
7.
Right-click the new rule node, and then click Attach Rule To Field.
8.
A dialog box shows all fields. Double-click InvoiceNetAmount.
9.
Click OK to close the Settings dialog box.
6.6.8
Modifying Standard Recipient and Vendor Fields
The recipient is determined using the recipient database. Name and VatID of a found recipient are returned by standard
fields, which you will find under the node CompanyCode > InvoiceRecipient in the project tree of the Settings
dialog box.
The vendor is determined using the vendor database and a lot of vendor data are returned by standard fields, which you
will find under the node InvoiceVendorNumber > InvoiceVendor.
For all these standard fields, some properties on the Automation tab can be modified. The following example shows
these properties for the field InvoiceRecipientName:
The Lookup list column determines the assigned database column. Don't modify this property.
This property takes effect if Deliver OCR results or Deliver database entry checked by OCR is
selected. If you type a value in the Column confidence box, the column value will only be returned if the
value read from the invoice matched the database column value with a higher confidence. If you set it to 100,
the value will only be returned if the read value was identical to the column value. For some standard fields, this
property has the default value 100.
If Deliver OCR results is selected, the field will return the data that were read from the invoice for this
column if it could be found. If Deliver database entry is selected, the value of the respective database
column is returned. If Deliver database entry checked by OCR is selected, the database column value is
returned if the value could be found on the invoice; this will make sure that the value is returned in the correct
format for ICC/VIM. For some fields, Deliver database entry checked by OCR is selected by default,
whereas for most fields Deliver OCR results is selected.
If the Refresh from base field check box is selected, the field value will be updated if another database entry
is being selected by the Validation user. If the field value should not be updated during Validation, clear the
check box.
By default, the field will be positioned within a group together with the corresponding base field and its tab
order will be modified accordingly. If the additional field should be the last field in tab order, clear the Place
near base field check box. If you select the check box again later, modify the tab order to position the field as
desired.
6.6.9
Configuring the InvoiceDeliveryDate Field
Whereas the field InvoiceDeliveryDate is an optional field for several countries, which can only be read with
Adaptive Recognition if needed, the field is a standard field for Austria, Germany, and Switzerland, and is read with a
special automation method ICCInvoiceDeliveryDate for these countries.
This automation method will return a date only if it lies within a specified date range. By default, it will accept dates
within a year back from the current date. The lower and upper limit of the date range can be specified either as number of
days or as fixed date values.
In addition, you can switch on Adaptive Recognition to improve recognition results.
6.6.10 Hiding the Invoice Items Table

By default, the invoice items table is displayed in the Validation Client if the field List PO is not empty. In this case,
the Validation user can show or hide the invoice items table with a click on Show/hide table in the Invoice Items
group.
If the invoice items table should never be shown in the Validation Client, open the Settings dialog box, expand the
nodes Fields and Predefined Fields, click the InvoiceItems node, and then clear the Visible check box on the
Presentation tab. In this case, the items table is not shown in the field list of the Validation Client, the upper part of the
Table view is empty, and the Show/hide button is not available.
6.6.11 Configuring Presentation of Company Code and Invoice Vendor

Field
The CompanyCode field and the InvoiceVendorNumber field use an internal Address control for presentation in
the Validation Client. Both fields show preconfigured columns (<COMPANY>, <STREET>, <ZIP>,<CITYNAME>) of
the database record that corresponds to the field value.
To modify presentation of one of these fields:
1.
Click Settings to open the Settings dialog box.
2.
Expand the nodes Fields and Predefined Fields.
3.
Click the CompanyCode or the InvoiceVendorNumber node and then click the Presentation tab.
4.
Modify the presentation specification in the Adress layout box.
Presentation can be modified by adding text strings or by adding or removing database columns. Text strings will appear
in bold, italic font in the Validation Client.
To add a column, click Add column, select the desired column in the Column Selection dialog box and confirm
with OK.
For example, if you specify a line:
Company: <COMPANY> City: <CITYNAME>
a result could appear in the Validation Client as:
Company: Open Text City: Waterloo
6.6.12 Confirming the Changed Advanced Settings

Click OK on the Settings dialog box, to save the new settings for the current application. The configuration data of the
application on the Recognition Server are updated.
Important
The changes of the application are not yet available for Validation Clients. To provide the Validation Clients
with the changed invoice application, you must export the application to SAP ERP (see "Exporting an
Application to SAP ERP" on page 55).
6.7
Adding Custom Fields
Invoice Capture Center is preconfigured with fields for the data that are typically captured from invoices together with
optimized automation methods, which permit to capture these fields automatically.
If you want to capture additional information, you can extend Invoice Capture Center by adding custom fields that will
be exported to VIM automatically. In order to process such custom fields, VIM will also have to be extended (for more
information, see Mapping external system data (OCR/IDoc) in OpenText Vendor Invoice Management - Configuration
Guide).
Instead of capturing custom fields only manually during Validation, you can also use one of the generic automation
methods, or create your own custom methods using Document Extraction, to extract custom fields automatically.
To add a custom field:
1. open the Settings dialog box, add a new field, and specify the field name (with this name the field will be
exported), and additional properties as needed;
2. specify how the field should be presented to the Validation user;
3. if the field should be extracted automatically, specify a generic automation method, or create a custom
automation method if needed.
6.7.1
Adding a Field
To add a field:
1. In the Setup group of the Application tab of the Customizing Client, click Settings.
2. On the tree view of the Settings dialog box, expand the Fields node.
3. Right-click the Custom Fields node and click Add New Custom Field. A new field node is added. Click
the Data tab:
4. In the Field name box, type the name that identifies the field.
5. Enter a default value if necessary; otherwise the field will be empty if it is not captured.
6. Select the Field cannot be empty check box if the field is mandatory. Validation will then indicate an error
if the user tries to submit the invoice while the field is still empty.
6.7.2
Specifying Field Presentation
To specify how a new field should be presented in the Validation Client:

1.
Click the Presentation tab in the Fields dialog box:
2.
If the field should not be shown in the Validation Client, clear the Visible check box.
3.
In the Display name box, type a title for the field that should be shown in the Validation Client.
Otherwise the field name will be used.
4.
The field will appear as last field in the field list and by default it will also be the last field in the tab order.
If you want that the field should be activated earlier if the Validation user captures fields or uses the TAB
key to proceed through the fields, enter a value for Tab order that lies between that of the desired
predecessor and successor.
5.
Select the Read only check box if the Validation user should not be able to modify the field value.
6.
At the Control property, specify the appearance of the field. With the default TextBox, a simple text box
will be displayed where the user can capture text using the keyboard or the mouse:
For special purposes, several alternative controls are available.
6.7.2.1
Alternative Field Controls
Instead of a text box, you can specify the following alternative presentations for a field at the Control list of the Fields
dialog box:
CheckBox
If you select Checkbox, a check box will be shown for the field:
ComboBox
If you select ComboBox, a list will permit to select a preconfigured value:
If you select ComboBox, the dialog box will change, and will show an empty value list, and buttons Add
and Remove:
Click Add to add a value; a text box appears where you can enter the text. The list shows the already
specified values. To remove a value, select it and click Remove.
For the values, you can use uppercase and lowercase letters, but during processing lowercase letters will be
used. If you add the same name with different spelling, this variant will be ignored. Captured data may use
any spelling, that is, any combination of uppercase and lowercase letters. The returned result value will use the
spelling of the value you specified in the value list.
LookupList
Select LookupList to configure database support for the field.
ListBox
If you select ListBox, the field value must be a comma-separated list of strings which is shown as a list in
the Validation Client:
If values are captured for such a field, the field remains active in contrast to a textbox field. Thus the
Validation operator can capture several list items using the mouse or the keyboard. In addition, list items can
be selected and removed.
Button
If you select Button, a button with the current field value as label will be shown:
When the button is pressed, the code defined at the scripting entry point Validation (Field Changed) will
be called.
If the button should show a fixed label, specify this text at the Default value property on the Data tab.
6.7.2.2
Configuring Database Support for Fields
For data entry in the Validation Client, database support can be configured. The field will then present a list showing the
values of a specified column of a database file. The user can then choose from the list instead of typing text.
To configure database support for a field, click Presentation in the Fields dialog box, and from the Control list
select LookupList.
The dialog box will now change: below the Control list, the Lookup list column list will appear:
If you configure database support for the first time, the list will be empty. In this case, click the ellipsis button behind the
Lookup list column list. The Manage Lookup List dialog box opens:
With this dialog box you can configure a list of all database files used by the current application. To add a database, click
Import. The Import a Table dialog box opens:
Click the ellipsis button behind the Source File box, select the database file in the appearing file dialog box, and
confirm with Open.
By default, the file name of the source file will be used as table name, which will appear in the column names shown in
the Lookup list column list on the Presentation tab. If you want a different name to be used, you can specify it at
the Target table name property.
If the file uses a special encoding, select the respective value in the Encoding list.
The database file has to be a text file containing a separate line for each database record, and a heading line containing
the column names, which must not contain spaces or special characters. Neighboring column values must be separated
by a separator character. By default, a tab character is expected as separator, but you can also import files that use
commas or semicolons as separator. In these cases set the Separator property accordingly. Column values may contain
spaces, and have no delimiter by default, but you can also import files where each column value is enclosed by quotes or
apostrophes. In these cases set the Delimiter property accordingly.
When you have specified all properties correctly, click Next. The Import dialog box opens:
When you click Import, the database file will be imported, and will then appear in the file list of the Manage Lookup
List dialog box:
If want to remove a file, select it and click Delete. To import a newer version of a database file, select it and click
Reload.
When the necessary database files have been loaded, close the dialog box by clicking Close.
Tip: If your database file changes frequently, an automatic reload can be configured using the program
LookupDatabaseUpdater.exe. For more information, see section "Configuring Lookup Lists in" the chapter
Technical Operations in Invoice Capture Center - Administrators Guide..
The Lookup list column list on the Presentation tab will show all available columns of all loaded database files as
<filename>.<columnname>. In the following example, a database file MyDatabase.txt has been
imported:
To assign a database column to the current field, click the desired column.
If you specify LookupList as control for further fields and assign columns of the same database file, the fields will be
shown as a group in the Validation Client. As first control in the group, a search box is shown, which is used to
determine the matching database record manually. If you type a search string in this box, or capture an according value
from the document, the list of the control will show all matching database records. As soon as you select an item in the
list, all fields of the group will be filled with the respective column values.
If you want to specify automation for such fields, you must use the automation method Generic SnapMatch for all
fields using columns of the same database file. SnapMatch will then use the respective database file to find a database
record that matches the current document, that is, where several column values of the result record could be found on the
document.
Take notice that it is of no relevance for SnapMatch, for which columns of the database you configure fields. Just
configure fields for those columns that should be exported in the invoice result. If you want to export a column whose
content is of no use for the validation operator, you can clear the Visible check box on the Presentation tab for this
field. The field will then be filled and exported, but it will not be shown in the Validation Client.
6.7.3
Specifying an Automation Method
If a new field should be extracted automatically, you need to specify an automation method on the Automation tab of
the Settings dialog box:
The Method list contains four generic automation methods, which can be used for custom fields:
Generic DatabaseColumn method: this method permits to export additional recipient or vendor data.
Generic Snapmatch method: this method permits to find a record in a database that matches data on the
invoice. Therefore this method is best suited if you have a database and expect that some data of one of its
records should be present on the invoice. For more information, see "SnapMatch Automation Method" on page
95.
Generic Adaptive recognition method: with this method you first perform training in order to store typical
invoices and the position of the index field on these invoices as templates in a database. During extraction, a
matching sample is determined for the current document, and the field is then extracted at the position where it
was trained for this sample. This method will be suitable for many kinds of fields. For more information, see
"Adaptive Recognition Automation Method" on page 96.
Generic Adaptive classification method: this method compares the whole textual content of the invoice
with previously trained samples in a database and returns a class value for the best matching samples in the
database. This method is suitable for fields that should determine a property of the whole invoice; for example
it would be suitable to determine the language the invoice is written in. For more information, see "Adaptive
Classification Automation Method" on page 97.
In addition, you can create your own rule-based method using the Document Extraction Design Studio. There a
lot of field types are available. For example you can search date or amount values, regular expressions in a
specified area of the invoice, search a field relative to the position of another field, and much more. For more
information, see "Rule-Based Recognition Automation Methods" on page 98. The respective method names
are preceded by Custom.
6.7.4
SnapMatch Automation Method
The SnapMatch automation method permits to match a document against a database. If a matching database record
can be found, all data fields assigned to columns of the database will then be filled automatically.
To be able to use SnapMatch, perform the following steps:
Load a database file, as described in "Configuring Database Support for a Field" on page 91. As soon as you
have loaded a database, all its columns are available to be assigned to a data field.
For each data field that should return the value of a database column, select the field in the tree view of the
Settings dialog box, click the Presentation tab, click LookUpList in the Control list, and then
select the desired lookup list column from the appearing Lookup list column list.
For each data field that should return the value of a database column, select the field in the tree view of the
Settings dialog box, click the Automation tab, and select Generic SnapMatch as automation
method.
As database file you need a text file, which contains the column names in the first row, and a database record in each
following row. The different column values have to be separated by TAB characters, semicolons, or commas. In
addition, the column values may be enclosed in delimiters such as apostrophes.
To load a database file, select a field that should return the value of a database column, click Presentation, and select
LookUpList as control. The Lookup list column list appears. Click the ellipsis button at the Lookup list
column list, and in the Manage Lookup Lists dialog box click Import. Select a text file as database file. Specify
encoding, delimiter, and separators of your database files, and then click Next.
Important
If possible, you should use a file with encoding UTF-8. Otherwise some characters, for example diacritical
characters, may not be displayed correctly in the Validation Client.
To import the database file, now click Import. When the file has been imported successfully, all its columns will be
available in the Lookup list column list. The column names are preceded by the name of the database file. This will
be important if you use more than one database file in an application.
In the Validation Client, all fields assigned to columns of the same database will be shown in a group with an additional
text box at the top with the name of the database file. If SnapMatch found a matching database record, all fields will
be filled with the available column values of the found record. To find a database record manually, enter a string that will
appear in a column value into the text box at the top of the group. If a matching record exists, its data will then be filled
into the data fields.
If a column value must be present on the document and must be recognized with a minimum confidence, set the property
Column confidence of the corresponding field to the respective confidence value. If this property has a value greater
zero, all found database lines where the respective column was not found or was found with a lower confidence value
will be discarded.
6.7.5
Adaptive Recognition Automation Method
Adaptive Recognition assumes that most invoices fall into one of a set of subclasses of invoices that have the same
layout so that the data fields can be found at the same position for all invoices of a subclass, for example all invoices of
the same vendor. To be able to extract the data fields of invoices automatically, information about the subclasses has to
be provided which is done by training using the Customizing Client.
Whenever fields could not be extracted automatically, and have been captured with a mouse click during training on the
Customizing Client, the invoice should be sent to training by clicking the Train button before submitting the document.
The text layout of the invoice and the position where you captured the field will then be stored as sample in a database.
During recognition, the current invoice layout is matched against all samples contained in the database. If a matching
sample is detected, the field is extracted at the position where it had been captured on the sample.
If you train each invoice where the field could not be found, recognition rate will increase steadily because more and
more often a matching sample will be found for the current document.
For more information about training, see "Training of Adaptive Recognition Fields" on page 122.
6.7.5.1
Use Cases for Adaptive Recognition
By default, data extraction for the standard fields uses rule-based methods that have been optimized for the baseline
countries using large sets of invoices. Therefore recognition rate should be already high for all standard fields for these
countries.
Exceptions are applications with country setting China (Traditional,), Japan, Korea, and Thailand. Because rule-based
extraction is not available for these languages, Adaptive Recognition is used for all standard fields of these countries
where rule-based methods are used for other countries.
In the following special cases, Adaptive Recognition can be used to optimize recognition:
A header field isn't extracted on all invoices of a special vendor, for example because none of the keywords or
phrases used to find the field is present. After Adaptive Recognition has been activated and an affected invoice
has been trained, Adaptive Recognition will find the field on most invoices of the respective vendor finding it at
the same position as on the trained sample.
If custom header fields are added to an application, you can use Adaptive Recognition as primary automation
method or you can use it to enable optimization if a rule-based method is used as primary automation method.
All optional fields use Adaptive Recognition. Therefore training is necessary if optional fields should be
extracted automatically.
Note: For applications with language setting China (Traditional), Japan, Korea, and Thailand, Adaptive
Recognition is also used for extraction of the line item table.
Adaptive Recognition can't be used for:
line item fields,
fields using download data, such as vendor and recipient fields,
amount fields of applications with country setting Canada, China, or India,
fields occurring at different positions on invoices of the same vendor; therefore extraction of amount fields will
not benefit from training for vendors where the amount is positioned behind the last line item row so that its
position will depend on the number of line items.
Note: Take notice that for the standard amount fields values found by Adaptive Recognition will only be taken
into account if the standard rule-based method didn't return a result.
6.7.5.2
Activating Adaptive Recognition
For some standard fields and for custom header fields where you specified a rule-based automation method, Adaptive
Recognition can be activated by selecting the Enable adaptive recognition technology check box on the
Automation tab. This can be used to optimize recognition.
To specify Adaptive Recognition as primary automation method for a custom field, click Generic Adaptive
recognition in the Method list of the respective fields on the Automation tab in the Settings dialog box
Sometimes the value of a custom field that always has the same value for a certain vendor will not be present on the
invoices of certain vendors. For example for some vendors no currency may be printed. In this case select the Enable
training of constant value check box that is only available for the Adaptive Recognition method. You can then enter
the value of this field with the keyboard during training. Adaptive Recognition will then fill the field with this fixed
value each time the respective sample is used. If the Enable training of constant value check box is not selected,
the field will remain empty in this case because by default Adaptive Recognition only captures fields that were trained
using the mouse, as it doesnt know where to find the field on the invoice if you entered a value using the keyboard
during training.
6.7.6
Adaptive Classification Automation Method
Adaptive classification can be used to extract information from an invoice that cant be determined from a certain text on
the invoice or from its layout but is a property of the whole document. The method compares the complete text of the
document with that of samples stored in a database and tries to find a class of matching documents with similar textual
content.
A good example for adaptive classification is determining the language an invoice is written in. But the method can also
be used to distinguish different types of invoices. In case of success, adaptive classification assigns a value of a
predefined list of possible values to the data field.
To be able to use adaptive classification for a field, perform the following steps:
In the Settings dialog box, select the field node in the tree view, click the Presentation tab, and click
ComboBox in the Control list.
Add the legal result values to the appearing value list. During validation, only one of these values can be
selected for the field.
Click the Automation tab, and select Generic Adaptive classification as automation method.
To be able to classify invoices automatically, adaptive classification needs several samples for each field value in its
database. Therefore it cant return valid results until enough documents have been added to the database using training. It
is recommended to train at least ten documents of each type.
To train documents, click the Train button during Validation before submitting an invoice after the correct value has
been selected for the respective field. While invoices are being trained, you will observe that more and more often
adaptive classification will suggest the correct value for the data field.
For more information about training, see "Training of Adaptive Classification Fields" on page 124.
6.7.7
Rule-Based Recognition Automation Methods
Rule-Based Recognition uses Document Extraction to search for data fields on documents.
Document Extraction provides a lot of preconfigured so-called index fields, which search for data in a special format.
There are fields searching for typical header fields on European invoices, separate fields searching for header fields on
US-American invoices, fields searching for dates, amounts, keywords or phrases, or strings matching a regular
expression. There is a field that uses an index field to search a key value and then uses another field to search for a value
field relative to the found key value. Another field permits to try several field types one after another until the field could
be read successfully.
To configure automation methods as needed, start the Document Extraction Design Studio by clicking Create rulebased method on the Automation tab of a field in the Settings dialog box. There define the needed fields at the
IndexFields subnode of the Unknown node of the Classes tab of the Project Explorer view and save the project.
Sometimes it will be useful to create several index fields of the same field type using different search areas or property
settings as needed.
When you close the Document Extraction Design Studio, all index fields you specified under the Unknown node will
be available in the Method list on the Automation tab of fields. Select the respective new rule-based method in the
Method list.
For more information about rule-based methods, see "Creating Rule-Based Methods with Document Extraction" on page
98 and OpenText Capture Document Extraction - Developers Guide.
6.7.8
Creating Rule-Based Methods with Document Extraction
Outside Invoice Capture Center, Document Extraction uses a single project to process pages of a document. First image
processing is performed, then character recognition reads the data, classification is performed using classification
features to determine a document type, and at last index fields are read for an assigned document class. This processing
mode is described in the online help of the Document Extraction Design Studio and OpenText Capture Document
Extraction - Developers Guide.
Within Invoice Capture Center, Document Extraction is used in a very special manner. Extraction may be called more
than once with preconfigured specialized projects. If you want to add custom fields and click Create rule-based
method on the Automation tab of a field node in the tree view of the Settings dialog box, the Document Extraction
Design Studio starts with a project where you can specify index fields, which can then be used as custom fields in your
application. In this project, add your needed fields at the IndexFields subnode of the Unknown node of the Classes
tab of the project explorer:
If you read the online help of the Document Extraction Design Studio or OpenText Capture Document Extraction Developers Guide, you should always be aware that Extraction is used in a special manner so that there are many
features in Document Extraction that must not be used within Invoice Capture Center. For example, you should never
create document types or features in the Types tab of the project explorer except for layout-specific items recognition or
layout-specific custom fields, and you should never create classes in the Classes tab of the Project Explorer.
Therefore you should especially refer to the following chapters or sections of OpenText Capture Document Extraction Developers Guide and the online help whereas great parts of the remaining sections describe features that cant be used
within Invoice Capture Center:
Section Global Fields in the chapter Features and Index Fields: You can specify your fields as global fields
in the Globals tab of the project explorer and reference them at the IndexFields subnode of the Unknown
node in the Classes tab.
Chapter Field Types: Here all the different field types are described in detail. But be aware that only a subset
of the field types can be used within Invoice Capture Center.
Chapter Design Studio: Dont modify options and project settings, and be aware of the restrictions described
above for the project explorer.
Section Properties of Features and Index Fields in the chapter Properties: Here you find detailed
descriptions of all properties of the field types you may use.
Chapter Image Preprocessing: Invoice Capture Center has a preconfigured image preprocessing, which is
used to read text from the invoice. If you modify image preprocessing, the text will be read more than once
which will increase runtime considerably. Therefore you should avoid modifying image preprocessing.
Principally, you can use most field types of Document Extraction, but be aware of the following rules and restrictions:
Especially suitable and useful are all fields that return their results only in the value item of the result data,
such as the field types Amount, BarCode, Date, Phrase, and Regular Expression.
Table fields (field types Table, Invoice Items, Invoice Items Custom, US Invoice Items, and US
Invoice Items Custom) will not be shown in the Validation Client.
The Validation Client will only show the string returned in the value item of the field result. Sub-elements of
the result data can be accessed during scripting.
Note: Modifications of the Document Extraction project will not take effect until you close the Settings dialog
box with OK afterward. It is not sufficient to save the project in the Document Extraction Design Studio.
6.7.9
Adding Layout-Specific Custom Methods
If you have added a rule-based custom method using the Document Extraction Design Studio, you can replace this
method with a different rule-based custom method for certain invoice layouts, where your generic custom field doesnt
work satisfactorily.
To specify a layout-specific custom method:
1.
Select a field in the tree view of the Settings dialog box, click the Automation tab, and click Create
rule-based method to start the Document Extraction Design Studio.
2.
Go to the Types tab of the Project Explorer and create a new document type. The document must refer to
the document class Unknown, which is the default.
3.
Add suitable classification features to the Features subnode to determine invoices of the respective layout
(for more information about classification features, see Classification Features in OpenText Capture
Document Extraction - Developers Guide or the online help of the Document Extraction Design Studio).
4.
Go to the Classes tab, open the Unknown node; there you will find a subnode corresponding to your
new document type. Right-click the IndexFields subnode of this document type node.
5.
Point to Add Index Field on the context menu, and then click a suitable index field type. Use the identical
field name as for your generic custom method field. Thus the new method will replace the generic method
for the respective document type.
6.
Modify properties of the new document-type-specific custom method, as needed.
Note: Modifications of the Document Extraction project will not take effect until you close the Settings
dialog box with OK afterwards. It is not sufficient to save the project in the Document Extraction Design Studio.
6.8
Using Rule-Based Custom Methods for Standard Fields
For several ICC standard fields, the ICC standard automation method can be replaced by your own rule-based custom
method.
To specify a rule-based method for a standard field:
1.
Click Settings in the Setup group of the Application tab to open the Settings dialog box.
2.
Expand the nodes Fields and Predefined Fields and click a suitable field node. To access the fields of the
amount group, also open the Amounts node and its Elements subnode.
3.
Click the Automation tab, and then click Create rule-based method, to start the Document Extraction
Design Studio.
4.
Click the Classes tab on the Project Explorer view and add your custom method to the IndexFields node of
the Unknown document class.
5.
Save the Document Extraction project and close the Document Extraction Design Studio.
6.
Click the respective field node in the tree view of the Settings dialog box, click the Automation tab, and
click the rule-based custom method in the Use custom field list:
If Enable adaptive recognition technology has been selected, the result of the custom method will only be used if
Adaptive Recognition didn't return a value.
If you add your custom method at the IndexFields node of the Unknown document class node as described above, the
custom method will replace the ICC standard method for all documents. Alternatively, you can replace the standard
method only for invoices identified by a specified document type.
To create the custom method in the Document Extraction Design Studio for this case:
1.
Click the Types tab on the Project Explorer view.
2.
Right-click into an empty area of the view and click Add Document Type on the context menu.
3.
Add suitable classification features at the Features subnode of the new document type to identify the
respective invoices.
4.
Click the Classes tab, open the document type link node of your new document type and add your custom
method to its IndexFields subnode. In the following example, a document type MyDocumentType
has been added, and its IndexFields subnode has just been selected:
If you add your custom method to this node, it will replace the standard method only for documents of the respective
document type whereas the standard method will take effect for all other documents.
You can even replace the standard field for several user-defined document types by using the same field name at all
document type link nodes.
6.9
Adding Custom Columns or Modifying Properties for

Invoice Items Recognition
Invoice Capture Center is preconfigured with a special method for invoice items recognition with all columns that are
typically captured from invoices together with optimized methods to capture these columns automatically, or to fill them
using corresponding download data.
If you want to capture additional item data, or if you want to modify properties of the invoice items field, you can replace
the standard item table with a custom field that can be modified or extended.
To add a custom column:
1.
Add custom columns at the InvoiceItems field.
2.
Create a custom method in Document Extraction using an Invoice Items Custom field, or a US Invoice
Items Custom field, respectively.
3.
Add columns to the custom method as needed.
4.
Select this custom method as raw line item input for the Invoice Items field.
To modify invoice item recognition:

1.
Create a custom method in Document Extraction using an Invoice Items Custom field, or a US Invoice
Items Custom field, respectively.
2.
Modify properties of the custom field, as needed.
3.
Select this custom method as raw line item input for the Invoice Items field.
The different steps are described in detail in the following sections.
6.9.1
Adding Custom Columns
To add custom columns to the Invoice Items field:

1.
In the Setup group of the Application tab of the Customizing Client, click Settings.
2.
Expand the nodes Fields Predefined Fields Elements InvoiceItems.
3.
Right-click the Elements subnode and then click Add New Custom Column:
4.
Type the desired column name in the Field name box on the Data tab.
6.9.2
Creating a Custom Invoice Items Method
To create a custom method for a custom invoice items column, select a field in the field node on the tree view of the
Settings dialog, click the Automation tab, and then click Create rule-based method to start the Document
Extraction Design Studio.
For applications with country settings other than Hungary or India:
1.
In the Document Extraction Design Studio, click the Classes tab in the Project Explorer view, and under
the Unknown node, right-click the IndexFields node:
2.
For an application with country setting USA, point to Add Index Field, then point to US Invoice on the
submenu, and then click US Invoice Items Custom. For all other countries select Invoice on the
submenu, and then click Invoice Items Custom.
3.
The new field appears under the IndexFields node. Replace the default field name:
4.
Invoice Capture Center will take care of the specified VAT rates only for the standard fields. Therefore
take care to specify the valid VAT rates at the Vat Rates property of the Invoice Items Custom field.
For applications with country setting Hungary or India, special preconfigured Invoice Items Custom fields have to be
used, which are delivered as custom operator files that have to be loaded as global fields in the Design Studio.
For applications with country setting Hungary or India:
1.
In the Document Extraction Design Studio, click the Globals tab in the Project Explorer view.
2.
Right-click the view, and click Add Custom Operator on the context menu:
3.
A file dialog box opens. Go to the CustomItems subfolder of the ICC installation folder. For Hungary
select the file CeItems_HU.ics, for India select the file CeItems_IN.ics, and then click Open.
4.
Click the Classes tab, and under the Unknown node, right-click the IndexFields node.
5.
On the context menu, point to Add Global, and then click the name of the new custom operator.
6.
Click the Global tab, and modify the global field as needed.
7.
Invoice Capture Center will take care of the specified VAT rates only for the standard fields. Therefore take
care to specify the valid VAT rates at the Vat Rates property of the Invoice Items Custom field.
Note: Modifications of the Document Extraction project will not take effect until you close the Settings dialog
box with OK afterwards. It is not sufficient to save the project in the Document Extraction Design Studio.
6.9.3
Adding a Custom Column to the Invoice Items Custom Field
To add a custom column to an InvoiceItems custom field:

1.
Right-click the Columns node, point to Add Search in ItemText, and then click the appropriate field type
for your custom column.
In the following example, a Regular Expression field is used:
2.
A new column node appears. Replace the default name with the column name you entered in the Settings
dialog box of the Customizing Client; it is important that these names are identical!
3.
Open the new column node, select its index field subnode, and modify the field properties as needed. For more
information about field properties, see OpenText Capture Document Extraction - Developers Guide or the
online help of the Design Studio. In the following example, a Regular Expression column with the name
MyCustomColumn has been added; the node has been selected, and the Properties view shows the field
properties:
4.
6.9.4
When you have specified the properties, click Save on the File menu, and then exit the Design Studio.
Modifying Properties of an Invoice Items Custom Field
To modify invoice items recognition, you can modify the properties of an invoice items custom field, and its columns.
For more information, see OpenText Capture Document Extraction - Developers Guide. There you find descriptions of
the Invoice Items Custom Field, of the US Invoice Items Custom Field, and of the properties of both field
types.
6.9.5
Specify Custom Table Field as Raw Line Item Input
When you have created a custom invoice items method for a new custom column using the Document Extraction Design
Studio, you have to link the new method to the Invoice Items field.
Expand the nodes Fields and Predefined Fields in the tree view of the Settings dialog box, and select the
InvoiceItems field.
Click the Automation tab, and click the new custom method in the Use raw line items from custom field list:
When you click OK to close the Settings dialog box, the application will be updated.
6.9.6
Implementing Layout-Specific Invoice Items Recognition
If you have added an invoice items custom method, in order to add a custom column or to modify properties of invoice
items recognition, you can even implement specific invoice items recognition for invoice layouts where your generic
custom method doesnt work satisfactorily.
To specify layout-specific items recognition:
1.
Select a field in the tree view of the Settings dialog box, click the Automation tab, and click Create
rule-based method to start the Document Extraction Design Studio.
2.
Go to the Types tab of the Project Explorer and create a new document type. The document must refer to
the document class Unknown, which is the default.
3.
Add suitable classification features to the Features subnode to determine invoices of the respective layout
(For more information about classification features, see Classification Features in OpenText Capture
Document Extraction - Developers Guide or the online help of the Document Extraction Design Studio).
4.
Go to the Classes tab, open the Unknown node; there you will find a subnode corresponding to your
new document type. Right-click the IndexFields subnode of this document type node, point to Add
Index Field, then point to Invoice, and then click Invoice Items Custom; for country setting USA,
click US Invoice Items Custom under US Invoice instead. Choose the identical field name as for your
generic items custom field. Thus the new field will replace the generic field for the respective document
type.
5.
Modify properties of the new document-type-specific field, as needed.
Note: Modifications of the Document Extraction project will not take effect until you close the Settings
dialog box with OK afterwards. It is not sufficient to save the project in the Document Extraction Design Studio.
6.10 Exporting Additional Recipient or Vendor Data

For compliance checks it may be necessary to export additional information about the determined recipient or vendor to
Vendor Invoice Management. For this purpose, special custom fields can be added where each field returns information
about a database column of the found recipient, or vendor, respectively.
To add such fields:
1.
2.
Right-click the Custom Fields node, click Add New Custom Field on the context menu, and enter a
suitable field name on the Data tab.
3.
Click the Automation tab and select Generic DatabaseColumn as automation method. Additional
properties and options will appear for this method.
4.
The Lookup list column list will show all database columns of the current vendor and recipient database
files. Click the desired item in the list.
5.
The Column confidence property takes effect if Deliver OCR results or Deliver database entry
checked by OCR is selected. If you specify a value at the Column confidence box, the column value will
only be returned if the value read from the invoice matched the database column value with a higher
confidence. If you set it to 100, the value will only be returned if the read value was identical to the column
value.
6.
By default, the field will return the data that were read from the invoice for this column if it could be found. To
return the value of the respective database column, click Deliver database entry. To deliver the database
column value only if the value could be found on the invoice, click Deliver database entry checked by
OCR; this will make sure that the value is returned in the correct format for ICC/VIM.
7.
If the Refresh from base field check box is selected, the field value will be updated if another database entry
is being selected by the Validation user. If the field value should not be updated during Validation, clear the
check box.
8.
By default, the field will be positioned within a group together with the corresponding base field and its tab
order will be modified accordingly. If the additional field should be the last field in tab order, clear the Place
near base field check box. If you select the check box again later, modify the tab order to position the field as
desired.
Take notice that Deliver OCR results and Deliver database entry checked by OCR can only be used if the
respective database column is searched on the documents. In addition to the columns used by the standard fields, these
are the following columns:
STREET and POBOX of the Recipients database and

PHONE, FAX, EMAIL, WWW, SWIFT, RESERVE1, and RESERVE2 of the Vendors database.
If you use these options with one of the remaining columns, the field will always return an empty result.
6.11 Scripting
6.11.1 Scripting Entry Points
Invoice Capture Center provides a convenient scripting interface, which permits to extend the standard functionality with
your own code. There are specific times during document processing where scripting may take place. At runtime, at
these specific times Invoice Capture Center will check for suitable scripting code to be executed.
At the following entry points, scripting code can be executed:
Custom Extraction: after extraction of custom fields, before ICC processing,
Data Extraction: after extraction of predefined fields and ICC processing,
Validation (Document Loaded): after an invoice has been loaded into Validation,
Validation (Field Changed): after a field value has been changed in Validation,
Validation (Field Deactivated): after a field has been deactivated in Validation,
Validation (Field Closing): if an invoice is about to be closed in Validation.
6.11.2 Scripting Editor

To enter scripting code, click Settings on the Setup group of the Application tab to open the Setting dialog box,
open the nodes Advanced and Scripting, and then click the subnode of the respective scripting entry point.
If you want to write scripting code, first choose the scripting language. Scripting code can be implemented in
Jscript.NET or in C#.
The text editor includes comments explaining the parameters that are passed to the current scripting code. Write your
own code below the comment, and click Compile to check the syntax.
Important
The code entered in the text editor must not contain a method header! Simply enter the method body as shown
in "Scripting Examples" on page 114.
Note that the scripting code will be executed even if you wont have compiled it. Therefore always make sure that the
scripting code is correct and executable when you close the Settings dialog box.
To specify the namespaces used by your scripting code, click Namespaces. The Specify Namespaces dialog
box opens.
Enter the namespaces for the current scripting code and click OK.
6.11.3 Writing Scripting Code

6.11.3.1
Scripting Code - Overview
Interface
Parameters
Return value
Executed by
Custom Extraction
DataPool data
ITrace trace
void
Recognition Server
Data Extraction
DataPool data
ITrace trace
void
Recognition Server
Validation
(Document Closing)
DataPool data
int mode (0 = Cancel, 1 =
Submit, 2 = Reject)
IScriptHelper helper
ITrace trace
bool (true = invoice Validation
Validation
(Document Loaded)
Document doc
ITrace trace
void
Validation
Validation (Field
Changed)
IField field
ITrace trace
bool (true = event
Validation
Validation (Field
Deactivated)
IField field
bool sce (true = field value
bool (true = event
will closed)
handled)
Validation
handled)
has been field by using Single Click

Entry)
ITrace trace
6.11.3.2
Manipulating the Runtime Document
When an invoice is imported into an Invoice Capture Center system, a data structure called Runtime Document is
created representing the processing job with its invoice. The Runtime Document is passed from processing step to
processing step. At the end of each processing step the results of the respective step, for example the extracted invoice
data, are added to the Runtime Document. At the beginning of each processing step the results of the previous steps are
read from the Runtime Document and used as input for further processing. During export, the final structure and contents
of the Runtime Document determines what is exported to which export location.
The Runtime Document is a hierarchically structured XML document. During processing, the structure of the Runtime
Document is changed permanently according to the progress of processing. At each processing step a certain structure of
the Runtime Document is expected, which has to be provided by the previous steps.
At some scripting entry points the Runtime Document is passed as parameter to the scripting code. In the scripting code
you can manipulate the Runtime Document in a useful and allowed way to influence or change further processing.
When manipulating the Runtime Document, always be sure to provide the expected data structure for the next processing
step.
6.11.3.3
Accessing Metadata
Sometimes scripting code needs access to data that are not present in the ICC fields, for example the archive document
type. VIM can be configured to transfer data to ICC, which will appear as annotations in the Runtime Document. For
more information about VIM configuration, see chapter "Using the Metadata Interface of the ICC Dispatcher" in the
VIM Scenario Guide. For more information about accessing annotations, see the ICC API help file.
6.11.3.4
IScriptHelper
An IScriptHelper object is passed as parameter to each Validation scripting method. You can use this object to set the
status of a field to error and to show a message in the status line of Validation.
6.11.3.5
Tracing
An ITrace object is passed as parameter to each scripting method. You can use this object to write trace messages to the
Invoice Capture Center trace folder.
For more information about tracing, see OpenText Invoice Capture Center - Administrator's Guide.
6.11.3.6
Cultures
Recognition and Validation use an internal format for dates, amounts, and numbers:
dates: de-DE
amounts and numbers: en-US with decimal separator (.), but without thousands separator (,)
Be sure to use these internal formats in the scripting entry points.
6.11.3.7
Scripting - Custom Extraction
The code implemented for this scripting entry point is called after the automatic extraction of custom fields has been
performed, but before ICC processing has started. The Runtime Document is passed as parameter to the scripting code.
The field elements in the Runtime Document now contain the values extracted by ICC Recognition, but the values have
not been checked yet. By manipulating the Runtime Document you can:
Set values of data fields

for example, read a barcode from the invoice using a custom field and preset an ICC field with its results (for
example the company code).
The return value of the scripting code has to be void.
6.11.3.8
Scripting - Data Extraction
The code implemented for this scripting entry point is called after the automatic extraction of predefined fields has been
performed. The Runtime Document is passed as parameter to the scripting code. The field elements in the Runtime
Document now contain the values extracted by ICC Recognition. By manipulating the Runtime Document you can:
Set values of data fields

particularly for fields whose value can be derived from other data fields.
6.11.3.9
Scripting Validation (Document Closing)
The code implemented for this scripting entry point is called after an invoice has been closed in Validation (within the
Validation Client or Customizing Client). The Runtime Document is passed as parameter to the scripting code. The
second parameter states whether the user has closed the invoice by pressing Submit (1), Cancel (0), or Reject (2). In
your scripting code you can:
Check field values and, in case of error, set field states to error and leave the invoice open.
The return value of the scripting code has to be a Boolean determining whether the invoice should be closed ( true) or
should stay open (false).
6.11.3.10 Scripting Validation (Document Loaded)

The code implemented for this scripting entry point is called after an invoice has been loaded in Validation (within the
Validation Client or Customizing Client). The part of the Runtime Document that represents this invoice is passed as
parameter to the scripting code. In your scripting code you can:
Format field values according to the preferences of the current user
6.11.3.11 Scripting - Validation (Field Changed)

The code implemented for this scripting entry point is called after the value of a field has changed in Validation (within
the Validation Client or Customizing Client). For example, if the user types in a new value for a field with the keyboard,
the code will be called after each keystroke. The respective field is passed as parameter to the scripting code. In your
scripting code you can:
Check whether the user enters correct values and, in case of error, set the field state to error and show a message
in the status line of Validation.
The return value of the scripting code has to be a Boolean stating whether the event has been handled ( true).
Note: If the user selects an entry in a Lookup List control, the scripting method will be called for each data field
belonging to the Lookup List.
6.11.3.12 Scripting - Validation (Field Deactivated)

The code implemented for this scripting entry point is called after a field has lost the focus in Validation (within the
Validation Client or within the Customizing Client). The respective field is passed to the scripting code as first
parameter. The second parameter is a Boolean, which states whether the fields value has been filled with the mouse
using Single Click Entry technology (for more information, see OpenText Invoice Capture Center - User's Guide). In
your scripting code you can:
Compute and set the value of dependent fields.
The return value of the scripting code has to be a Boolean stating whether the event has been handled ( true).
Note: The scripting method won`t be called for data fields belonging to a Lookup List because these fields never
have the focus and never lose the focus.
6.11.4 Scripting Examples

6.11.4.1
Custom Extraction Example
Compared to the Data Extraction scripting entry point, the current document is to be found as an alternative document.
Therefore the following scripting code has to be used to access the document:
//Parameters:
//DataPool data
//ITrace trace
foreach (Document doc in data.RootNode.Documents)
{
trace.WriteInfo("DOC");
foreach (Document altDoc in doc.Alternatives)
{
}
}
6.11.4.2
Data Extraction Example
//
// Splitting a bar code field into three other fields.
//
//
// Iteration over all documents.
//
foreach (Document doc in data.RootNode.Documents)
{
//
// Getting the bar code field named 'BarCode'.
//
Field bCode = (Field)doc.Fields["BarCode"];
//
// The field 'BarCode' should be defined in the project setup.
// If it is not defined, nothing will happen.
//
if (bCode != null)
{
//
// Splitting the value of the bar code field.
// The separation character of the value is '-'.
//
string[] bCodes = bCode.Value.Split('-');
//
// The bar code value should contain three subvalues.
// If not, nothing will happen.
//
if (bCodes.Length == 3)
{
//
// Getting the field for the first subvalue.
//
Field sStation = (Field)doc.Fields["ScanStation"];
//
// The field 'ScanStation' should be defined in the project setup.
//
if (sStation != null)
{
//
// Changing value and state of field 'ScanStation'.
//
sStation.Value = bCodes[0];
sStation.State = DataState.Ok;
}
//
// Getting the field for the second subvalue.
//
Field year = (Field)doc.Fields["Year"];
//
// The field 'Year' should be defined in the project setup.
//
if (year != null)
{
//
// Changing value and state of field 'Year'.
//
year.Value = bCodes[1];
year.State = DataState.Ok;
}
//
// Getting the field for the third subvalue.
//
Field loc = (Field)doc.Fields["Location"];
//
// The field 'Location' should be defined in the project setup.
//
if (loc != null)
{
//
// Changing value and state of field 'Location'.
//
loc.Value = bCodes[2];
loc.State = DataState.Ok;
}
}
}
}
6.11.4.3
Validation (Field Changed) Example
//
// Reacting to value change of a field.
//
//
// Comparing field name to name of required field.
//
if (field.Name == "ScanStation")
{
//
// Checking value of field.
//
if (field.Value == "Scanstation23")
{
//
// Getting field named 'Year'.
//
Field year = (Field)field.ParentDocument.Fields["Year"];
//
// The field 'Year' should be defined in the project setup.
//
if (year != null)
{
//
// Changing value and state of field 'Year'.
//
year.Value = "2023";
year.State = DataState.Ok;
}
}
}
return true;
6.11.5 ICC API Documentation

For detailed information, see Invoice Capture Center API online help (icc_api.chm).
6.12 Hot Spots (SAP Links)

For each application, three Hot Spots are created on the Recognition Server, which are used to fetch data from SAP ERP
regularly, a SAP Extraction Link and two SAP Download Links.
The SAP Extraction Link is used to fetch recognition tasks, which will be processed by the Server and the Recognition
Nodes.
The SAP Download Links are used to fetch vendor data, and purchase order data.
Important
For all SAP ERP downloads, the data size is restricted to 5 GB if you work with VIM 5.2 SP3 or higher. In this
case, a download is terminated as soon as 5 GB data have been downloaded.
After creation of the application, all Hot Spots are disabled. After configuring the Hot Spots, start those Hot Spots that
are used by your application.
All Hot Spots are created with a default scheduling behavior. Each Hot Spot checks its input channel regularly for new
data according to its scheduling configuration. For each Hot Spot you can configure separately whether it should check
its input channel once a day at a specified time, or regularly after waiting a specified interval.
Both types of SAP Hot Spots fetch their data directly from SAP ERP using a specified SAP ERP user account. For each
Hot Spot you can configure the SAP ERP user account separately. By default, the SAP ERP configuration of the Hot
Spots is set to the SAP ERP user account data that the user has entered during application creation.
Configuration of a SAP Extraction Link comprises the archive document types processed by the application. By default
the archive document type configuration of the Hot Spots is set to the document types that the user has entered during
application creation.
The configuration of a SAP Download Link provides additional settings specifying the download data.
If you later modify archive document types using the Settings dialog box, or if SAP ERP login data change, you must
adapt the Hot Spot configurations manually.
Caution
Within Invoice Capture Center, Hot Spots are always created and deleted automatically together with the
corresponding application. You should not create Hot Spots manually, and you should never delete a Hot
Spot of an Invoice Capture Center application manually.
6.12.1 Configuring Hot Spots

To configure a Hot Spot, click HotSpot in the Server group of the General tab. A list of all Hot Spots will be shown.
Select the respective Hot Spot, and click Properties in the toolbar, or right-click the Hot Spot, and click Properties
on the context menu to open the Properties dialog box.
Tip: If a Hot Spot is running, its properties cant be changed and therefore the Properties command will not be
available. In this case click Stop. The state will then change to Disabled, and the Properties command will
become available.
6.12.1.1
Scheduling
For both Hot Spot types, you can configure the polling cycle in the Scheduling area of the dialog box. If you click
Workdays, polling will be restricted to Monday through Friday. If you click Custom, you can specify weekdays as
required. On the right side you can specify a polling period in minutes, or a polling period in hours. If you click Fixed
time, the Hot Spot will be polled only once a day at the specified time.
The SAP Extraction Link will download 10 invoices per cluster node if less than 5 invoices per cluster node are in
progress so that about 5 to 15 invoices per cluster node will be in progress. Therefore you can let the default value
unchanged so that the Hot Spot will be activated every minute. To prevent timeouts in VIM, you should set the allowed
time for Extraction to 7200 seconds and the retry count to three; for more information see Maximum allowed time for
Extraction and Validation in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide.
Two SAP Download links are created for an application. The first is configured to run one per week performing a full
download including all data. The second is configured to run every day performing a delta download excluding the
vendor table.
For SAP Download links, use a fixed time for all days or for workdays, because master data downloads should not occur
more than once a day. The scheduled times must be coordinated between all Hot Spots and the download batch programs
on SAP ERP side. On a day, the SAP ERP download should run first, lets say at 3 oclock a.m. Then schedule the
download for the first Hot Spot not before 5 oclock. For the next Hot Spot, schedule the download at least half an hour
later, and so on.
6.12.1.2
SAP ERP Connection
For a SAP Extraction Link, specify the SAP ERP login data in the Connection area:
To specify several document types, separate them with a semicolon followed by a space.
For a SAP Download Link, click the ellipsis button behind the System box to modify the SAP ERP login data.
To control whether you specified correct login data, click Check login.
6.12.1.3
Adapting the SAP Extraction Link
Configure scheduling and SAP ERP connection as described above.

Specify the archive documents types in the Connection area. Enter the names of all SAP ArchiveLink document types
that should be processed by the application. Use a semicolon followed by a space to separate the document types, for
example DocumentType1; DocumentType2; DocumentType3.
The list of document types should be identical to the list of document types defined for the application in the
Application settings dialog box on the Archive document types tab (see "Specifying Archive Document Types"
on page 61).
6.12.1.4
Adapting the SAP Download Link
Configure scheduling and SAP ERP connection as described above.

Specify details about the download data in the Connection area:
If you dont want to download vendor tables, purchase order tables, or purchase order items, clear the respective check
box. If you want to download only changes, click Delta download.
Important
Several features controlled by options in the application settings need data from the vendor table, the purchase
order table, or the PO item data. If needed data are not downloaded, the respective feature cant take effect.
Therefore check which download data are needed by the application, before switching a certain type of
download off.
The download has to be configured on the SAP ERP side (for more information, see Vendor Invoice Management for
SAP Solutions - Administration Guide) and on ICC Hot Spot side (for more information about ICC Hot Spots, see
"Configuring Hot Spots" on page 117). By default, ICC creates two SAP Download Link HotSpots when you create an
application. The first is configured for weekly full download, whereas the second is configured for daily delta-download
excluding the vendor table. The full download is useful to synchronize the tables, especially if you are using the Open
only option in the PO download program on SAP ERP side. The delta-download performed each day reduces the data
volume that has to be downloaded and ensures that downloaded data are up-to-date.
Caution
Do not use daily full download on SAP ERP side, and daily delta download on ICC side. This would lead to
fast growth of the database on the ICC side with many duplicate entries.
Note: The vendor table is always downloaded completely. If you switch off download of the purchase order table,
enabling of the option Delta-download has no effect.
In the Company codes area, you enter the name of the SAP ERP systems in the Logical system box, and the
corresponding company codes for which data should be downloaded into the Company code column. Whereas
Vendor Input Management collects data for all available SAP ERP systems and company codes, only data for the
specified logical systems and company codes will be downloaded to the Recognition Server.
It is important that you either leave the subsystem and/or company code empty (empty means all), or add all relevant
combinations of SAP ERP system (logical system name like for example D01CLNT800) and company codes. Otherwise
the Hot Spot will not retrieve all relevant data and recognition quality be reduced.
When the download operation has been completed, the temporary download files will be deleted immediately by default.
If these files are needed for diagnostic purposes, select the Keep data for diagnostics check box. In this case the
download files will be available in the cache until the respective cache entry is deleted later on.
Tip. To determine how long a download takes, start the Trace Viewer, go to the DOKuStar Load Manager
section of the trace file list and look into traces files whose name starts with DOKuStarClusterNode. There
trace records permit to determine how long the three steps of a download took: downloading the data, writing the
data to the database, and updating the vendor index file.
6.12.2 Starting and Stopping Hot Spots

To administer Hot Spots, start the Customizing Client on the Recognition Server, and then click HotSpot in the Server
group of the General tab to show the list of Hot Spots:
A newly configured Hot Spot is always in state Disabled. If you create a new application, all its Hot Spots will be in
this state. In this case configure each Hot Spot of the new application and start it afterwards. The state will then change
to Scheduled.
To modify configuration of a Hot Spot later, you will have to stop the respective Hot Spot temporarily.
To start or stop a Hot Spot, select it, and then click the respective command on the toolbar, or on the context menu of the
Hot Spot.
If a Hot Spot should run before its appointed scheduling time has arrived, select it, and then click Run now on the
toolbar, or on the context menu of the Hot Spot. This will sometimes be useful during testing. The Run now command
will only be available if the Hot Spot is in state Scheduling.
6.13 Training
6.13.1 Training of Adaptive Recognition Fields
Adaptive Recognition is used for some optional fields (Supply Date, Freight Amount, or Handling Charges). By
default, these fields are not shown in the Validation Client so that they can't be trained and thus will not be extracted.
They have to be activated manually; for more information, see "Activating Optional Fields" on page 80.
At applications with country setting China (Traditional), Japan, Korea, and Thailand. Adaptive Recognition is also used
for most standard fields and for the line items table.
In addition, Adaptive Recognition can be used for custom fields (see "Adaptive Recognition Automation Method" on
page 96).
Finally, Adaptive Recognition can be activated for some standard invoice fields (see "Using Adaptive Recognition for
Standard Invoice Fields" on page 33).
Therefore, you have to perform training for Adaptive Recognition only if your application uses China (Traditional),
Japan, Korea, or Thailand as recipient country, if it uses optional fields, if it uses Adaptive Recognition custom fields, or
if it uses Adaptive Recognition for standard fields.
Without training, the Recognition Server and the Recognition Nodes wont extract values for optional fields, for custom
fields, and for many fields of a Japanese, Korean, or Thai application. In the Validation Client, the respective fields will
always be empty and therefore will have to be captured manually by the Validation user.
The Recognition Server and the Recognition Nodes have to learn how to extract data for the adaptive recognition fields.
They need an example for each kind of invoice, for example for each vendor, and the information where the field value
is located on this kind of invoice.
These examples and the respective location information have to be provided by training. The Recognition Server keeps
these learning data in special repositories in a database. For more information about repositories, see "Administering
Repositories for Adaptive Technologies" on page 128.
For standard fields (except for China (Traditional), Japan, Korea, and Thailand as recipient country) rule-based
extraction will always be used. In this case, Adaptive Recognition is used to improve recognition results for invoices
where rule-based extraction didnt succeed.
For fields of the amount group, that is, net amount, VAT amounts, VAT rates, and total amount, special rules apply.
Important
If you activate Adaptive Recognition for the field InvoiceOrderNumber, take care to train this field
only on invoices containing a single PO number. Otherwise the remaining PO numbers will never be returned,
even if they were determined by rule-based extraction.
6.13.1.1
Training Fields of the Amount Group
Take notice that Adaptive Recognition is suited for fields that are at the same position on all documents of the same
layout, that is, of the same vendor. Thus Adaptive Recognition may sometimes find erroneous results for fields of the
amount group if they are positioned at the end of the items table because due to the different length of the items table
they may occur at a different position than on a trained sample. Therefore you should train fields of the amount group
only for vendors where theses fields will be located at the same position on all invoices.
ICC checks the values of net amount, tax amounts, tax rates, and total amount against each other. If you train values of
the amount group, you should capture a value for each field of the amount group that is present on the invoice using the
mouse even if a value is already present for a part of the fields.
Take notice that for applications with country setting China (Mainland), and India, Adaptive Recognition results for
fields of the amount group are always ignored whereas for applications with country setting China (Traditional), Japan,
Korea, and Thailand they will of course be used because Document Extraction is not used for these countries.
6.13.2 Tips for Training of Adaptive Recognition Fields

6.13.2.1
Overview
Data extraction with Adaptive Recognition consists of two steps. As first step a matching sample is searched in the
database. If a sample could be found, in a second step the fields trained for this sample are read from the document.
The first step, sample matching, is very fast even with a database containing a large number of samples. Therefore it is
not important to minimize the number of trained samples. Therefore, if a training image seems to be a very good
candidate for the respective invoice type and contains all fields where Adaptive Recognition has been activated, just train
the document and add a new sample to the database. Do not loose time with checking and deciding whether the old
sample is useful, or needed. You can leave it in the database; it will not matter normally. Check and maybe remove a
sample only if you suspect that it has been trained erroneously.
More important is to prevent making severe errors during training. If you capture data for a field at the wrong position,
for any document that will be matched to the respective sample in the future, this field will contain a wrong value.
Therefore be careful when capturing the fields.
The following sections give some hints for sample selection and tips how to avoid errors during field training.
6.13.2.2
Tips for Sample Selection
A sample always represents the layout for a group of documents. For invoices this normally would be the invoices of a
certain vendor. If a vendor always uses the same invoice layout, it will often be sufficient to train a single document.
Normally it is not useful to train several samples for the same document layout, but it is not harmful as long as the
samples are trained correctly.
If documents often contain stamps in different positions, it may be useful to train different samples. Adaptive
Recognition may then be able to yield acceptable results with a sample with a similar stamping more often
In order to support extraction with Adaptive Recognition, a sample:
should be complete, that is, it should contain all fields where Adaptive Recognition has been specified,
should contain as few stamps or handwritten additions as possible,
shouldnt have too much skew,
should consist of few pages,
should have good print quality.
If a candidate does not seem suitable for training, dont train it. If documents with this layout appear frequently, a similar
document, and maybe one more suitable for training, will occur and can then be trained.
6.13.2.3
Tips for Field Training
During training, take the following rules into account:
Capture only values for empty fields and for fields that were extracted at the wrong position.
Don't capture standard fields using the mouse that already contain a correct value. Often these fields will have
been extracted by a highly-optimized rule-based method and in this case it would not be useful to extract it with
Adaptive Recognition instead.
If the tooltip shows an erroneous value, don't train the document. Probably the field would have been extracted
if character recognition results would have been correct; in this case training this invoice wouldn't be helpful.
You should check whether a field may be empty because the value violated a rule, for example if a date is
outside the valid range. In these cases don't train the document. Probably a valid value would have been
returned.
Don't train values that are contained in the line item table or in a row following the item table. In this case, field
position will depend on the number of line items and will thus be on varying positions on different invoices of
the same vendor. In this case, Adaptive Recognition can't be used.
6.13.2.4
Examples for Training Errors
If a sample is trained where fields are not captured correctly, all documents where this sample is used to find the fields
will contain erroneous values. Therefore it is important to be careful when capturing data during training. The following
table lists some possible training errors:
Error
Description
Wrong field
To specify a field at a wrong logical position is a severe error during training, because this will
yield an extraction error each time the sample is used for extraction. Adaptive Recognition will
always extract the field at a wrong position.
Field not present on the

training document
Some fields may not be present on all invoices of a vendor. If a candidate doesnt contain such a
field, it is not suitable for training. Wait for a better candidate that contains all fields where
Adaptive Recognition is used.
Wrong logical field size
Sometimes the tooltip will contain an additional character or word that is printed closely to the
field value. For example a VAT rate could contain a following percent sign, or a value could
include a following comma. In this case, hold CTRL down while you draw a rectangle around the
field value so that the captured value will only contain the desired characters.
6.13.3 Training of Adaptive Classification Fields

Adaptive Classification can be used for custom fields (see "Adaptive Classification Automation Method" on page 97).
Adaptive Classification is not used by default. Therefore, you have to perform training for Adaptive Classification only
if you work with an application that uses Adaptive Classification custom fields.
Without training, the Recognition Server and the Recognition Nodes wont extract values for these fields. In the
Validation Client the respective fields will always be empty, and field values therefore will have to be entered manually
by the Validation user.
The Recognition Server and the Recognition Nodes have to learn how to select values for the Adaptive Classification
fields. They need example invoices for each value of an Adaptive Classification field.
These examples and the respective field value have to be provided by training. The Recognition Server keeps these
learning data in special repositories in a database. For more information about repositories, see "Administering
Repositories for Adaptive Technologies" on page 128.
6.13.4 Training Modes

Typically, training is performed using the Customizing Client on a separate standalone system used only for application
development and training. The user needs local administrator rights on this standalone system.
In this case take care to use the same application for training that is used on the production system because it is not
possible to import learning data into a different application, even if it has the same name, settings, and fields. To make
sure that you work with the right application, import it from the SAP ERP system.
Fill the missing field values of the Adaptive Recognition fields using the mouse (for more information, see Correcting
Documents Using the Mouse in OpenText Invoice Center - Users Guide.
Take notice that in the Customizing Client fields that can be trained are marked by a blue frame in the field list. For
Adaptive Classification fields, select the appropriate value from the drop-down list. The training data will immediately
be sent to the appropriate database when you submit a document.
Training is typically performed by a specially trained Validation operator that will need local administrator rights on the
Customizing Client. This Customizing Client does not communicate with the Recognition Server; it works standalone, or
communicates with the SAP ERP system in the same way as a Validation Client.
When a training session has been finished, export the learning data to a file and import this file on the production system.
Alternatively, training can be performed on the production system. In this case training will modify the training database
used during production directly.
Important
If you perform training and at the same time modify the application, you must export the application together
with the learning data to a file, import the file at the production system, and in addition export the application
to SAP ERP. Using export/import using a file is necessary because learning data are not exported to SAP ERP.
Three different training modes are available:
Training of images selected during validation: images that were selected by Validation users and are marked in
VIM are imported for training (recommended training mode),
Training locally without SAP ERP: images prepared in a folder are processed and are then available for training
in the Customizing Client,
Training during validation using the Customizing Client.
6.13.4.1
Training of Images Selected During Validation
To be able to use this training mode, select the Activate Mark for Training in Validation check box at the
Validation subnode of the Configuration node in the Settings dialog box. This makes the Mark for training
command in the Validation Client available. If the Validation operator uses this command on invoices with bad
recognition results, the respective images are marked in a VIM table and the images with their results can later be
downloaded for training.
For training, the Customizing Client is used. If you perform training using the Customizing Client on the ICC Server, the
learning data will be written to the production database and will take effect immediately.
Alternatively, you can use a separate standalone ICC system with its own SQL Server instance. In this case you will
export the learning data of the respective application after a training session and import them on the ICC Server of the
production system.
Before you start a training session, you should check which invoices are marked for training using the VIM Admin Tool
(for more information, see OpenText Vendor Invoice Management for SAP Solutions - Administration Guide) and
unmark invoices, for example if many invoices of the same vendor have been marked.
To start a training session, start the Customizing Client, open the respective application and then click Import
Documents For Training on the application menu. Select a SAP system and enter your credentials in the SAP
Login dialog box and confirm with OK. The first document with its results is then being displayed.
When you have captured all required fields, click Submit+Open. Take notice that with this training mode you don't
need to click Train because this button is active automatically during the whole training session. When the document
has been trained, the results are dismissed, that is, they are not transmitted to VIM, and the next document is shown.
If you don't want to train the current document, click Skip and open. The current document is then discarded and then
next document is shown.
To terminate training before all documents have been trained, click Cancel. The current document will again be
available for training in the next training session. A click on Reject discards the current document and terminates the
training session.
Take care not to click Open inadvertently if this button is enabled. This would terminate the training session and load a
document for normal validation.
6.13.4.2
Training Locally without SAP ERP
To be able to use this training mode, you must prepare a folder with suitable images. Therefore this training mode may
be useful when you start to work with ICC; in this case you could prepare a folder with a few invoices from each vendor.
Typically you will perform training on a separate standalone system, export the learning data, and import them on the
production system.
To start a training session, start the Customizing Client, open the respective application, click Open from file in the
Validation group of the Application tab, go to the prepared folder, select several images, and click Open. You will
have to wait some seconds until the first document has been processed.
When you have captured all required fields, click Train and then Submit. The document will be trained and the next
document will be shown.
If you don't want to train the current document, click Cancel or click Submit without clicking Train. The current
document will be discarded and the next document will be shown.
To terminate training, close the application.
If you have trained the selected documents and want to continue training, click Open from file again and select new
images.
6.13.4.3
Training during Validation
Alternatively, you can perform training during validation using the Customizing Client on the production system.
To be able to use this training mode, the SAP ERP user must be configured for the VIM VALIDATOR role (for more
information, see OpenText Vendor Invoice Management - Administrator's Guide).
By default, the Open command in the Validation group is not available on the Customizing Client. To be able to
perform validation with the Customizing Client, click ICC Options on the application menu, and then select the
Activate Validation mode in Customizing Client check box.
To open invoices from SAP ERP, click Open in the Validation group of the Application tab of the Customizing
Client.
When you have captured all required fields, click Train and then click Submit+Open. The document is then trained,
its results are transferred to SAP ERP, and the next document is shown.
6.13.5 Exporting and Importing Learning Data

You can export the learning data to a file together with the application. Alternatively, only the learning data can be
exported to a file. Which method you will use, depends on your system configuration and on the training mode you use
(see "Training Modes" on page 125).
To export learning data to a file:
1.
Point to Export Application on the application menu and then click To File. The Select Application
dialog box opens.
2.
Select an application in the list, and then clear the Download data check box if it is present.
3.
If only the learning data should be exported, clear the Settings check box.
4.
Confirm with OK and specify a file in the appearing file dialog box.
To import learning data:

1.
Point to Import Application on the application menu and then click From File. A file dialog box opens.
2.
Select the desired archive file and click Open. The Select Application Components dialog box opens.
3.
If the archive file contains an application, the Settings check box will be selected. If it contains download
data, the Download data check box will be selected. Clear both check boxes if they are present.
4.
Click the desired application in the application list at the top of the dialog box and confirm with OK.
If the selected application already contained learning data, a dialog box will ask for confirmation. If you
confirm with OK, the present learning data of the application will be overwritten with the learning data
contained in the archive. Therefore take care to use the same learning data for training that are used on the
production system for that application. If you are not sure whether the file with learning data is complete, click
Cancel to abort the operation.
Important
For field identification, internal IDs are used. Therefore learning data can only be imported into the same
application they were trained on. If the learning data contained in the archive don't match the application
because they were trained for a different application or a different version of the application, a dialog box will
ask for confirmation. In this case you should terminate import by clicking Cancel.
6.14 Administering Repositories for Adaptive Technologies

The Adaptive dialog box, which you can start on the Setup group of the Application tab, permits to administer the
repositories (learning databases) for adaptive recognition fields and adaptive classification fields.
Adaptive Recognition is used for some optional fields (Supply Date, Freight Amount, or Handling Charges).
These fields are not used by default. They have to be activated manually (see "Activating Optional Fields" on page 80).
Adaptive Recognition is also used for any of the standard fields of applications with country setting China (Traditional),
Japan, Korea, and Thailand.
In addition, Adaptive Recognition can be used for custom fields (see "Adaptive Classification Automation Method" on
page 97).
Finally, Adaptive Recognition can be activated for some standard invoice fields (see "Using Adaptive Recognition for
Standard Invoice Fields" on page 33).
Adaptive Recognition fields have to be trained (see "Training of Adaptive Recognition Fields" on page 122). Learning
data are kept in different repositories within a database. There is a single Adaptive Recognition (ART) repository for all
fields of an application that use the Adaptive Recognition automation method.
If you dont use Adaptive Recognition fields in an application, the ART repository of the application will be empty.
Adaptive Classification can also be used for custom fields (see "Adaptive Classification Automation Method" on page
97). Adaptive Classification is not used by default. Adaptive Classification fields have to be trained (see "Training of
Adaptive Classification Fields" on page 124). Learning data are kept in different repositories within a database. There is
a separate Adaptive Classification repository (ACT) for each field of an application that uses the Adaptive Classification
automation method.
If you dont use Adaptive Classification fields in an application, there wont be ACT repositories to administer.
On the left side of the Adaptive dialog box you find a tree structure presenting the ART and ACT repositories of the
current application. Select the respective tree node to display the corresponding repository on the right side of the
Adaptive dialog box.
6.14.1 Administering an Adaptive Recognition Repository

When you select the ART node in the Adaptive dialog box, the contents of the respective repository is displayed:
For each sample (trained invoice) of Adaptive Recognition, the trained field values are shown in addition to
administrative data.
As soon as a sample has been used for data extraction, the Usage Count column indicates how often it has been used,
whereas the Last Usage Date column shows when it was used last time. If you click Reset usage counters (
)
in the toolbar, last usage date and usage count of all samples will be reset.
The state of a sample, indicated by the State column, affects recognition and training.
A sample in state confirmed will never be removed automatically.
State unconfirmed is the default state for newly trained samples. A sample in state unconfirmed may be
removed during training of a new sample if it has been trained more than 30 days ago, its usage count is zero,
and repository size has reached its maximum size of 2000 samples.
A sample in state excluded will not be used for data extraction. In addition, it will not be removed
automatically.
Newly trained samples always have state unconfirmed. The first three buttons of the toolbar permit to assign a
different state to selected samples. You can use this, to prevent removal of samples by setting their state to confirmed
after you have checked that they are useful and have been trained correctly.
It is recommended to let the state unconfirmed unchanged for all samples. Thus samples that are no longer needed can
be removed automatically during training if the repository has reached its maximum size. If you want to change the state
of a sample to confirmed, you should be sure that the sample has been trained correctly and that it will not become
obsolete in the future.
Note: Take notice that samples that have been trained with ICC 6.0 or earlier, will show state confirmed.
When you select samples, the context menu and corresponding toolbar buttons permit to delete the selected samples from
the repository, or to save the images to a folder.
For easier identification, samples can be renamed. To rename a sample, right-click the sample row and then click
Rename. A dialog box opens where you can enter the new name.
If you click Show samples on the context menu or the corresponding toolbar button (
shown in the Samples tab:
), the selected samples are
If you selected several samples, you can use the arrow buttons to browse through the samples.
On the left side, the trained field values are shown. When you select a field result, and the respective box coordinates are
available, the result is highlighted on the document. When you position the pointer on a field, additional data, such as
state and confidence value are shown.
You cant correct a sample in this view. If a sample has been trained incorrectly, click Delete on the toolbar to remove
the sample from the repository.
6.14.2 Administering an Adaptive Classification Repository

When you select an Adaptive Classification field node in the Adaptive dialog box, an overview about the trained
samples of the respective repository is shown:
6.14.2.1
Displaying the Contents of the Repository
When you select an Adaptive Classification field node in the Adaptive dialog box, and then select the Repository tab,
the contents of the respective repository is shown:
For all samples in the repository it shows, amongst others, the identification number, which is used to identify the
sample, the date when it was added to the repository, the file name of the image file used for training, and the class.
Each possible field value of an ACT field is a class. When you select a field value for an ACT field in the Validation
Client or in the Adaptive dialog box, you classify the invoice.
The context menu of an entry permits to open or remove a sample, or to change its document class (that is, the field
value of the ACT field) directly:
Edit Sample will open an Edit Sample view for the selected samples. You can then control and modify the document
class:
Delete will remove the sample from the repository. Use this command to delete incorrectly trained samples.
Change Class permits to change the document class of the selected samples directly. A Change Class dialog box
opens where you can select the new document class. Use this command to correct incorrectly trained samples.
The toolbar of the view permits to refresh data, and to start training.
6.14.2.2
Analyzing a Repository
Select an Adaptive Classification field node on the Adaptive dialog box, and then select the Analysis tab to open the
Analysis view:
For each document of the repository, the Analysis tab displays, how this document would have been classified if it
were not trained. Thus this view shows how Adaptive Classification would classify unknown documents using the
documents in the repository. Thus, if you have a set of documents, there is no need to divide it into a set of training
candidates and a second set you use to test classification afterwards. You can train all your documents and still you can
then test classification and get a detailed analysis about the quality of classification for the different classes.
Test classification may yield different results: For example, a document may not be classified at all if there are no similar
documents in the repository. It may be rejected if its confidence value is below a threshold, or it may be classified to its
trained class (correct) or to another class. These different states are represented by traffic light colors:
Green:
documents that have been classified to their trained class (correct)
Yellow:
documents that have been rejected or couldnt be classified at all (reject)
Red:
documents that have been classified to another class (incorrect)
Note: If only a single document has been trained for a class, it will necessarily be classified to a different class in
this test classification. But you should train additional samples for such a class anyway.
The Analysis tab shows the classification results of all documents in two ways:
The bar on the right visualizes the state of all documents in the repository.
In the center, the states are displayed in a map per result class. The result classes are sorted by the number of documents
assigned to the respective class. The width of a column indicates the number of documents.
Thus every area unit in the map represents the same number of documents. Thus it provides a view to the contents of the
repository.
The map can be zoomed, if necessary.
When you move the pointer over the map or the bar, a tooltip appears describing the details of the area.
You can select documents by clicking on the respective areas. If an area has been selected, it is shown hatched. If you
click Edit Samples, a Training tab will open with all selected samples. There you can view the documents, change
their class, or delete them from the repository.
Now, if you see a big area of incorrect or rejected documents, and you would like to understand how they have been
trained, click the Substitution button in the toolbar. Then the Analysis view changes to:
Now horizontal lines appear in the reject and incorrect areas, separating areas of documents rejected or misclassified to
another class. In green yellow, you can also see the documents that are correct, but rejected.
The documents in these areas can be selected in the same way as described above.
6.14.2.3
The Toolbar of the Analysis Tab
Refresh
The first button of this group starts a refresh of the data shown in the view. Use this button if you modified the
repository.
The second button permits to restrict the analysis to the last trained samples. When you click the button, a dialog box
opens where you can specify a date. When you confirm the dialog box with OK, the view will be refreshed with the
samples that were trained after the specified date. If new samples are trained, after your application has already been
released and is running in production, you can see how the new samples fit the classifier. If you select all substitutions,
you will see only the problematic samples added since the last released version of the repository.
Zooming
With these buttons you can enlarge or reduce the representation shown in the view horizontally or vertically. As soon as
you enlarge, a corresponding scroll bar will appear, which permits to scroll to parts of the view that are not visible. With
the last button you can return to the default representation with a single click.
Mode Selection
The first button shows the distribution of rejects and incorrect samples. If the button is not pressed, all rejects and
substitutions for a class are shown as a single area. If the button is pressed, the yellow areas will tell not only the rate of
documents that have been classified to the wrong class, but which classes were substituted how often. The green-yellow
areas will show, how many samples were classified correctly, but were rejected as unreliable.
The second button toggles between two different representations of the classification results in the Analysis tab. The
view either shows classification rates per trained class, or classification rates per result class.
The first representation will indicate the quality of the different trained classes. The second representation will show you
how reliable the result is if a specific class has been found.
Selecting
The first two buttons of this group permit to select all documents that have been classified to the wrong class during
analysis, or the documents that could not be classified at all, respectively. The last button removes all previous
selections.
Color
This button toggles between color and black-and-white representation of the view.
6.14.2.4
Context Menu of the Analysis Tab
Edit Samples
Opens all selected samples, that is, samples of the areas shown hatched in the view, on a Training tab so that
they can be edited.
Show Bars
The Analysis tab indicates the number of samples trained for a class through the size of the respective area.
By default the bars for the different classes all have full height but different width according to the number of
samples. If this command is marked, all bars are shown with same width but different height.
Save Report
This command permits to save the result statistics of the data currently shown in the view to a text file. All
data items in the files are separated by tabs to make it easy to import the data into other programs. The
following example shows a report file:
Report on 2010.04.26 09.39.51 Trained class distribution per result class
Total Statistic 11 Documents
Date Wrong%
Reject% Correct% Wrong Reject Correct
2010.04.26 09.39.51 27.27%
9.09% 63.64%
3
1
Fine Statistic Substitutions per ResultClass
ResultClassName
AssignedClassName State Count
English English Correct 5 100.00% 45.45%
German
French
Wrong 2 40.00%
18.18%
German
English Reject
1 20.00%
9.09%
German
German
Correct 2 40.00%
18.18%
French
German
Wrong 1 100.00% 9.09%
Percent in Result
Total Percent
6.15 Normalization
ICC can process invoices from many different countries, which have different spelling of dates, amounts, or numbers.
Because field values of these types have to be delivered to SAP ERP in a prescribed format, some normalization of field
values has to be performed. For all standard fields, the necessary normalization is performed automatically. Therefore
most applications dont require any modifications or extensions of normalization. Only for special applications and for
custom fields, some additional normalization may be necessary.
Normalization comprises a set of functions which can be combined in order to perform common tasks for fields in a
declarative way. Alternatively, normalization can also be performed by scripting.
The normalization functions are needed to accomplish the following tasks:
Checking field format:
Adaptive Recognition delivers unchecked character strings. Therefore it is necessary to check whether a date,
amount, or number field contains a valid field value. Especially for dates this is not an easy task, because in
different countries not only different separator characters are used, the order of day, month, and year varies
and month names may appear in the different languages with their own abbreviations. For numeric values and
amounts also different formats are in use.
Conversion to generic format:
When field values are checked either during processing of standard fields by ICC or by custom scripting, often
some calculations have to be performed. For example, for a date field it may be checked whether the date is
older than one year. Because Adaptive Recognition returns the string read from the document, you would have
to write code taking all different spellings of dates into account if no normalization were available. Therefore
ICC normalization functions permit to convert dates, amounts, and numeric values to generic formats.
Conversion to SAP format:
SAP ERP expects some data in a special format. For example, dates must have the format YYYYMMDD.
Therefore for some fields a normalization function performs the necessary formatting at SAP ERP export.
Important
Normalization has been modified incompatibly with ICC 6.0. If you open an application created with ICC 5.2
that uses scripting or custom normalization, you will be asked whether the application should be migrated. If
you answer with No, the application will not be upgraded and the documentation of ICC 5.2 is still valid with
regard to normalization for this application. If you answer with Yes, you will have to adapt your scripting
code. Applications that use neither scripting nor custom normalization will be always be upgraded.
6.15.1 Action Points for Normalization

If field values are added to the Runtime Document, they are converted to a generic, language-independent format. Thus
you can also write language-independent scripting code, which can be used for applications processing invoices from
different countries written in different languages.
There are several points during invoice processing where normalization is performed for standard fields and where you
can replace the default rules for standard fields, or specify custom normalization rules for custom fields:
After data extraction, the Extraction action point can be used to specify custom rules that take effect before
the Custom Extraction scripting entry point and ICC Processing. Then, two scenarios have to be distinguished.
After the Data Extraction scripting entry point, the Extraction step will provide data for export to SAP ERP in
case that the invoice will not be sent to Validation. Here, at an action point Export SAP, default normalization
rules for standard fields will be applied, which convert the standard fields to the format expected by SAP ERP.
For export to Validation, separate rules can be specified at the Export Validation action point.
In Validation there is an action point Display, which converts the internal language-independent format into
the format that should be displayed. At a second action point Manual Input data captured by the Validation
operator are checked and normalized. Before the data are exported to SAP ERP in Validation, again the
normalization rules of the action point Export SAP are applied.
In the project tree of the Settings dialog box, all normalization rules can be found under a Rules node, which is a
subnode of the Fields node. The Rules node has a subnode for each action point:
An action point node shows three subnodes:
At the Confirmation Rules node, you can specify rules, which will take effect if the Validation operator
confirmed the respective field with CTRL+ENTER. In this case the custom sequence specified at this action
point will replace the default action and the custom action for this field. The Extraction action point node
doesn't show this subnode.
At the Custom Rules node, you can specify custom rules, which can replace the predefined standard rules for
certain fields.
The Predefined Rules node shows the standard rules for the standard ICC fields. These rules can't be
modified or deleted, fields can't be attached or detached, and you can't add new rules under this node. This
ensures that standard normalization will again take effect if you detach custom rules from fields.
Each rule has all fields as subnodes that are attached to the rule so that you can see immediately to which fields the rule
is applied. If you double-click such a field node, the respective field under Fields Predefined Fields Elements
or Fields Custom Fields Elements will be selected.
The following example shows that standard rule DI_Date is attached to the fields InvoiceDate and
InvoiceDeliveryDate at the action point Display. Thus this rule will be applied to the
InvoiceDeliveryDate field. For the InvoiceDate field it will be replaced by the custom rule
My_DI_Date:
At the field definition nodes, a Rules subnode with the same structure is shown. But here only those rules are
shown that are attached to the respective field. The following example shows the InvoiceDate field node
where you can again see that a custom rule has been attached at the Display action point, which will replace
the standard rule:
If you double-click a rules subnode under a field definition node, the respective rule definition under the Fields
Rules node will be selected.
The Rules subnode of field definition nodes is only used to indicate which rules are attached to the respective field. You
can't add, modify, attach, detach, or remove rules at the subnodes of this Rules node.
6.15.2 Adding a Custom or a Confirmation Rule

To add a new rule, expand the nodes Fields Rules and the respective action point node. To add a custom rule, rightclick its Custom Rules subnode, or to add a confirmation rule, click its Confirmation Rules subnode, and then click
Add New Role on the context menu. Example:
The Add New Rule dialog box opens. In the Rule name box, type a name for the new rule. To create a copy of an
existing rule, click the respective rule in the rule list showing all predefined and all custom rules; if you accept the
default value <empty>, an empty rule will be created:
If you create a new rule as copy of an existing rule, a dialog box may appear, which asks whether attached fields should
also be attached to the copy.
6.15.3 Attaching Rules to Fields

To attach a custom rule or a confirmation rule to a field:
1.
Right-click the respective rule definition node, and then click Attach Rule to Field. The Attach Field dialog
box opens and shows a list containing all predefined fields and all custom fields:
2.
Click the desired field and confirm with OK.
6.15.4 Detaching Rules from Fields

To detach a rule from a field:
1.
Expand the rule definition node in the tree view.
2.
Right-click the respective field subnode and then click Detach Rule from Field.
6.15.5 Removing Rules

To remove a rule:
1.
Expand the respective action point.
2.
Right-click the rule node and then click Remove Rule.
If fields are still attached to the rule, you will be asked for confirmation.
6.15.6 Rules
A rule is composed of a list of normalization actions, which are processed sequentially as long as the field state remains
OK. As soon as an action sets the field state to Error, processing continues at the next Continue on error action in the
rule; or it terminates if no such action is present.
The following table shows how the different actions affect field value or field state:
Action
may change state
may change value
Translate characters
no
yes
Translate words
yes
yes
Regular expression
yes
yes
Check type
yes
yes
Check type and formatting
yes
yes
Check sum of table column
yes
no
Continue on error
yes
no
Status bar Text on state error
no
no
6.15.6.1
Translate characters
This action permits to replace or delete characters in field values. For example, it could be used to convert a field value
to upper case, or remove percent signs from VAT rates.
6.15.6.2
Translate words
This action replaces words using a translation table. For example, this action could be used to translate abbreviations
occurring in the quantity or currency column on invoices of a certain country to ISO identifiers used by SAP ERP. If the
field value is not present in the translation table, the field state will be set to Error.
6.15.6.3
Regular expression
The Regular expression action is a very powerful tool for validation and conversion of field values. It consists of a
pattern specified in a special syntax (please refer to http://msdn.microsoft.com/en-us/library/hs600312.aspx for details)
and replacement information.
If no match can be found, the field value will remain unchanged, but the field state will be set to Error. If a match is
found, the specified replacement will take place. Take notice that parts of the field value that dont match the regular
expression will remain unchanged. Thus the regular expression should be able to identify and remove unwanted
extensions of the field value which may not be easy in some cases. Therefore a test dialog box permits to test the regular
expression.
6.15.6.4
Check type
This action permits to check dates, amounts, or decimals. For each type, a culture list is stepped through until the field
value can be parsed successfully. If parsing doesnt succeed for any culture in the list, the field state is set to Error.
Otherwise the field value will be converted to a format that is suitable for scripting:
Type
Generic format
Example input
Date
DD.MM.YYYY
21. January 2010
12.01.2010
Amount
No thousands separator; dot as decimal separator
12.345,67
12345.67
Decimal
No thousands separator; dot as decimal separator
19,5
19.5
6.15.6.5
Result
Check type and formatting
This action is similar to Check type but allows more flexible parsing and formatting. In addition to a culture list for
parsing of the field value, syntax and culture for the result can be specified. Please refer to http://mdsn.microsoft.com/enus/library/system.globalization.cultureinfo(VS.90).aspx for culture information and http://msdn.microsoft.com/enus/library/txafckwd.aspx for formatting details. Again, the field state will be set to Error if the field value cant be
parsed with any of the specified cultures.
6.15.6.6
Check sum of table column
This action computes the sum of all values of an item table column and compares it with the value of the current field. If
the values differ, the field state will be set to Error; in Validation the field will be shown as erroneous and an according
message will be displayed in the status line below the field list. The action can be used to check the sum of the line item
amounts against the net amount.
6.15.6.7
Continue on error
If an action sets the state to Error, processing jumps to the next Continue on error action, or processing terminates if
no such action follows. The action sets the state to OK so that following action can be executed. Therefore this action
can be placed between alternative parts of the rule and will work like a logical OR for sequences: if the first part of the
rule fails, the next part following the first Continue on error action will start etc.
This action is especially useful for rules comprising a regular expression as a regular expression cant have alternative
replacements.
6.15.6.8
Status bar
Three actions permit to specify message texts, which will be displayed if the field state is error. Thus you can specify
separate message texts for empty field, for a date that is not within the specified range, and a generic text for other error
reasons.
6.15.7 Modifying a Rule

As soon as you select a rule definition node in the tree view of the Settings dialog box, the actions of the corresponding
rule are shown:
To modify the action list, right-click an item in the action column; if you just created a new sequence, use the empty first
line that will be shown. The following context menu appears:
Insert action before

Click one of the actions on the submenu. The action will be inserted before the selected item.
Append action to end
Click one of the actions on the submenu. The action will be appended at the end of the action list.
Delete
Deletes the selected action from the rule.
Move action up,
Move action down
These commands permit to change the order of actions by moving the selected action up or down.
To modify an action, click the Parameter column of the respective action row and then click Edit parameter. The
configuration dialog box of the respective action type opens.
Note: If you click a rule that is a subnode of a Predefined Rules node, its action list will be shown, but the
context menu will not be available because the default action sequences cant be modified.
6.15.8 Action Parameters

To modify an action, right-click its parameter field, and then click Edit parameter. A dialog box opens where you can
modify the parameters of the respective action.
6.15.8.1
Parameters of the Translate Characters Action
To add a character translation, click Add on the context menu, and type a single character in the From and To boxes of
the appearing new row.
With the remaining commands you can delete a selected item from the list, or change the order by moving a selected
item up or down.
6.15.8.2
Parameters of the Translate Words Action
In the Translation table box, type a name for the word translation table. If you choose a new name, the translation
table will be saved to a new file when you click OK later. If you enter the name of an already existing translation table, it
will be loaded, and its entries will be shown. This permits to use the same translation table in different actions. In this
case you should be aware that all actions using the same table will be affected if you modify the table later.
To modify the translation table, use the commands of the context menu to add new entries, to delete a selected entry, or
to change the order by moving a selected entry up or down.
When you click OK, the translation table will be saved to a file using the translation table name as filename.
Important
You should not copy the standard rules for currencies and item units to modify these data. Instead go to the
field list in the project tree and specify currencies at the Currencies sub node of the Amounts node, or
specify item units on the Units Of Measure tab of the InvoiceItems field.
6.15.8.3
Parameters of the Regular Expression Action
Enter a regular expression and a replacement string. In the replacement string you can refer to parts of the found match
that correspond to parts of the regular expression that you enclosed in parentheses. With $n you refer to the n-th opening
parenthesis in the regular expression. With $0 you refer to the whole matching string without having to enclose the
complete regular expression in parentheses.
To be able to close the dialog box with OK, you have to test an example string successfully. Type a test string in the
Sample input data box and click Test. If the string matches the regular expression, the result is shown, the orange
area turns green, and the OK button becomes available.
6.15.8.4
Parameters of the Check Type Action
Click one of the available data types Amount, Date, or Decimal in the Type list, and enter all cultures (.NET cultures
such as en-US) into the parse culture list separated by a space that should be used when trying to parse the current field
value.
Caution
Don't modify format specifications on the Format tab of the Region and Language dialog box of the
Windows Control Panel because this would affect checks and formatting within ICC.
6.15.8.5
Parameters of the Check Type and Formatting Action
Click one of the available data types Amount, Date, or Decimal in the Type list, and enter all cultures (.NET cultures
such as en-US) into the parse culture list separated by a space that should be used when trying to parse the current field
value.
At the Format parameter enter a .NET Framework format string, and at Format culture enter the culture that should
be used to format the result.
Caution
Don't modify format specifications on the Format tab of the Region and Language dialog box of the
Windows Control Panel because this would affect checks and formatting within ICC.
6.15.8.6
Parameters of the Check Sum of Table Column Action
When you click Edit Parameter, a dialog box opens where you can select the table column in a list. Select a column
with numerical values and confirm with OK.
6.15.8.7
Parameters of the Status Bar Actions
There are three actions where you can specify a message text, which will be displayed in the status bar if the field is in
state error at the end of the rule:
Text on state error if empty
Text specified here will be displayed if the field is empty at the end of the rule.
Text on state error if value out of range
Text specified here will be displayed if a date is not within the specified range.
Text on state error
Text specified here will be displayed in all other cases if the field state is error at the end of the rule.
At each of these actions, Edit parameter opens a dialog box where you can enter a message text.
The order of these actions and their position within the rule is not important. They will implicitly be moved to the end of
the rule.
6.15.9 Migrating Applications Created with Earlier Versions

Normalization controlled by the Extended Customizing dialog box has been modified incompatibly in ICC 6.0 SP1.
It now uses country-independent formats for amount, date, and quantity values also within Validation scripting. The
following diagram illustrates data formats and formatting in Validation for earlier versions on the left side, and for ICC
6.0 SP1 and later versions on the right side. Dark-blue arrows indicate data in generic, country-independent formats,
whereas light-gray arrows indicate country-specific data formats. Normalization action points are shown in orange color:
If your application doesnt need to use the new extended customizing, you dont need to migrate the application. In this
case, the application will run in legacy mode and normalization will behave as in ICC 5.2. If you open such an
application in the Customizing Client, answer with No when you are asked whether the application should be migrated.
If you want to use the new extended customizing features or if you want to write country-independent scripting code,
your application will have to be migrated. If your application uses scripting or if you modified normalization using the
Extended Customizing dialog box, you will have to check and adapt your application. The following table gives an
overview how you have to proceed depending on your application:
Validation scripting
used or Extended
Customizing
modified?
Planned changes
Confirm Migration
dialog box with
Use Normalization
documentation of
- (Migration is
performed automatically)
7.5
No
Dont care
Yes
None
No
former version
Yes
Use only extended

customizing functions
of former version
No
former version
Yes
Use the new extended

customizing
Yes
7.5
When an application is loaded, ICC will perform some checks and decide how to proceed. Three cases have to be
distinguished:
If the application has been created with ICC 6.0 SP1 or later, nothing has to be done.
If the application has been created with an earlier version, but it contains neither scripting nor extended
customizing (that is, no modifications were made in the Extended Customizing dialog box), automatic
migration will be performed.
If the application has been created with an earlier version, and contains scripting in Validation or extended
customizing, the application will run in legacy mode, that is, normalization will behave as in version 5.2. If such
an application is opened in the Customizing Client, you will be asked whether the application should be
migrated. Before you answer with Yes, take care to keep a copy of your application for later references.
6.15.9.1
Scripting in Validation
Only scripting in Validation processing fields with date, amount or quantity values has to be investigated. In former
versions, these fields contained country-specific data. For example the decimal separator in amount values is countryspecific.
Now all standard fields with state ok contain data in a generic format in the Runtime Document:
Data type
Format
Amount and quantity
Decimal point is used as decimal separator; no thousands

separators are used.
Date
DD.MM.YYYY
With this in mind, check your Validation scripting and adapt it, if necessary. In Validation, field values will now be
formatted for display and after manual input controlled by extended customizing.
6.15.9.2
Extended Customizing
If you didnt modify extended customizing, that is, if you didnt add any custom action points in the Extended
Customizing dialog box, nothing has to be done. ICC will upgrade extended customizing to the new default settings.
When an application is migrated, normalization will be replaced completely. Thus all custom action points and custom
action sequences will get lost, and you will have to specify custom normalization anew.
Because the action point ExtSAP already worked on generic data in the former version, you can specify the same action
sequences using the same parameter settings at the action point Export.
At the action points Display and Manual Input, keep in mind that the Display action point specifies conversion of
data from generic format to country-specific format, whereas the action point Manual Input specifies checking and
conversion to generic format for values captured with mouse or keyboard. The default formatting for the Display action
point is determined by the Display culture property specified at the Display cultures node of the Settings dialog
box.
6.16 Data Used by Recognition

Recognition uses various data to provide good extraction results. The data come from different sources:
Recipient data are imported from a database text file by the Customizing Client user during application
development.
Vendor master data are periodically downloaded from SAP ERP at runtime.
Purchase order data are periodically downloaded from SAP ERP at runtime.
Requester data are entered by the Customizing Client user during application development.
Each application uses its own data.
6.16.1 Recipient Data

If you want to use automatic company code detection, or if the field InvoiceRecipientVatID should be filled
automatically, you have to supply a database file that contains recipient address data together with the corresponding
company codes and SAP ERP system names, or the VAT IDs, respectively.
The database file must contain all spelling variants of all companies. For each company there may be several entries in
the database file.
As database file, a text file in a special format has to be supplied. Each database entry must be contained in a single line.
The fields of an entry have to be separated by a single TAB character. The fields may contain spaces. The first line of the
file defines the fields (columns) and their order. It must contain the names of all columns separated by TAB characters.
The column names of standard columns are all written in capitals.
The following example shows a database file with the header line, and a single database line, where <tab> denotes the
TAB character:
COMPANYCODE<tab>COMPANY<tab>STREET<tab>POBOX<tab>CITYNAME<tab>ZIP<tab>COUNTRY<tab>SYSTEM
1000<tab>Open Text<tab>Frank Tompa Drive<tab><tab>Waterloo<tab>N2L 0A1<tab>Canada<tab>T11
All the following lines containing the database entries must contain all the fields specified by the header line. If a field is
empty, two TAB characters will follow each other.
The database file must contain the columns COMPANYCODE, SYSTEM, and several columns with recipient data. The
columns COMPANYCODE and SYSTEM must always be filled. Company code detection uses the columns COMPANY,
COMPANY1, STREET, POBOX, and VATID. To ensure optimum company code detection, these columns should all
be present in the recipient database file.
If the field InvoiceRecipientVatID should be filled automatically, the database file must contain the column
VATID.
The following columns can be used:
Column name
Description
COMPANY
Company name
COMPANY1
Alternative company name
STREET
Street name
POBOX
P. O. Box
VATID
Value-added tax identification number
COMPANYCODE
Company code
SYSTEM
SAP ERP target system name
6.16.2 Vendor Master Data and Purchase Order Data

Vendor Input Management collects vendor master data and purchase order data regularly from all backend SAP ERP
systems, and provides the collected data for Invoice Capture Center. For the download of these data into Invoice Capture
Center, a SAP Download Link Hot Spot is created automatically when you create an application. In the Hot Spot
configuration, you configure scheduling, that is, how often download should be performed (see Configuring Hot Spots).
Whereas vendor master data are all always downloaded completely, you can configure either full download or deltadownload for purchase order data.
During a full download, the data in the database will be deleted before the complete data are downloaded from SAP
ERP.
During a delta-download, only new data will be downloaded and added to the respective database. In this case the
database will grow continually because old data are not deleted from the database.
If you work with purchase order data, it is recommended to use delta-download in order to reduce the amount of
download data and to use a single full download in between to get rid of obsolete data (for more information, see section
Periodic Tasks in the chapter Technical Operations of OpenText Invoice Center - Administrators Guide).
If you dont work with purchase order data and therefore only vendor master data are downloaded, specifying deltadownload has no effect.
The vendor database comprises the following columns:

Column name
Description
VENDORID
Vendor number
COMPANYCODE
Company code
SYSTEM
SAP ERP target system name
COMPANY
Company name
COMPANY1
Alternative company name
STREET
Street name
ZIP
Postal code
CITYNAME
City name
POBOX
P. O. Box
ZIP1
Alternative postal code
COUNTRY
Country
PHONE
Phone number
FAX
Fax number
BANKCOUNTRY
Bank country key
BANKNUMBER
Bank number
BANKACCOUNT
Bank account number
BANKNAME
Name of bank
ESRNR
POR subscriber number
VATID
Value-added tax identification number
VATID1
Tax number 1
VATID2
Tax number 2
VATID3
Tax number 3
VATID4
Tax number 4
VATID5
Tax number at Responsible Tax Authority
EMAIL
Internet mail address
WWW
Uniform resource locator
IBAN
International Bank Account Number
SWIFT
SWIFT code for international payments
BLACKLIST
Handling tax check
RESERVE1
Reserved (used for prio 1 item mapping)
RESERVE2
Reserved (used for prio 2 item mapping)
CUSTOM1
Reserved for customer fields
CUSTOM2
Reserved for customer fields
The columns RESERVE1 and RESERVE2 can be used to supply spelling variants for items that otherwise might not
be matched correctly.
6.16.3 Requester Data

For applications, the email addresses of all requesters have to be entered during application development; for more
information, see "Specifying Requester Email Addresses" on page 62.
6.17 Testing on the Development System

The Customizing Client contains all features and tools that you may need to test an application, and to analyze occurring
problems.
You can:
import images locally or from SAP ERP,
monitor all Hot Spots, Jobs, and Cluster Nodes using the General tab,
use the Trace Viewer to analyze problems,
use the Adaptive Technologies dialog box to analyze repositories of Adaptive Recognition and Adaptive
Classification, and
use the Application view to test Validation behavior.
6.17.1 Importing Images into the Test System

While you develop applications on a standalone development system, two different modes for testing can be used:
Testing locally without SAP ERP: During local testing, you select image files from a folder, which are
processed immediately, and are then available for validation within the Customizing Client. When you submit a
document, the results will be deleted.
Testing with SAP ERP: For testing with SAP ERP, SAP ERP and Invoice Capture Center must be configured in
the same way as for production, that is, test documents have to be made available for processing through the
archive and Vendor Input Management so that they are then available for validation in the same way as during
production.
In both modes you will use Validation within the Customizing Client. In contrast to the Validation Client, the
Customizing Client never imports applications from SAP ERP automatically. Thus you always work with the current
local version of the applications; you dont need to export an application to SAP ERP to be able to test validation
behavior.
Take notice that by default the Open command in the Validation group of the Application tab is disabled to prevent
that the user of the Customizing Client inadvertently validates invoices from a SAP ERP production system. To be able
to import invoice from a SAP ERP system, click ICC Options on the application menu, and then select the Activate
Validation mode in Customizing Client check box.
Apart from application import, the Validation Client and the Customizing Client provide the same validation facilities.
Thus, for more information about the Validation Client user interface, see OpenText Invoice Center - Users Guide.
Important
If you have installed a standalone system, the Customizing Client and the Validation Client are installed on the
same PC. You may test your application using the Validation Client of your standalone system, but be careful
there. The Customizing Client and the Validation Client of a standalone system use the same local folder for
the applications. A Validation Client always imports the applications from SAP ERP. If you have changed an
application using the Customizing Client since the last application export to SAP ERP and then use the
Validation Client of your standalone system, the Validation Client will load the old version of the application
from SAP ERP and your changes will get lost. It is recommended to use a Validation Client on a separate PC if
you want to test validation in a Validation Client. If you have modified the application on the Customizing
Client, you will have to export the application to SAP ERP and to restart the separate Validation Client to be
able to use the new version of the application on the Validation Client.
6.17.1.1
Testing Locally
If you create a new application, and start to configure it, it is convenient to test locally without SAP ERP.
To test locally, click Open from file in the Validation group of the Application tab of the Customizing Client. This
command opens a file dialog box were you can select one or several test images. When you confirm with Open, the
images will be processed locally, that is, load balancing is not used, the documents will not be processed at Runtime
Nodes of the Load Manager and processing wont show up in the Jobs view and the Cluster view of the Customizing
Client. As soon as the images have been processed, the first image will be shown for validation in the Customizing
Client. As soon as you click Cancel, the next image will be shown if available. If you click Submit, checks will take
place in the same way as in the Validation Client and a result file result_SAP.xml will be written to the temporary
files folder containing the data that would have been exported to SAP in production mode.
Note: Vendor master data and purchase order data have to be available for local testing to get good recognition
results.
6.17.1.2
Testing with SAP ERP
To test with SAP ERP, documents have to be made available for processing through the archive and Vendor Input
Management. The SAP Extraction Link of your local system must be active. According to the scheduling of the SAP
Extraction Link Hot Spot, your local Recognition Server will ask Vendor Invoice Management for new invoices to
process. The invoice images will be processed at Runtime Nodes of the Load Manager, and processing will show up in
the Jobs view, and the Cluster view of the Customizing Client. The recognition results will be exported to Vendor
Invoice Management. According to the route-to-Validation rules, Vendor Invoice Management will provide the invoices
for Validation.
Click Open in the Validation group of the Application tab of the Customizing Client to get the next invoice for
validation from SAP ERP.
Tip: By default, the Open command is not available. To be able to import invoice from a SAP ERP system, click
ICC Options on the application menu, and then select the Activate Validation mode in Customizing Client
check box.
6.17.2 Validation
After opening an invoice within the Customizing Client, the Application tab will show the invoice image and the
extracted invoice data.
The Validation Client and the Customizing Client provide the same validation facilities. Thus, for more information
about the Validation user interface, see OpenText Invoice Capture Center - Users Guide. Note that the validation view
of the Validation Client shows the original, scanned invoice image whereas the Customizing Client shows a
preprocessed image.
6.17.3 Modifying an Application during Testing

If you modify the application, the Cluster Nodes of the Recognition Cluster will be reset. They will start to work with the
modified application as soon as they start the next job.
If you modify an application while testing with SAP ERP, you should stop processing first. Dont make new documents
available in SAP ERP, wait until all Cluster Nodes have finished processing and are waiting. Then open and submit all
documents available for validation. Then make new documents available after you have modified the application. If you
dont follow this procedure, you may not know whether a document you open for validation has been processed with the
old or the new version of the application.
For more information about load balancing and the Load Manager, see Load Balancing in OpenText Invoice Capture
Center - Administrators Guide.
6.17.4 Monitoring
During application testing you may want to monitor the system. For information about monitoring, see OpenText Invoice
Capture Center - Administrators Guide.
6.17.5 Using the Trace Viewer

If problems occur during development and testing of profiles, you can use the Trace Viewer to check the trace files
created by the different components of Invoice Capture Center for error messages.
For more information about the Trace Viewer, see "Trace Viewer" in OpenText Invoice Capture Center Administrators Guide.
Resolving Problems
7.1
Recognition is not Running
Is the ICC Extraction Link Hot Spot of the application configured (document types identical to VIM archive
document types) and scheduled?
Are the ICC services, whose names start with DOKuStar, running on the ICC system (for more information,
see Services in OpenText Capture Center - Administrators Guide)?
Is the connection between ICC and SAP VIM working?
Have the applications been exported to SAP ERP? VIM will not supply recognition tasks if no applications
have been uploaded.
7.2
Company Code Detection Fails
If you use automatic company code detection and it fails due to similar recipient addresses, adapt the application settings
as follows:
Open the Settings dialog box, expand the nodes Fields Predefined Fields Elements InvoiceRecipient
Elements CompanyCode, click Company Code Determination, and in the Company code detection
list click Automatic company code determination incl. determination by PO number. The downloaded
purchase order data will then be used for company code detection.
For more information, see also "Specifying Order Number Processing" on page 66. Schedule the VIM job for PO
download and the ICC Download Link Hot Spot accordingly.
If use of PO data is not an option for you, advise your vendors to add department information, or to use the exact
company name in the invoice address field.
Resolving Problems 157
7.3
Vendor Detection Fails
If you vendors are often not recognized due to similar vendor addresses, adapt the application settings as follows:
Open the Settings dialog box, expand the nodes Fields Predefined Fields Elements InvoiceVendor,
click Vendor ID Determination, and then select the Use PO number for vendor ID detection check box. The
downloaded Purchase Order data will then support the detection of the company code.
For more information, see also "Specifying Order Number Processing" on page 66. Schedule the VIM job for PO
download and the ICC Download Link Hot Spot accordingly.
If use of PO data is not an option for you, revise your SAP ERP vendor master data by adding add missing email or
internet addresses.
7.4
OCR Error Status in VIM
Document stays in status 01 a very long time and does not change to status 72 Sent to OCR:
Check whether the application Hot Spot is scheduled on the ICC Recognition Server.
Check whether the archive document types are specified correctly in the Hot Spot configuration. Do they
correspond to the SAP ERP archive document types?
Is the VIM Status Job running?
Document stays in status 72 Sent to OCR a very long time and does not change to status 73 Extraction Completed:
Check whether the DOKuStar services on the Recognition Server (and on the Recognition Nodes) are up and
running.
Document stays in status 73 Extraction Completed a very long time and does not change to status 74 Ready for
Validation:
Check whether the DP trigger job is scheduled on the VIM SAP ERP system.
Document in status 84 Mapping Error:
Check the definition of the mapping table in SAP ERP.
Status 85 Error in Resolving Validation Agent:
Check VIM customizing (missing archive document type / missing user assignment in validation TA
/OPT/CP_9CX4).
Status 87 Error in OCR Extraction:
Check ICC tracing (for more information about tracing, see OpenText Invoice Center - Administrators Guide,
chapter Logging and Tracing.
For more error scenarios please refer to the ICC Administration Guide chapter Technical Operations
Troubleshooting.
158 Resolving Problems
Field Reference
This chapter describes recognition and processing details for the fields of Invoice Capture Center.
Note: If an entry exists for VIM Internal Name, the field value is visible in VIM baseline screens or can be made
visible by configuration. It can be included in the business rule Missing mandatory information by
configuration.
Statements under VIM Process focus on the Business Rules or Check Rules. If there are no business rules
for a field but the field value is used elsewhere, this is mentioned. If nothing is stated under VIM Process, the
VIM baseline makes no use of this field except for showing it in the screens or checking it in business rule
Missing mandatory information.
8.1
8.1.1
Header Fields
Company Code
Internal Name
CompanyCode
Countries
All
Validation
Visible
Mandatory
Yes
Yes
ICC Recognition / Format
Yes
VIM Internal Name
BUKRS
VIM Process
Four different methods are available to determine the

company code. You can use a single, fixed company code for
all documents of the current application, a separate company
code for each archive document type, you can use automatic
company code detection or you can use automatic company
code detection with PO number support.
Configuration: For automatic detection, you need a database
in text file format.
8.1.2
Export
The company code takes on a key function in the SAP ERP system.
The Company code must exist in table T001.
For Non PO based invoices: if company code is empty then
DEFAULT document type is proposed.
For PO based invoices: the company code is derived by SAP by
querying database table EKKO.
If no Company code is found then here also DEFAULT document
type would be proposed.
Recipient Name
Internal Name
InvoiceRecipientName
Countries
All
Validation
Visible
Mandatory
No
No
Export
VIM Internal Name
Yes
RECIPIENT_NAME
VIM Process
Value is determined using recipient data.

Deliver OCR result by default.
Default column confidence 0.
Field Reference 159
8.1.3
Recipient Name 2
Internal Name
Countries
InvoiceRecipientName2
Validation
Visible
Mandatory
No
No
All
Export
Yes
VIM Internal Name
(no field available)
VIM Process

8.1.4
Recipient Vat Number
Internal Name
Countries
InvoiceRecipientVatID
All
Validation
Visible
Mandatory
No
No
RECEPIENT_VAT_NO
There are two business rules for this field. If the business rule fails,
an exception Invalid Recipient VAT Number will
be raised; for Australia an exception Invalid Recipient
ABN Number will be raised.
SAP System
Internal Name
System
Countries
All
Validation
Visible
Mandatory
No
No
Export
VIM Internal Name
Yes
TARGET_SYSTEM
VIM Process
Target SAP ERP system where the document shall be transferred to.
Logical SAP ERP System.

Is determined in the same way as the company code (see
description above).
8.1.6
Yes
VIM Internal Name
VIM Process

8.1.5
Export
Reference Number (Invoice Number)
Internal Name
Countries
InvoiceNumber

Vendor invoice number.
This is extracted using keyword search.
160 Field Reference
All
Validation
Visible
Mandatory
Yes
Yes
Export
Yes
VIM Internal Name
XBLNR
VIM Process
The reference number is used as a search criterion when documents
are changed or displayed.
In correspondence, the reference number is sometimes printed in place
of the document number.
For a credit memo, Reference Number and (depending on the
country) Invoice Date must be filled. Otherwise, an exception
Incomplete Credit Memo will be raised.
8.1.7
Invoice Date
Internal Name
InvoiceDate
Countries
Validation
Visible
Mandatory
Yes
Yes
All
BLDAT
Date on which the original document was issued.

When the business rule is applied, InvoiceDate must have been
filled. Otherwise an exception Missing Invoice Date will be
raised.
Date of Supply
Internal Name
Countries
InvoiceDeliveryDate
Validation
Visible
Mandatory
Opt.
Optional
Export
Yes
VIM Internal Name
SUPPLY_DATE
VIM Process
This field will be trained on customers site with

customers invoices. Training should be done for the most
frequent vendors using representative invoice images
showing that field. Training should be performed by an
administrator using the Customizing Client
The field is mandatory for specific countries.
Out of the box delivered for Germany, Austria, Switzerland
and Poland.
8.1.9
Yes
VIM Internal Name
VIM Process
Invoice date is extracted using keyword search.

Check: less than one year old.
Format: display format is independent of recognized
format.
8.1.8
Export
The supply date will be transferred in the invoice header text field.
Depending on the country of the vendor address, the date of supply
can be a mandatory field.
Then the exception Missing date of supply will be
raised.
ESR Number
Internal Name
ESRReferenceNumber
Countries
Switzerland
Validation
Visible
Mandatory
Yes
Yes

Swiss payment reference number. The entire string will be
delivered only for Switzerland.
Format: specific format with check digit.
Export
Yes
VIM Internal Name
ISR
VIM Process
POR Subscriber Number derived from ICC ESR Number.
If the business rule applies and the ESR check is activated via ZConstant ESR_CHECK_REQUIRED, the ESR transferred from ICC
is checked against the master data..
Field Reference 161
8.1.10 Credit Memo

Internal Name
Countries
InvoiceCreditMemo
All
Validation
Visible
Mandatory
Yes
Yes
Export
Yes
VIM Internal Name
CREDIT_MEMO
VIM Process
Determined using keywords (invoice, credit memo) This

field is used to mark the document as either an invoice ( )
or a credit note (X).
The document is searched for keywords or phrases that
indicate a credit note. In all other cases, 'Invoice' is
assumed.
The Invoice type will be converted.

If the Invoice Type is Credit then the field Credit Memo will be
clicked on. If its about a credit memo, the field Reference Number
(and depending on the country the Reference Date for Credit Memo)
has to be filled. Otherwise an exception Incomplete Credit
Memo will be raised.
8.1.11 Vendor Number

Internal Name
InvoiceVendorNumber
Countries
All
Validation
Visible
Mandatory
Yes
Yes
Export
Yes
VIM Internal Name
LIFNR
VIM Process
Vendor master data are periodically downloaded from SAP at

runtime. Therefore the Hot Spot SAP Download Link is used
to fetch data from SAP regularly (table
/OPT/VIM_STG_LIF).
For vendor determination, automation method SnapMatch is
used. Following database columns are relevant:
Company
Company1
Street
PO Box
Phone
Fax
Bank Account
VAT Number
Email
IBAN
S.W.I.F.T. Code
WWW address
The search is stopped once a match is found.
If there is a match, the vendor number is copied from the
vendor table into the results file.
If there is no sufficient match, the field remains empty. Fields
required for the vendor search are by default not displayed
and they are not exported in the result file.
Format: max. 10 characters
Vendor data download by HotSpot; table
/OPT/VIM_STG_LIF
The vendor number must be valid, that means a vendor master item
must exist for this number. Otherwise an exception Invalid Vendor
will be raised.
If a PO number is known, the system checks whether the determined
vendor is identical to the vendor in the PO. If not, an exception
Vendor mismatch will be raised.
If one of the fields HSNM1, STREET, CITY1, PSTLZ, REGIO, or
LAND1 does not match with the corresponding field of the vendor
master, an exception 'Vendor Address Mismatch (PO) or
Vendor Address Mismatch (NPO)
will be raised.
162 Field Reference
8.1.12 Vendor Name

Internal Name
InvoiceVendorName
Countries
All
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
VEND_NAME
VIM Process
Value is determined using downloaded vendor master data.

Must be contained in vendor data download.
Vendor name from ICC will be transferred into this field. By

modifying the index data manually, the vendor name will be
refreshed from the vendor master.
8.1.13 Vendor Name 2

Internal Name
InvoiceVendorName2
Countries
All
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
VIM Process

8.1.14 Vendor VAT Number

Internal Name
InvoiceVatID
Countries
All
Validation
Visible
Mandatory
Yes
No

Deliver database entry checked by OCR by default.
Export
Yes
VIM Internal Name
VENDOR_VAT_NO or PAN_NO
VIM Process
VAT number is checked against the vendor master data.
If the value does not match the VAT registration number (field
LFA1-STCEG) in the vendor master data, an exception Invalid
Vendor VAT No. will be raised.
Australia: If value does not match the VAT registration number (field
LFA1-STCEG) in the vendor master data, an exception
Invalid Vendor ABN No. will be raised.
India: If the business rule fails, an exception Missing Vendor
PAN Number or Mismatch Vendor PAN Number will
be raised.
Field Reference 163
8.1.15 Vendor VAT Number 1

Internal Name
InvoiceVatID1
Countries
All
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
VENDOR_TAX_NO or STC_NO
VIM Process

France: If business rule fails, an exception Invalid Siret

Number will be raised.
India: If business rule fails, an exception Missing Vendor
STC Number or Mismatch Vendor STC Number will
be raised.

Internal Name
InvoiceVatID2
Countries
Validation
Visible
Mandatory
No
No
All
Export
Yes
VIM Internal Name
TIN_TOT
VIM Process


TIN/TOT Number or Mismatch Vendor TIN/TOT
Number will be raised.

Internal Name
InvoiceVatID3
Countries
All
Validation
Visible
Mandatory
No
No

164 Field Reference
Export
Yes
VIM Internal Name
LST_NO
VIM Process
LST Number or Mismatch Vendor LST Number
will be raised.

Internal Name
InvoiceVatID4
Countries
Validation
Visible
Mandatory
No
No
All
Export
Yes
VIM Internal Name
CST_NO
VIM Process


CST Number or Mismatch Vendor CST Number
will be raised.

Internal Name
InvoiceVatID5
Countries
All
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
ECC_NO
VIM Process


ECC Number or Mismatch Vendor ECC Number
will be raised.
8.1.20 Vendor Bank Account Number

Internal Name
InvoiceVendorBankAccount
Countries
All
Validation
Visible
Mandatory
No
No

Export
Yes
VIM Internal Name
BANKN
VIM Process
Value is used to determine the partner bank type.
Field Reference 165
8.1.21 Vendor Bank Name

Internal Name
InvoiceVendorBankName
Countries
Validation
Visible
Mandatory
No
No
All
Export
Yes
VIM Internal Name
BANKA
VIM Process

8.1.22 Vendor Bank Number

Internal Name
InvoiceVendorBankNumber
Countries
All
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
BANKL
VIM Process

8.1.23 Vendor City

Internal Name
InvoiceVendorCity
Countries
All
Validation
Visible
Mandatory
No
No

166 Field Reference
Export
VIM Internal Name
Yes
REMIT_AD_CITY1
VIM Process
Check rule: field has to match the city of the vendor master data.
Otherwise an exception Vendor Address Mismatch will
be raised in the DP workflow.
8.1.24 Vendor IBAN

Internal Name
InvoiceVendorIBAN
Countries
All
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
IBAN
VIM Process

8.1.25 Vendor POBOX

Internal Name
InvoiceVendorPOBOX
Countries
All
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
VIM Process

8.1.26 Vendor POBOXZIP

Internal Name
InvoiceVendorPOBOXZIP
Countries
All
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
VIM Process

Field Reference 167
8.1.27 Vendor State

Internal Name
InvoiceVendorState
Countries
All
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
REMIT_REGIO
VIM Process

Check rule: field has to match the region code of the vendor master
data. Otherwise an exception Vendor Address
Mismatch will be raised in DP workflow.
8.1.28 Vendor Street

Internal Name
InvoiceVendorStreet
Countries
All
Validation
Visible
Mandatory
No
No
Export
VIM Internal Name
Yes
REMIT_STREET
VIM Process

Check rule: field has to match the street of the vendor master data.
Otherwise an exception Vendor Address Mismatch will
be raised in DP workflow.
8.1.29 Vendor SWIFT

Internal Name
InvoiceVendorSWIFT
Countries
All
Validation
Visible
Mandatory
No
No

168 Field Reference
Export
Yes
VIM Internal Name
SWIFT
VIM Process
8.1.30 Vendor ZIP

Internal Name
InvoiceVendorZIP
Countries
All
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
REMIT_PSTLZ
VIM Process

Check rule: field has to match the zip code of the vendor master
data. Otherwise an exception Vendor Address
Mismatch will be raised in DP workflow.
8.1.31 PO Number
Internal Name
InvoiceOrderNumber
Countries
All
Validation
Visible
Mandatory
Yes
Yes
Export
Yes
VIM Internal Name
EBELN
VIM Process
Optionally, PO numbers can also be checked against the

downloaded purchase orders. Only purchase orders with
matching company code, vendor number, and SAP ERP
target system are checked.
Maximum: 10 characters.
PO download by SAP Download Link
Table:
/OPT/VIM_STG_POH (header),
/OPT/VIM_STG_POI (items)
If a PO Number is transferred, VIM processes the invoice as PO

invoice. Otherwise, the NPO VIM process starts.
Purchase Order must exist in table EKKO; otherwise an exception
Invalid PO number (PO) will be raised in DP
workflow.
If there is a ReleaseGroup in PO, the PO must be released or
an exception PO is not released will be raised.
PO Number will be used to determine the company code and the DP
document type.
PO Number will be used in automatic and manual line item
matching to find out the relevant items of the invoice.
8.1.32 PO Number List

Internal Name
ListPO
Countries
All
Validation
Visible
Mandatory
Yes
Yes
Export
Yes
VIM Internal Name
EBELN (in table /OPT/VIM_1PO_DN)
VIM Process
PO Number List will be used in automatic and manual line item
Field Reference 169
8.1.33 Delivery Note List

Internal Name
ListDN
Countries
All
Validation
Visible
Mandatory
Opt.
Optional
Yes
VIM Internal Name
LFSNR (in table /OPT/VIM_1PO_DN)
VIM Process
If a PO was found, the contents of the column DELIVERY

for that PO (in the PO database) are searched on the
invoice.
The result of the search is filled into this field.
8.1.34
Export
DN note list will be used in automatic and manual line item

Requester Email
Internal Name
Countries
InvoiceRequesterEmail
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
EMAIL_ID
VIM Process
Valid requestor email addresses have to be specified in the

application settings.
ICC matches recognized email addresses against specified
items.
Format: xxx.xxx@xxx.xxx, maximum: 255 characters
Only the first 80 characters will be considered.

Check rule: If Email- ID does not exist in table /ORS/USERMAP,
the exception Invalid Requester is raised.
Check rule: If Email- ID does not exist in table /ORS/USERMAP,
the exception Unable to determine company code is
raised.
8.1.35 Gross Amount

Internal Name
InvoiceTotalAmount
Countries
All
Validation
Visible
Mandatory
Yes
Yes
Export
VIM Internal Name
Yes
GROSS_AMOUNT
VIM Process
All amount fields are searched as a group. Net amount, tax

rates, tax amounts, gross amount, and currency are
recognized. The different amounts and tax rates are
checked against the gross amount.
Check rule: all amount values must be numeric.

Amounts will be converted to internal currency (local currency).
8.1.36 Net Amount

Internal Name
InvoiceNetAmount
Countries
All
Validation
Visible
Mandatory
Yes
Yes

Net amount and other amount values are checked against
170 Field Reference
Export
No
VIM Internal Name
NET_AMOUNT
VIM Process
-
gross amount during recognition.
Field Reference 171
8.1.37 Currency
Internal Name
InvoiceCurrency
Countries
Validation
Visible
Mandatory
Yes
Yes
All
Export
Yes
VIM Internal Name
WAERS
VIM Process
This field contains the currency symbol. The recognized

currency code is converted to the corresponding ISO 4217
code.
ICC searches currencies in the neighborhood of amount
values. It searches only for currencies that are configured in
the application settings.
Check rule: The currency must exist in SAP ERP table TCURC and
it must match the currency of the PO. Otherwise the exception
Currency Mismatch will be raised in the DP workflow.
8.1.38 VAT Amount

Internal Name
InvoiceVatAmount
Countries
Validation
Visible
Mandatory
Yes
Yes
All
Export
Yes
VIM Internal Name
VAT_AMOUNT
VIM Process
Used in check rules for exceptions Invalid Tax Info
This field contains the VAT amount if only one VAT

amount has been found on the invoice.
8.1.39 VAT Amount 1

Internal Name
InvoiceVatAmount1
Countries
Validation
Visible
Mandatory
No
No
All
Export
Yes
VIM Internal Name
TAXAMT_1
VIM Process
This field contains the VAT amount if only one VAT

amount has been found on the invoice.
8.1.40 VAT Amount 2

Internal Name
InvoiceVatAmount2
Countries
All
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
TAXAMT_2
VIM Process
This field contains the VAT amount if two VAT amounts

have been found on the invoice.
172 Field Reference
8.1.41 VAT Amount 3

Internal Name
InvoiceVatAmount2
Countries
Validation
Visible
Mandatory
No
No
All
Export
Yes
VIM Internal Name
TAXAMT_3
VIM Process
This field contains the VAT amount if three VAT amounts

8.1.42 VAT Amount 4

Internal Name
InvoiceVatAmount2
Countries
Validation
Visible
Mandatory
No
No
All
Export
Yes
VIM Internal Name
TAXAMT_4
VIM Process
This field contains the VAT amount if four VAT amounts

8.1.43 Total Tax Amount

Internal Name
InvoiceTotalTaxAmount
Countries
Validation
Visible
Mandatory
Yes
Yes
US
Export
Yes
VIM Internal Name
TOT_TAX_AMOUNT
VIM Process
Restriction to a single amount field, applicable for US only.

This field contains the tax amount.
If Auto Calc is filled, then Tax/Amount is ignored. This is SAP ERP

standard behavior.
If VAT amount / tax amount is not filled, no auto-calc is active and
no tax code can be determined, an exception Invalid Tax
Information will be raised.
8.1.44 Canadian Goods Tax Amount

Internal Name
InvoiceVatAmountGST
Countries
Validation
Visible
Mandatory
Yes
No
Canada

Found Canadian goods tax amount, according to the
customized tax rate.
Export
Yes
VIM Internal Name
TAXAMT_1
VIM Process
Used in Tax Code Determination for Canada.
Field Reference 173
8.1.45 Canadian Harmonized Tax Amount

Internal Name
InvoiceVatAmountHST
Countries
Validation
Visible
Mandatory
Yes
No
Canada
Export
Yes
VIM Internal Name
TAXAMT_3
VIM Process
Found Canadian harmonized tax amount, according to the

8.1.46 Canadian Provincial Tax Amount

Internal Name
InvoiceVatAmountPSTQST
Countries
Validation
Visible
Mandatory
Yes
No
Canada
Export
Yes
VIM Internal Name
TAXAMT_2
VIM Process
Found Canadian provincial tax amount, according to the

8.1.47 VAT Rate

Internal Name
InvoiceVatRate
Countries
Validation
Visible
Mandatory
Yes
Yes
All, except
Canada
Export
VIM Internal Name
Yes
ZERO_TAX_RATE
VIM Process
Tax rates (percentage) implemented for all supported

countries.
VIM transforms tax rate to SAP tax code depending on SAP

customizing.
If the Tax/VAT rate is not filled and Zero-Tax-rate is not allowed,
the exception Invalid Tax Info will be raised.
Allow Zero tax rate is for allowing VIM to recognize
physical value 0 as a valid tax rate.
8.1.48 VAT Rate 1

Internal Name
InvoiceVatRate1
Countries
Validation
Visible
Mandatory
Yes
Yes
All, except
Canada
Export
Yes
VIM Internal Name
TAXRATE_1
VIM Process

countries.
174 Field Reference
8.1.49 VAT Rate 2

Internal Name
InvoiceVatRate2
Countries
Validation
Visible
Mandatory
Yes
Yes
All, except
Canada
Export
Yes
VIM Internal Name
TAXRATE_2
VIM Process

countries.
8.1.50 VAT Rate 3

Internal Name
InvoiceVatRate3
Countries
Validation
Visible
Mandatory
Yes
Yes
All, except
Canada
Export
Yes
VIM Internal Name
TAXRATE_3
VIM Process

countries.
8.1.51 VAT Rate 4

Internal Name
InvoiceVatRate
Countries
Validation
Visible
Mandatory
Yes
Yes
All, except
Canada
Export
Yes
VIM Internal Name
TAXRATE_4
VIM Process

countries.
8.1.52 Canadian Goods Tax Rate

Internal Name
InvoiceVatRateGST
Countries
Canada

Found Canadian goods tax rate, according to the
customized rate.
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
TAXRATE_1
VIM Process
Field Reference 175
8.1.53 Canadian Harmonized Tax Rate

Internal Name
InvoiceVatRateHST
Countries
Validation
Visible
Mandatory
Yes
No
Canada
Export
Yes
VIM Internal Name
TAXRATE_3
VIM Process
Found Canadian harmonized tax rate, according to the

customized rate.
8.1.54 Canadian Provincial Tax Rate

Internal Name
InvoiceVatRatePSTQST
Countries
Validation
Visible
Mandatory
Yes
No
Canada
Export
Yes
VIM Internal Name
TAXRATE_2
VIM Process
Found Canadian provincial tax rate, according to the

customized rate.
Used in Tax Code Determination for Canada
8.1.55 Freight Amount

Internal Name
InvoiceFreightAmount
Countries
Validation
Visible
Mandatory
Opt.
Optional

Customizable field.
Can be activated by configuration settings. Recognition
will be trained on customers site with customers invoices.
Training should be done for the most frequent vendors by
an administrator in the Customizing Client using
representative invoice images.
176 Field Reference
Export
VIM Internal Name
Yes
FREIGHT_AMOUNT
VIM Process
Freight Amount is checked by table WebflowConstantTable
(/ptgwfi/z_const). If tolerance limit is exceeded, an
exception will be raised.
Freight Amount and Handling charges both are for unplanned costs,
but they refer to different costs. Handling charges in turn points to
labor costs etc., which is different to freight costs or freight amount.
Together these fields provide a break-up of unplanned costs.
8.1.56 Handling Charges

Internal Name
InvoiceHandlingCharges
Countries
Validation
Visible
Mandatory
Opt.
Optional
Export
Yes
VIM Internal Name
HANDLING_CHARGES
VIM Process
Customizable field.
Can be activated by configuration settings. Recognition
will be trained on customers site with customers invoices.
Training should be done for the most frequent vendors by
an administrator in Customizing Client using representative
invoice images.
Freight Amount and Handling Charges are booked in all as

unplanned delivery costs in MIRO.
8.1.57 Payment Reference

Internal Name
InvoicePaymentReference
Countries
Scand. 1)
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
KIDNO
VIM Process
Used in check rule for exceptions Invalid Payment
Reference.
Special Scandinavian reference number.
1) Denmark, Finland, Norway, Sweden
8.1.58 Tax Invoice

Internal Name
TaxInvoice
Countries
Australia,
Brazil, Ind.
Singapore,
New
Zealand
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
TAX_INVOICE
VIM Process
Keyword Tax Invoice on the specified countries above.
8.1.59 Invoice Code

Internal Name
InvoiceCode
Countries
China

Formula type number.
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
INVOICE_CODE
VIM Process
China: Used in check rule for exceptions Missing/Invalid
Invoice Code
Field Reference 177
8.1.60 Invoice Category

Internal Name
InvoiceCategory
Countries
Validation
Brazil, China, Russia

All other countries
Visible
Mandatory
Yes
No
No

01
02
03
04
05
06
07
08
09
10
11
12
13
14
20
21
22
23
24
25
26
Export
Yes
VIM Internal Name
CLASSIFIER
VIM Process
Down payment
VAT invoice goods1)
VAT invoice services 1)
Revision invoice goods 1)
Revision invoice services 1)
Correction invoice goods1)
Revision of correction invoice (goods) 1)
TORG12 (goods) 1)
Acceptance ACT services 1)
Proforma invoice 1)
Import invoice1)
Combination of VAT invoice (goods) + TORG12 1)
Combination of VAT invoice services + ACT 1)
Nota fiscal de servios eletrnica 2)
VAT special 3)
VAT common 3)
Non-VAT 3)
Transport 3)
Import 3)
Other
Triangulation 3)
All countries: Used in preprocessing and check rules for several

exceptions.
1)
Russia
Brazil
3)
China
For all countries except Brazil, China, and Russia, only the values for Down Payment and Other are available.
In ICC the field contains the text string in the language of the application whereas the corresponding number is
transferred to VIM.
2)
8.1.61 Secret Code

Internal Name
InvoiceSecretCode
Countries
China
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
VIM Process
Tax number of the invoice.
178 Field Reference
8.1.62 Secret Code 1

Internal Name
InvoiceSecretCode1
Countries
China
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
SECRET_CODE1
VIM Process
Secret Code
Second tax number of the invoice.

Internal Name
InvoiceSecretCode2
Countries
China
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
SECRET_CODE2
VIM Process
Secret Code.
Third tax number of the invoice.

Internal Name
InvoiceSecretCode3
Countries
China
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
SECRET_CODE3
VIM Process
Secret Code.
Fourth tax number of the invoice.

Internal Name
InvoiceSecretCode4
Countries
China

Fifth tax number of the invoice.
Validation
Visible
Mandatory
No
No
Export
Yes
VIM Internal Name
SECRET_CODE4
VIM Process
Secret Code.
Field Reference 179
8.1.66 Excise Duty

Internal Name
InvoiceExciseDuty
Countries
Validation
Visible
Mandatory
Yes
No
India
Export
Yes
VIM Internal Name
EXC_DUTY
VIM Process
Excise duty amount on the invoice.
8.1.67 Education Cess

Internal Name
InvoiceEducationCess
Countries
Validation
Visible
Mandatory
Yes
No
India
Export
Yes
VIM Internal Name
EDC_CESS
VIM Process
Education cess amount on the invoice.
8.1.68 S&H Education Cess

Internal Name
InvoiceSAHECess
Countries
India
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
SAHE_CESS
VIM Process
S&H education cess amount on the invoice.
8.1.69 Remit-To Address

Suppliers address to which the billing should happen. For US invoices only.
8.1.69.1
House No
Internal Name
RemitHouseNumber

Identify from invoice.
180 Field Reference
Countries
US
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
REMIT_HSNM1
VIM Process
Check rule: field has to match with the House No of vendor master.
Otherwise an exception Vendor Address Mismatch will be
raised in DP workflow.
8.1.69.2
Street
Internal Name
RemitStreet
Countries
US
Validation
Visible
Mandatory
Yes
No
RemitCity
Check rule: field has to match with the Street of vendor master.
Otherwise exception Vendor Address Mismatch will be
Countries
US
Validation
Visible
Mandatory
Yes
No
Export
VIM Internal Name
Yes
REMIT_AD_CITY1
VIM Process
Check rule: field has to match with the City of vendor master.
ZIP
Internal Name
RemitZIP
Countries
US
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
REMIT_PSTLZ
VIM Process
8.1.69.5
REMIT_STREET
City
Internal Name
8.1.69.4
Yes
VIM Internal Name
VIM Process
8.1.69.3
Export
Check rule: field has to match with the Postal Code of vendor
master. Otherwise exception Vendor Address Mismatch
will be raised in DP workflow.
Country
Internal Name
RemitCountry
Countries
US

Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
REMIT_LAND1
VIM Process
Check rule: field has to match with the Country of vendor master.
Field Reference 181
8.1.69.6
Region
Internal Name
RemitRegion
Countries
US
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
REMIT_REGIO
VIM Process
Check rule: field has to match with the Region of vendor master.
8.1.70 Ship-To Address

For US invoices only.
8.1.70.1
House No
Internal Name
ShipHouseNumber
Countries
US
Validation
Visible
Mandatory
Yes
No
SHIPTO_HSNM1
Check rule: field has to match the House No of company code

master data. Otherwise an exception Invalid Company
Address will be raised in DP workflow.
Street
Internal Name
ShipStreet
Countries
US
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
SHIPTO_STREET
VIM Process
8.1.70.3
Yes
VIM Internal Name
VIM Process
8.1.70.2
Export
Check rule: field has to match with the street of company code
City
Internal Name
ShipCity

182 Field Reference
Countries
US
Validation
Visible
Mandatory
Yes
No
Export
VIM Internal Name
Yes
SHIPTO_AD_CITY1
VIM Process
Check rule: field has to match the city of company code master data.
Otherwise an exception Invalid Company Address will
be raised in DP workflow.
8.1.70.4
Postal Code
Internal Name
ShipZIP
Countries
Validation
Visible
Mandatory
Yes
No
US
SHIPTO_PSTLZ
Check rule: field has to match the zip code of company code master
data. Otherwise an exception Invalid Company
Country
Internal Name
ShipCountry
Countries
Validation
Visible
Mandatory
Yes
No
US
Export
Yes
VIM Internal Name
SHIPTO_LAND1
VIM Process
8.1.70.6
Yes
VIM Internal Name
VIM Process
8.1.70.5
Export
Check rule: field has to match the country code of company code
Region
Internal Name
ShipRegion
Countries
Validation
Visible
Mandatory
Yes
No
US
Export
Yes
VIM Internal Name
SHIPTO_REGIO
VIM Process
Check rule: field has to match the region code of company code
8.1.71 Original Invoice Date

Internal Name
InvoiceDateOriginalInvoice
Countries
Validation
Visible
Mandatory
Yes
No
Russia
Export
VIM Internal Name
Yes
VIM Process
This field is searched in a Russian application for the

corrective invoices.
Field Reference 183
8.1.72 Original Invoice Number

Internal Name
InvoiceNumberOriginalInvoice
Countries
Russia
Validation
Visible
Mandatory
Yes
No
Export
VIM Internal Name
Yes
VIM Process
This field is searched in a Russian application for

corrective invoices.
8.1.73 Contract Number

Internal Name
InvoiceContractNo
Countries
Russia
Validation
Visible
Mandatory
Yes
No
Export
VIM Internal Name
Yes
VIM Process
This field is searched in a Russian application for TORG12

invoices.
8.1.74 Consignor Name

Internal Name
InvoiceConsignorName
Countries
Russia
Validation
Visible
Mandatory
Yes
No
Export
VIM Internal Name
Yes
VIM Process
This field is searched in a Russian application for VAT

invoice goods.
8.1.75 Consignor Address

Internal Name
InvoiceConsignorAddress
Countries
Russia
Validation
Visible
Mandatory
Yes
No
Export
VIM Internal Name
Yes
VIM Process

invoice goods.
8.1.76 Consignee Name

Internal Name
InvoiceConsigneeName
Countries
Russia
Validation
Visible
Mandatory
Yes
No
Export
VIM Internal Name
Yes
VIM Process
184 Field Reference
invoice goods.
8.1.77 Consignee Address

Internal Name
InvoiceConsigneeAddress
Countries
Russia
Validation
Visible
Mandatory
Yes
No
Export
VIM Internal Name
Yes
VIM Process

invoice goods.
8.1.78 Payer Address

Internal Name
InvoicePayerAddress
Countries
Russia
Validation
Visible
Mandatory
Yes
No
Export
VIM Internal Name
Yes
VIM Process
This field is searched in a Russian application for TORG12

invoices.
Field Reference 185
8.2
Line Item Fields
Line item processing is specified in the Settings dialog at the InvoiceItems field node.
8.2.1
Delivery Note Number
Internal Name
ItemDeliveryNote
Countries
All
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
LFSNR
VIM Process
Depends on configuration settings for PO item mapping.

Prerequisite is that PO download data also contain delivery
note numbers.
Only purchase orders with matching company code, vendor
number and SAP ERP target system are checked.
8.2.2
PO Number
Internal Name
ItemOrderNumber
Countries
All
Validation
Visible
Mandatory
Yes
No

ICC will only accept PO numbers consisting of 10 digits
within specified ranges depending on the first two digits.
By configuration, purchase order numbers can also be
mapped with downloaded purchase order data.
The order number processing is specified in configuration
settings.
Only purchase orders with matching company code, vendor
number, and SAP target system are checked.
Maximum: 10 characters.
PO download.
Table /OPT/VIM_STG_POH (header)
/OPT/VIM_STG_POI (items)
186 Field Reference
Export
Yes
VIM Internal Name
EBELN
VIM Process
Purchase Order must exist in table EKKO. Otherwise the exception
Invalid PO number (PO) will be raised in DP workflow.
If there is a Release Group defined in PO, the PO has to be first
released or exception PO is not released will be raised.
8.2.3
PO Line Number
Internal Name
ItemPOLineNumber
Countries
All
Validation
Visible
Mandatory
Yes
No
EBELP
If both PO number and PO line number are transferred, no automatic

determination will be performed. If the rule is applied and PO line
number is not transferred, the line item matching functions in VIM
will be executed. Depending on the configuration, the following
exceptions can occur: Unable to match PO lines,
Unable to determine PO line no or Manual
check needed for indexing lines
Amount
Internal Name
ItemAmount
Countries
All
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
WRBTR
VIM Process
Item amount.
8.2.5
Yes
VIM Internal Name
VIM Process
ICC extracts the invoice line items and tries to determine

the PO Line Number via the downloaded purchase order
data.
Matching fields are:
Quantity
Unit
Amount
If there is a match in each of the three fields and the item
can be clearly determined, the PO Line number will be
transferred, otherwise PO line number remains empty.
8.2.4
Export
The amount is used in various checks and is necessary to post the

invoice.
Quantity
Internal Name
ItemQuantity
Countries
All

Decimal with three decimal places
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
MENGE
VIM Process
If the business rule is applied and the quantity is not transferred from
ICC, the exception Item quantity missing will be raised.
Field Reference 187
8.2.6
Unit of Measure
Internal Name
ItemUnit
Countries
All
Validation
Visible
Mandatory
Yes
No
BSTME
Check rule: If Unit of Measure is transferred from ICC, it must be

defined in table T006. Otherwise the exception Invalid UOM
will be raised.
Check rule: Unit of Measure must match with Unit of Measure of
the PO item.
Item Description
Internal Name
ItemDescription
Countries
All
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
SGTXT
VIM Process
Up to 255 characters (alphanumeric) are transferred to

SAP/VIM.
8.2.8
Yes
VIM Internal Name
VIM Process
The recognized unit is converted to SAP internal Code.

Three characters.
8.2.7
Export
If the business rule is applied and no Item Description is transferred

from ICC, the exception Missing Item Description will
be raised.
Unit Price
Internal Name
ItemUnitPrice

Price for one piece
188 Field Reference
Countries
All
Validation
Visible
Mandatory
Yes
No ??
Export
Yes
VIM Internal Name
NETPR
VIM Process
If the business rule is applied and the unit price is not transferred
from ICC, the exception Item unit price missing will be
raised.
8.2.9
Tax Amount
Internal Name
ItemVatAmount
Countries
All except
Canada
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
TAX_AMOUNT
VIM Process
The customizing table /OPT/VIM_T100 is the control table for
tax determination. For each document type you can choose whether
the tax amount should be auto calculated or entered.
For the tax determination following scenarios are possible:
OT tax determination
OT tax table
OT tax logic
Customer tax determination
Customer tax function module
Tax amount on the invoice.
8.2.10 Canadian Goods Tax Amount

Internal Name
ItemVatAmountGST
Countries
Canada
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
TAXAMT_1
VIM Process
Canadian goods tax amount in the items.
8.2.11 Canadian Harmonized Tax Amount

Internal Name
ItemVatAmountHST
Countries
Canada
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
TAXAMT_3
VIM Process
Canadian harmonized tax amount in the items.
8.2.12 Canadian Provincial Tax Amount

Internal Name
ItemVatAmountPSTQST
Countries
Canada

Canadian provincial tax amount in the items.
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
TAXAMT_2
VIM Process
Field Reference 189
8.2.13 Tax Rate

Internal Name
ItemVatRate
Countries
All
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
ZERO_TAX_RATE1 or TAX_CODE1
VIM Process
Tax rate (percentage) recognized in item lines.

To extract tax identifiers automatically, a custom invoice
items column and rules for extracting the most frequent tax
identifiers must be implemented.
Tax rate will be transferred without check from ICC to DP item field
Tax Rate1. If all line items are blank for Tax rate field, the transfer
from header to item takes place.
The Tax Code should be determined: Customizing table
/OPT/VIM_T100 is the control table for tax determination. For
each document type you can choose whether the tax amount should
be auto calculated or entered.
For tax determination, following scenarios are possible:
OT tax determination
OT tax table
OT tax logic
Customer tax determination
Customer tax function module
8.2.14 Expense Type

Internal Name
ItemQualifier
Countries
All
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
QUALIFIER
VIM Process
Item flag for additional costs and discounts.

Optional column; can be activated and customized at the
InvoiceItems field node.
Customizable processing of additional costs.
8.2.15 Condition Type

Internal Name
ItemConditionType
190 Field Reference
Countries
All
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
COND_TYPE
VIM Process
8.2.16 Serial Number

Internal Name
ItemSerialNumber
Countries
China
Validation
Visible
Mandatory
Yes
No
Export
Yes
VIM Internal Name
SERIAL_NO
VIM Process
Serial number in the items.
Field Reference 191
Glossary of Terms
ACT
Abbreviation of Adaptive Classification Technology
Adaptive Classification
An adaptive classification field does some sort of classification of a document. Normally the field value is one of a set of
terms. The term itself is not contained in the text of the document but can be determined by examining the entire contents
of the document. When configuring an adaptive classification field you will enter the set of valid terms for the field. At
runtime the adaptive classification field will be presented to the user with a combo box containing the list of terms. The
Recognition Server and the Recognition Nodes have to learn how to select the correct term for an adaptive classification
field from the set of terms. They need a sample for each kind of invoice and the correct term for each sample. These
samples and the according term have to be provided by training. During training, the term is selected manually by the
user. The document and the term are then stored in a learning database. If a similar document is processed later on,
adaptive classification will then find a matching sample in the learning database, and will then use the learned term.
Adaptive Recognition
The Recognition Server and the Recognition Nodes have to learn how to extract data for an adaptive recognition field.
They need a sample for each kind of invoice, e.g. for each vendor, and the position where the field can be extracted on
this kind of invoice. These samples (=templates) and the according position information have to be provided by training.
During training, the field is captured manually using the mouse. The layout of the document and the positions of the
respective field are then stored in a learning database. If a similar document is processed later on, adaptive recognition
will then find a matching sample in the learning database, and will then extract the field at the learned position.
Application
An invoice application bundles all settings that are needed to process invoices of a certain kind, e.g. the country in which
the recipients of the invoices reside, or which fields have to be extracted by which extraction method, or which fields
should be visible in the Validation Client.
ART
Abbreviation of Adaptive Recognition Technology
Cluster
See Recognition Cluster
Cluster Node
A Cluster Node is a component of a Recognition Cluster performing job processing. The Recognition Cluster contains
one Cluster Node for each processor of the Recognition Cluster. The Load Manager performs load balancing and
distributes recognition jobs among all Cluster Nodes of the Recognition Cluster. If there is only a Recognition Server
and no Recognition Nodes, there will be as many Cluster Nodes as processors in the Recognition Server machine. If the
Recognition Cluster consists of a Recognition Server and several Recognition Nodes, there will be as many Cluster
Nodes as processors in the Recognition Server machine and in all Recognition Node machines.
Glossary of Terms 193
Content-Based Classification
See Adaptive Classification
Customizing
Invoice Capture Center provides various settings to adapt the system to customer needs. These customizing settings are
bundled in invoice applications. To customize Invoice Capture Center for customer needs you have to create invoice
applications.
Customizing Client
The Customizing Client is a Windows program that is used on the development system to customize Invoice Capture
Center, i.e. to create and configure applications. It is also used to test applications, to export them to a SAP ERP system,
and to import them on a test or production System. In addition, it is used to monitor and administer an Invoice Capture
Center system.
Document Reader
In an Invoice Capture Center system the actual data extraction from an invoice image and super-ordinate tasks, like
splitting of pages or export of results, are performed by a component named Document Reader.
Download Link Hot Spot

For each application, a separate SAP Download Link Hot Spot is created. This link is used to fetch download data such
as vendor master data or purchase order data from SAP ERP regularly according to the configuration of the Hot Spot.
During customizing you specify whether vendor master table, purchase order data, or also purchase order item data
should be downloaded.
Extraction Link Hot Spot

For each application, a separate SAP Extraction Link Hot Spot is created. This link is used to fetch recognition jobs from
SAP ERP regularly according to the configuration of the Hot Spot.
Hot Spot
The Recognition Server uses Hot Spots to fetch recognition jobs, download data, and learning data from its SAP ERP
system. A Hot Spot becomes active regularly after expiring of a specified interval or at a specified time on specified days
and then tries to fetch new data. Each application uses Hot Spots of two different types. A SAP Extraction Link is used
to fetch new recognition jobs from SAP ERP. A SAP Download Link is used to fetch new data, such as vendor master
data and purchase order data.
ICC
Abbreviation of Invoice Capture Center
ICC Dispatcher Infrastructure

The ICC Dispatcher Infrastructure is a component of Vendor Invoice Management in SAP ERP. This component
provides recognition jobs, learning data, download data, and validation jobs for the Invoice Capture Center components.
Invoice Application
See Application
194 Glossary of Terms
Learning
While special, optimized methods are used to extract the standard fields, for adaptive recognition fields and adaptive
classification fields Invoice Capture Center has to learn how to fill the field values. The learning data have to be
provided by training. The Recognition Server keeps the learning data in its local database.
Link
Links are used to download recognition jobs and download data from SAP ERP. Links are implemented as so-called Hot
Spots. The Hot Spots used for the Links connect to SAP ERP regularly at specified times and fetch available jobs or
data.
Load Manager
Invoice Capture Center uses load balancing in order to distribute recognition jobs on several processors of the
Recognition Server and on additional Recognition Nodes. Load balancing is performed by the Load Manager. During
configuration of the Invoice Capture Center system, you configure the Load Manager on the Recognition Server and
create computer nodes for all additional Recognition Nodes and Runtime Nodes for all processors on each Recognition
Node.
Master
On a Recognition Cluster, the Load Manager performs load balancing over all processors of the Server and the
Recognition Nodes. The Load Manager on the Server acts as Master. It transfers recognition jobs that are fetched from
SAP ERP regularly to free Cluster Nodes for processing.
Purchase Order Data

Invoice Capture Center is able to check the purchase order number and the invoice line items against downloaded data.
To use this feature, download of a purchase order table, and optionally additional purchase order item data have to be
enabled in the configuration of the SAP Download Link Hot Spot. In the application settings you can then specify that
PO numbers should be checked, or that line items should be checked against downloaded purchase order item data.
Recipient Data
Invoice Capture Center can derive the company code and target SAP ERP system automatically using recipient address
data found on the invoice. During application configuration, a database containing recipient data together with the
corresponding company codes and SAP ERP system names has to be supplied if automatic company code detection shall
be used.
Recognition
Recognition comprises the extraction of essential invoice data, such as date, amount, order number etc., from the scanned
invoices and the intelligent verification of these data. Recognition is performed by the Recognition Cluster.
Recognition Cluster
The Recognition Cluster is used for automatic data extraction. On smaller systems with low throughput it consists of the
Recognition Server - typically a computer with several processors - that also hosts the Customizing Client. On large
systems with high throughput, further Recognition Nodes can be added. The Load Manager performs load balancing and
distributes recognition jobs among all processors of the Server and the Recognition Nodes.
Recognition Job
Scanned documents are first stored in an archive (early archiving). Then a workflow is started that creates entries for the
documents in the ICC Dispatcher Infrastructure. The Recognition Server fetches available entries from Vendor Invoice
Management regularly, creates Recognition jobs, and transfers them to the input queue of the Load Manager. The Load
Manager assigns the first waiting recognition job to the next Cluster Node that becomes available. The Cluster Node
fetches the document from the archive, processes it, and transfers the result data to SAP ERP. The document is then
made available for Validation.
Recognition Node
For huge systems the Recognition Server can be supported by additional machines, installed as Recognition Nodes. The
Load Manager on the Recognition Server fetches jobs from SAP ERP using a SAP Extraction Link and distributes the
jobs among all processors of the Server and the different Recognition Nodes. By adding Recognition Nodes, the
processing power of the whole Recognition Cluster can be adapted to the required throughput.
Recognition Server
Document processing is performed on a Recognition Cluster consisting of a Recognition Server and possibly additional
Recognition Nodes. The Recognition Server comprises the Customizing Client that is used to customize, configure, and
monitor the Invoice Capture Center system. It also comprises the databases containing vendor master data, purchase
order data, and learning data. It also hosts the Hot Spots that are used to fetch jobs and download data from the SAP ERP
system regularly. The Load Manager of the Recognition Server is the master of the recognition cluster. It contains the
cluster configuration and distributes recognition jobs on the processors of the Server and additional Recognition Nodes.
Requester Email Data

Invoice Capture Center tries to extract the requester email address on invoices. To be able to use this feature, the
expected email addresses have to be entered during configuration of an application.
Slave
On a Recognition Cluster, the Load Manager performs load balancing over all processors of the Server and the
Recognition Nodes. The Load Manager acts as a Slave on each Recognition Node. When a Runtime Node terminates a
job, it waits until the Load Manager on the Server that acts as Master supplies it with a new job.
Server
See Recognition Server
Standalone System
For development and testing of applications, all components of Invoice Capture Center can be installed on a standalone
system, i.e. on a single computer.
Template-Based Recognition
See Adaptive Classification
Training
To be able to extract adaptive recognition fields or adaptive classification fields automatically, some training has to be
performed first. Training can be performed manually by the user on the Customizing Client.
196 Glossary of Terms
Validation
The extracted invoice data can be checked and eventually corrected or completed by a user. The validation facilities of
Invoice Capture Center are provided by the Validation Client program and also by the Customizing Client program.
Validation on the Customizing Client is only performed for developing and testing purposes.
Validation Client
The Validation Client is a Windows program that is used by a clerk to check and correct data that have been extracted
automatically and to capture additional fields that could not be read automatically. The corrected and completed data are
then passed on to Vendor Invoice Management.
Vendor Invoice Management

Vendor Invoice Management is a complete application for optimizing vendor invoice processes in SAP ERP
applications, along with built-in reporting and analytics to continuously improve processes.
Vendor Master Data

Using the SAP Download Link Hot Spot, Invoice Capture Center periodically loads vendor master data from SAP ERP
to its local database. Invoice Capture Center compares the vendor information that has been extracted from an invoice
image with vendor master data downloaded from SAP to identify the vendor id.
VIM
Abbreviation of Vendor Invoice Management
10 Index
A
Adaptive Classification 94, 97
Administering Repositories 128, 131
Analyzing Repositories 133, 135
Automation Method 97
Training 124, 125
Adaptive Recognition 94, 96
Activation for Standard Fields 33, 82
Administering Repositories 128, 129
Automation Method 96
Optional Fields 80
Training 122, 123, 125
Use Cases 96
Additional Costs and Discounts 65
Appendices 28, 76
Application 8, 23, 28, 46, 47
Changing Field Settings 79
Configuring 59
Creating 47
Deleting 58
Exporting 55, 57
Importing 55, 57
Moving 56
Opening and Closing 55
Application Settings 78
Archive Document Types 61
Chinese Application 60
Company Code Detection 24, 72
Credit Memo Detection 74
Currencies 70
Default Formatting 75
Limits for Recognition 76
Line Item Processing 63
Name and Description 60
Order Number Processing 66, 67
Requester Email Address 62
Training in Validation 60, 125
VAT Rates 71
Vendor ID Detection 68
Archive Document Type 7, 8, 21, 23, 24, 47, 61
Attachments 28, 76
Automation Methods 98
Adaptive Classification 97
Adaptive Recognition 96
Rule-Based Methods 98
SnapMatch 95
Specifying 94
Company Code 51
Detection Fails 157
More than One Company Code 24
Presetting Using Scripting 30
Recipient Data 39, 151
SAP Download 119
Specifying 24, 51, 72
Testing 19, 35, 36
Vendor Data 25, 152
Country 8, 21, 23, 28, 49
Credit Memo 74
Custom Fields 88
Adding 88
Automation 94
Export to VIM 26
Presentation 89, 91
D
Data Formats 137
E
Expenses 65
F
Fields
Activating Optional Fields 80
Adding Custom Fields 88
Changing Settings 79
Configuring Database Support 91
Modifiying Recipient and Vendor Fields 85
Presetting Standard Fields 30
Formatting 137
Default Formatting in Validation 75
Different Countries 75
H
Hot Spots 5, 15, 117
SAP Connection 118
SAP Download Link 119
SAP Extraction Link 119
Scheduling 118
Starting and Stopping 121
L
Line Items
Adding Custom Columns 102
Additional Costs and Discounts 65
Checking Amounts 84
Creating Custom Method 103, 106
Hiding in Validation 86
Index 199
Layout-Specific Recognition 107

Line Item Mapping 63
Modifying Items Extraction 102
Specifying Item Processing 63
Specifying Item Units 64
M
Monitoring 43, 156
N
Normalization 137, 148
Action Points 138
Adding a Rule 140
Attaching Rules to Fields 141
Modifying a Rule 144
Rules 142
Unassigning and Deleting Action Sequences 140
Normalization Actions
Check sum of table column 143, 147
Check type 143, 146
Check type and formatting 143, 147
Continue on error 143
Regular expression 142, 146
Status bar 143, 148
Translate character 142, 145
Translate words 142, 145
Custom Extraction 113

Data Extraction 113
Editor 110
Examples 115, 116
Parameters 111
Presetting ICC Fields 30
Runtime Document 112
Tracing 112
Validation (Document Closing) 113
Validation (Document Loaded) 113
Validation (Field Changed) 114
Validation (Field Deactivated) 114
Separator Sheet 28
SnapMatch Automation Method 91, 94, 95
T
Testing 19, 35
Modifying an Application during Testing 156
Monitoring 156
Testing Locally 155
Trace Viewer 156
Training 122
Adaptive Classification 124
Adaptive Recognition 96, 122, 123, 124
Importing Documents 44
Importing/Exporting Learning Data 44, 127
Modes 125
Validation 60, 125, 126
O
Optional Fields 80
Recipient Data 151

Exporting Additional Recipient Data 108
Loading 39
Modifiying Standard Recipient Fields 85
Recognition Nodes 3, 24
Repositories 128, 129, 131, 133
Rule-Based Recognition 33, 94, 98
Adding Layout-Specific Custom Methods 100
Creating a Custom Invoice Items Method 102, 103,
105, 106, 107
Creating Rule-Based Methods 98
For Standard Fields 100
Using Rule-Based Methods and Scripting 33
Use Cases
Application for New Country 28
Custom Field Needed 26
Export of Custom Field to VIM 26
High Recognition Capacity Needed 24
Intercompany Invoices 26
More than One Application 23
More than One Company Code 24
More than One Receving Country 21
More than One SAP System 23
More than One Sending Country 23
More than One Tax Rate and VAT Amount 24
More than One Validation Client 25
Non-Purchase-Order-Related Invoices 26
Non-Standard Syntax of PO Numbers 26
Processing Invoice with Appendices 28
Shared Service Center 25
Vendor IDs Identical throughout Company Codes 25
Vendor IDs not Identical throughout Company Codes
25
Scripting 111, 148
Validation 3
P
PO Numbers 26, 66, 67, 158
200 Index
Activating Optional Fields 80

Additional Fields 84, 88, 108
Applications 46
Changing Field or Column Order 81
Checking Line Item Amounts 84
Normalization 138, 143
Scripting 111, 116, 148
Specifying Default Formatting 75
Specifying Field Presentation 89
Training 125
VAT Amount 24, 84
VAT Rates 21, 23, 28, 59, 71
Vendor ID Detection 21, 23, 158
Download Vendor T able 119
Exporting Additional Vendor Data 108
Modifying Standard Vendor Fields 85
Presetting Using Scripting 30
Specifying 68
Vendor Invoice Management 7
Vendor Master Data 152
Index 201

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OpenText Invoice Capture Center for

OpenText Invoice Capture Center for SAP Solutions

Functional Overview ................................................................................................... 1

Prerequisites for ICC Interaction with VIM ................................................................ 7

More than One Receiving Country ............................................................................ 21

Invoice Capture Center Customizing Guide

Optimizing Recognition Results

Background Information for Testing ......................................................................... 35

Configuration and Customizing

Using Adaptive Recognition for Standard Invoice Fields ......................................... 33

Testing Invoice Capture Center

Overview of the Customizing Client ......................................................................... 43

Invoice Capture Center Customizing Guide

6.5.12 Specifying Credit Memo Detection ............................................................. 74

Invoice Capture Center Customizing Guide

Recognition is not Running ..................................................................................... 157

Training ................................................................................................................... 122

Header Fields ........................................................................................................... 159

Invoice Capture Center Customizing Guide

Vendor Name ............................................................................................ 163

Invoice Capture Center Customizing Guide

8.1.62 Secret Code 1 ............................................................................................ 179

Invoice Capture Center Customizing Guide

Invoice Capture Center Customizing Guide

Invoice Capture Center Customizing Guide

Components of Invoice Capture Center

An Invoice Capture Center system consists of the following components:

ICC Dispatcher Infrastructure

Recognition Server, Recognition Node

Customizing Client (user interface)

Validation Client (user interface)

Recipient data are used to determine the recipient of an invoice.

Invoice Capture Center Customizing Guide

Invoice Capture Center Customizing Guide

Invoice Capture Center Customizing Guide

Achieving Optimum Recognition Results

Use professional scanning equipment to achieve optimum image quality.

Scan original images, that is, don't use copies.

Invoice Capture Center Customizing Guide

Prerequisites for ICC Interaction with VIM

A content repository has been defined.

A presetting folder has been created.

An archive document type for XML documents has been defined.

Invoice Capture Center Customizing Guide

Creating a Standard Use Case Application

The Create Application assistant is started.

Invoice Capture Center Customizing Guide

Specify Name and Application Type

Invoice Capture Center Customizing Guide

Add Archive Document Types

Specify Company Code Detection

Invoice Capture Center Customizing Guide

Invoice Capture Center Customizing Guide

Click Next to continue.

Specify Connection to SAP ERP

Invoice Capture Center Customizing Guide

Click Check login to test the SAP ERP connection.

Click Check login to test the SAP ERP connection.

Invoice Capture Center Customizing Guide

Generating the Application

Invoice Capture Center Customizing Guide

Configure and Start Your ICC Application for VIM

Invoice Capture Center Customizing Guide

Invoice Capture Center Customizing Guide