VIM 6.0 User Guide

OpenText Vendor Invoice Management User Guide
This guide describes the typical tasks for end users in Vendor Invoice Management (VIM) 6.0.
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OpenText Vendor Invoice Management User Guide VIM060000-UGD-EN-3 Rev.: 18. July 2011
This documentation has been created for software version 6.0. It is also valid for subsequent software versions as long as no new document version is shipped with the product or is published at https://knowledge.opentext.com. Open Text Corporation 275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1 Tel: +1-519-888-7111 Toll Free Canada/USA: 1-800-499-6544 International: +800-4996-5440 Fax: +1-519-888-0677 Email: support@opentext.com FTP: ftp://ftp.opentext.com For more information, visit http://www.opentext.com
Copyright by Open Text Corporation, Open Text Inc.

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Table of Contents
PRE
i ii ii.i ii.ii iii
Introduction ............................................................................... 9
About Vendor Invoice Management......................................................... 9 About This Document............................................................................... 9 Target Readership ................................................................................... 9 Conventions ........................................................................................... 10 Contact Information................................................................................ 11
1
1.1 1.2 1.3 1.4
Understanding Vendor Invoice Management ........................ 13

What Is Vendor Invoice Management?.................................................. 13 Delivery Model ....................................................................................... 15 Workflow Scheme .................................................................................. 16 Process Swimlanes................................................................................ 17
2
2.1 2.2
Accessing Workflows ............................................................. 19

SAP Business Workplace ...................................................................... 19 Integrated Invoice Cockpit ..................................................................... 20
3
3.1 3.2 3.2.1 3.2.2 3.2.3 3.2.4 3.2.5 3.2.5.1 3.2.5.2 3.3 3.4 3.5 3.6 3.6.1 3.6.2 3.7
Working with the DP Dashboard ............................................ 27

Use Cases.............................................................................................. 27 Screen Layout ........................................................................................ 28 Menu Toolbar ......................................................................................... 29 Application Toolbar ................................................................................ 30 Header Section ...................................................................................... 32 Index Data Screen ................................................................................. 32 Dashboard Screen ................................................................................. 33 Process Options Panel .......................................................................... 33 Process Log Panel ................................................................................. 34 Validating and Indexing Invoice Metadata ............................................. 34 Checking for Duplicates ......................................................................... 36 Parking Invoices..................................................................................... 40 Selecting Parking Reasons - Parking Invoices ...................................... 41 Parking PO Invoices............................................................................... 41 Parking Non PO Invoices ....................................................................... 43 Posting Invoices for Payment ................................................................ 45
4
4.1
Working with the Invoice Exception Dashboards ................. 47

Working with the PO Parked Invoice Dashboard................................... 48
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Table of Contents
4.1.1 4.1.2 4.1.2.1 4.1.2.2 4.1.2.3 4.1.2.4 4.1.2.5 4.2 4.2.1 4.2.2 4.2.2.1 4.2.2.2 4.2.2.3 4.2.2.4 4.2.2.5 4.2.3 4.2.3.1 4.2.3.2 4.2.3.3 4.2.3.4 4.2.3.5 4.3 4.3.1 4.3.2 4.3.2.1 4.3.2.2 4.3.2.3 4.3.2.4 4.3.2.5 4.3.2.6
Use Cases.............................................................................................. 49 Screen Layout ........................................................................................ 50 Menu Toolbar ......................................................................................... 50 Application Toolbar ................................................................................ 51 Parked Document Information ............................................................... 51 Process Options..................................................................................... 51 Process History ...................................................................................... 52 Working with the PO Blocked Dashboards............................................ 52 Use Cases.............................................................................................. 53 Working with the PO Invoice Dashboard (Line Level) ........................... 55 Menu Toolbar ......................................................................................... 56 Application Toolbar ................................................................................ 57 Blocked Document Info.......................................................................... 57 Process Options..................................................................................... 57 Process History ...................................................................................... 58 Working with the PO Invoice Dashboard (Header WF) ......................... 58 Menu Toolbar ......................................................................................... 59 Application Toolbar ................................................................................ 60 Invoice Information................................................................................. 60 Process Options..................................................................................... 60 Process History ...................................................................................... 60 Working with the Non-PO Invoice Dashboard ....................................... 61 Use Cases.............................................................................................. 61 Screen Layout ........................................................................................ 62 Menu Toolbar ......................................................................................... 63 Application Toolbar ................................................................................ 64 Parked Document Information ............................................................... 64 Process Options..................................................................................... 64 Process History ...................................................................................... 65 Approver History (Optional) ................................................................... 65
5
5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9
Approving Invoices..................................................................67
Use Cases.............................................................................................. 67 Approve Invoice Entry Screen ............................................................... 68 Entering Accounting Information............................................................ 70 Delegating the Information Entry ........................................................... 71 Approving the Invoice ............................................................................ 72 Rejecting the Invoice.............................................................................. 73 Invoice Approval Email .......................................................................... 74 Collaborating in the Approval Process................................................... 75 Adding and Viewing Attachments .......................................................... 77
6
6.1 6.1.1 6.1.2 6.2 6.2.1
Approving Invoices Using OpenText Approval Portal ..........79

Working with the Invoice Approval Screen ............................................ 79 Invoice Approval Section ....................................................................... 80 Processed Invoices Section................................................................... 81 Working with the Personalize Screen .................................................... 83 View ....................................................................................................... 84
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6.2.2 6.2.3 6.3 6.3.1 6.3.2 6.3.3 6.4 6.5 6.6 6.7 6.8
Regional Settings ................................................................................... 86 Workflow Settings .................................................................................. 87 Working with the Processing Invoice Screen......................................... 88 Viewing Line Item Information (PO Invoices)......................................... 91 Entering Accounting Information (Non PO Invoices) ............................. 91 Delegating the Accounting Information Entry (Non PO Invoices) .......... 93 Approving Invoices................................................................................. 94 Rejecting Invoices .................................................................................. 95 Collaborating in the Approval Portal ...................................................... 96 Adding and Viewing Attachments .......................................................... 97 Using the Approval Portal on a Mobile Device ...................................... 99
7
7.1 7.2 7.3 7.4 7.5 7.6
Approving Invoices Using the OpenText Everywhere Mobile Application ................................................................ 103
Signing in to the Mobile App ................................................................ 103 Working with the Invoice List Screen ................................................... 105 Working with the Invoice Processing Screen....................................... 107 Approving Invoices............................................................................... 110 Rejecting Invoices ................................................................................ 111 Referring Invoices ................................................................................ 111
8
8.1 8.2 8.3 8.4 8.5 8.6 8.7
Working with Shared Service Framework (SSF) Integration113

Use Cases............................................................................................ 113 Displaying a Service Request .............................................................. 114 Creating a Service Request Manually.................................................. 115 Displaying VIM Invoices in a Service Request .................................... 116 Linking VIM Invoices to a Service Request ......................................... 117 Feeding the Vendor Factsheet............................................................. 117 Displaying Invoices of a Specific Vendor ............................................. 118
9
9.1 9.2 9.3 9.4 9.5
Working with Supplier Relationship Management (SRM) Integration.............................................................................. 123

Use Cases............................................................................................ 123 Emails from SRM Integration ............................................................... 126 Handling SRM Related Work Items in DP Dashboard......................... 128 Handling SRM Related Work Items in VIM Dashboard ....................... 131 Checking SRM Related Work Items from VIM Analytics ..................... 132
10
10.1 10.2
Working with the AFTCS Programs for China..................... 135

Working with the AFTCS Admin Tool .................................................. 135 Working with the Download & Upload file Program ............................. 136
11
11.1
Using the OpenText Unified Dashboard .............................. 139

Displaying DP Invoices in the Unified Dashboard ............................... 139
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11.2 11.3
Displaying PO Invoices in the Unified Dashboard ............................... 141 Displaying Non PO Invoices in the Unified Dashboard........................ 142
12
12.1 12.2 12.2.1 12.2.2 12.2.3 12.2.4 12.2.5 12.2.6
Using VIM Analytics...............................................................145

Using the Selection Screen.................................................................. 145 Using Report Views ............................................................................. 151 General Layout..................................................................................... 151 Menu Toolbar ....................................................................................... 152 Application Toolbar .............................................................................. 152 ALV Grid Control .................................................................................. 154 Document View .................................................................................... 154 Workflow View...................................................................................... 155
13
13.1 13.2 13.2.1 13.2.2 13.2.3 13.2.4
Using the Summary Report...................................................157

Using the Selection Screen.................................................................. 157 Using the Report Screen...................................................................... 159 Header Section .................................................................................... 160 ALV Grid Control .................................................................................. 160 Report Results (ALV Grid) ................................................................... 161 Details Screen...................................................................................... 161
14
14.1 14.2 14.2.1 14.2.2
Using the Central Audit Report.............................................163

Using the Selection Screen.................................................................. 163 Using the Report Screen...................................................................... 165 ALV Grid Control .................................................................................. 166 Report Results (ALV Grid) ................................................................... 167
15
15.1 15.1.1 15.1.2 15.1.3 15.1.3.1 15.1.3.2 15.1.3.3 15.1.3.4 15.1.3.5 15.2 15.2.1 15.2.2 15.2.3 15.2.4 15.2.5 15.3 15.3.1 15.3.2 15.3.3 15.3.4 15.3.5
Using the VIM Analytics Current Liability Report ................169

Using the Selection Screen.................................................................. 170 Menu Toolbar ....................................................................................... 172 Application Toolbar .............................................................................. 172 Selection Field Panel ........................................................................... 172 General Information ............................................................................. 173 SAP Invoice Information: Header Information ..................................... 175 SAP Invoice Information: Item Information .......................................... 175 SAP Invoice Information: Include Documents ..................................... 175 DP Information ..................................................................................... 176 Using the Report Views Screen ........................................................... 176 Menu Toolbar ....................................................................................... 178 Application Toolbar .............................................................................. 179 Overview Section ................................................................................. 179 ALV Grid Control .................................................................................. 179 Report Results (ALV Grid) ................................................................... 180 Viewing and Grouping Report Results................................................. 182 SAP Document Header View............................................................... 182 SAP Document Lines View .................................................................. 183 DP Information View ............................................................................ 185 Document Header Grouping ................................................................ 187 Document Lines Grouping ................................................................... 188
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15.4
Frequently Asked Questions................................................................ 190
16
16.1 16.2 16.2.1 16.2.2 16.2.3 16.2.4 16.2.5 16.2.6
Using the Key Process Analytics Report............................. 191

Using the Frame Selection Panel ........................................................ 192 Using the Individual Report Panels...................................................... 194 Total Liability ........................................................................................ 196 Processed / In Process Documents..................................................... 197 Channel Analysis ................................................................................. 198 First Pass ............................................................................................. 199 Top Exceptions by Count ..................................................................... 200 Top Vendors by Amount ...................................................................... 200
17
17.1 17.2 17.2.1 17.2.2 17.2.3 17.2.4
Using the Exception Analysis Report .................................. 203

18
18.1 18.2 18.2.1 18.2.2 18.2.3 18.2.4
Using the Productivity Report .............................................. 211

19
19.1 19.2 19.2.1 19.2.2 19.2.3 19.2.4
Using the Aging Report ........................................................ 219

20 GLS IDX
Using the License Report ..................................................... 225 Glossary................................................................................. 227 Index....................................................................................... 235
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Preface
Introduction
i About Vendor Invoice Management
OpenText Vendor Invoice Management (VIM) is a packaged business solution that basically solves a business problem paying correct amount to vendors on-time. VIM is an add-on to your SAP system, the majority of its functions and processes run inside the SAP system; it deals only with invoices that will be posted to SAP ERP. It integrates with standard SAP functions such as Invoice Verification, Financial Processing, etc.
ii About This Document

VIM can be configured to specific customer needs and to address customer specific business scenarios. The processing steps and the business context will vary depending on the system configuration at customer site. Hence the detailed end user guide needs to be developed at customer site, specific to the processes that are relevant and to the system configuration. This document describes the various user interfaces of VIM that are available to various process participants. Specific functionality might be slightly different in the customer system and is dependent on the system configuration. If some specific scenarios are not relevant to your system, skip the corresponding sections. This document introduces the overall architecture of VIM and describes details of the various access points and user interface screens. Some of the transactions and screens are part of the standard SAP system but the content that is displayed is specific to VIM processing. The various work items that the user encounters during the processing are displayed in process specific Dashboards. Dashboards are OpenText user interface screens. Process and invoice specific information and options are displayed as configured in the system.
ii.i Target Readership

This user guide addresses end users who work with Vendor Invoice Management (VIM) and provides detailed information about the procedures and options available when working with VIM. As a prerequisite, users should be familiar with working in SAP.
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Introduction
ii.ii Conventions
User interface This format is used for elements in the graphical user interface (GUI), such as buttons, names of icons, menu items, and fields.
Filenames, commands, and sample data
This format is used for file names, paths, URLs, and commands at the command prompt. It is also used for example data, text to be entered in text boxes, and other literals. Note: If you copy command line examples from a PDF, be aware that PDFs can contain hidden characters. OpenText recommends copying from the HTML version of the document, if it is available.
KEY NAMES Key names appear in ALL CAPS, for example: Press CTRL+V. <Variable name> Angled brackets < > are used to denote a variable or placeholder. The user replaces the brackets and the descriptive content with the appropriate value. For example, <server_name> becomes serv01. Internal cross-references Click the cross-reference to go directly to the reference target in the current document. External cross-references External cross-references are usually text references to other documents. However, if a document is available in HTML format, for example, in the Knowledge Center, external references may be active links to a specific section in the referenced document. Warnings, notes, and tips
Caution
Cautions help you avoid irreversible problems. Read this information carefully and follow all instructions.
Important Important notes help you avoid major problems. Note: Notes provide additional information about a task. Tip: Tips offer you quicker or easier ways of performing a task.
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Introduction
iii Contact Information

OpenText Online (http://online.opentext.com/) is a single point of access for the product information provided by OpenText. You can access the following support sources through OpenText Online:

Communities Knowledge Center
OpenText Online Communities (http://communities.opentext.com/communities/livelink.exe/open/OpenTextOnli neCommunity) provide the following resources:

Usage tips, help files, and best practices for customers and partners. Information on product releases. User groups and forums where you can ask questions of OpenText experts.
The OpenText Knowledge Center (https://knowledge.opentext.com) is OpenText's corporate extranet and primary site for technical support. The Knowledge Center is the official source for the following:

Product downloads, patches, and documentation including Release Notes. Discussion forums, Online Communities, and the Knowledge Base. OpenText Developer Network (OTDN), which includes developer documentation and programming samples for OpenText products.
If you need additional assistance, you can find OpenText Corporate Support Contacts at http://support.opentext.com/.
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Chapter 1
Understanding Vendor Invoice Management

1.1 What Is Vendor Invoice Management?
VIM is an abbreviation for SAP Invoice Management by OpenText.

VIM is a packaged business solution. VIM solves a business problem - paying correct amount to vendors on time and with the lowest cost. VIM delivers not technology but best-practice business processes. VIM provides values to customers in process efficiency, visibility and compliance.
VIM is SAP centric.
VIM is an add-on to your SAP system, the majority of the functions and processes run inside your SAP system. VIM deals only with invoices that will be posted to SAP ERP. VIM uses SAP technology: ABAP, Workflow, and SAP NetWeaver Portal. VIM integrates with standard SAP functions: Invoice Verification, Financial Processing, etc
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Chapter 1 Understanding Vendor Invoice Management
VIM consists of the following components:
Figure 1-1: VIM components ICC (Invoice Capture Center)
Automate the capture of paper invoices by using OCR to extract invoice data.
Document Processing

Capture invoice metadata. Handle suspected duplicate invoices. Collaborate with others.
Invoice Approval

List invoices to be approved. Approve and code the invoices.
Approval Portal
Java based Approval Portal infrastructure running on SAP Web Application Server. Similar to Invoice Approval but with Web interface.
Approval on a Mobile Device
Approve invoices on a mobile device, for example a Blackberry, using OpenText Everywhere (OTE).
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1.2
Delivery Model
Exception Handling (Invoice Exception)
Handle the exceptions that arise after a SAP invoice is created.
VIM Reporting / VIM Analytics
VIM Reporting: Use various reports to analyze the status of invoices in your system. VIM Analytics: Overlook the invoices in progress in a unified dashboard.
SAP CRM SSF Integration
Integrate VIM with the SAP CRM SSF component to create Service Requests from VIM dashboards. Provide VIM invoice information in Vendor Factsheet inside the Accounting Interaction Center (AIC).
1.2 Delivery Model

As VIM is basically a scenario, its function may best be described as a problem solution. It enables the flexible configuration of a company's payment workflow. To this end, VIM is delivered with a so-called Baseline Configuration, a set of pre-defined configurations that work out of the box. In conjunction with other OpenText products such as OpenText Archive Server it is possible to realize comprehensive solutions. Core Functions are the technical foundation of VIM: SAP screens, functions, workflow templates, web pages, etc.
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1.3 Workflow Scheme
Figure 1-2: Workflow scheme Each VIM workflow process has the same basic steps: Validate metadata The metadata or index data are validated against the SAP database. If validation fails, an exception is triggered. Check duplicates The validated metadata is used to check whether the new invoice has been entered already. If the new invoice is suspected to be a duplicate of any existing invoice, an exception is triggered. Apply business rules Invoice pre-processing: Business rules are applied to detect additional exceptions before posting. Post for payment The invoice is posted and released for payment.
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Process Swimlanes
1.4 Process Swimlanes

Business blue print sessions result in a set of finalized swimlane diagrams representing the to-be process. Figure 1-3 on page 18 is an example of such a process swimlane that is delivered with the VIM Baseline Configuration. A swimlane diagram comprises the following main items: Process Description The description in the headline represents the process scenario. Roles Each lane represents a business role, a unique grouping of people required to collaborate to complete the process. Dashboard The dashboard is the user interface for the actors in the process. The dashboard type identifies the VIM component that is used to realize a specific functionality. The following dashboard types are available: DP dashboard The DP dashboard represents a process as implemented in the Document Processing component of VIM. See Working with the DP Dashboard on page 27. VIM dashboard The VIM dashboard represents a process as implemented in the Invoice Exception component of VIM for parked invoices. See Working with the PO Parked Invoice Dashboard on page 48 and Working with the Non-PO Invoice Dashboard on page 61. VIM line dashboard The VIM line dashboard represents a process as implemented in the Invoice Exception component of VIM for blocked PO based invoices for line level blocks. See Working with the PO Invoice Dashboard (Line Level) on page 55. VIM header dashboard The VIM header dashboard represents a process as implemented in the Invoice Exception component of VIM for blocked PO based invoices for header level processes. See Working with the PO Invoice Dashboard (Header WF) on page 58. Options Various options are available to the actors during the processing of invoices. These are represented as individual items next to the dashboard block.
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Figure 1-3: Swimlane example
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Chapter 2
Accessing Workflows
To access VIM workflows, you have the following options:

SAP Business Workplace on page 19 Integrated Invoice Cockpit on page 20
In a multiple backend system, the SAP Business Workplace enables you to access VIM workflows only on the system you are currently logged on to. Using the Integrated Invoice Cockpit on the central system, you can access VIM workflows on all systems, central and satellite, without having to log on to the satellite systems.
2.1 SAP Business Workplace

You can access VIM process workflows through SAP Business Workplace. Business Workplace is structured similar to e-mail clients like Microsoft Outlook. Every single user has his or her own Business Workplace. On the system you are currently logged on to, Business Workplace displays all work items that need your action, not only VIM work items. Various options are available in Business Workplace, for further details see the standard SAP Help. To access VIM workflows through SAP Business Workplace: 1. In SAP, click in the application toolbar.
Alternatively, follow SAP menu > Office and double-click SBWP - Workplace. 2. In Business Workplace, follow Inbox > Workflow. You can group the workflows by selecting a folder. The Grouped according to task folder, for example, groups the workflows according to the tasks to perform, like Approve Invoice in the following screenshot.
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Chapter 2 Accessing Workflows
3.
To execute a workflow, double-click on the workflow in the right pane.
2.2 Integrated Invoice Cockpit

The Integrated Invoice Cockpit gathers and displays all your VIM exceptions in one place. This applies within a single system landscape or a multiple backend system. You can start the respective dashboard by executing an exception, directly from the Integrated Invoice Cockpit. To start VIM work items through Integrated Invoice Cockpit: 1. Execute the /n/OPT/VIM_IIC transaction. Alternatively, follow OpenText LiveLink VIM Menu > SAP menu > Reports > Central Reporting > Integrated Invoice Cockpit 2. Expand the tree structure.
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Integrated Invoice Cockpit
3.
In the table, click dashboard.
to execute the work item and open it in the associated
Features
The Integrated Invoice Cockpit provides the following features: Application toolbar Refresh display of tree and table. Tree Off/Tree On Switch between view with tree structure and view without tree structure. The tree structure comprises the following node levels:
Logical system In a multiple backend system, the satellite systems are displayed at the highest level. In a single system landscape, only one logical system is displayed.
Group of exceptions (for example exceptions to Parked PO Invoices) Exceptions (for example PO Invoice Approval)
Behind each tree node, a number in brackets is displayed. This number indicates how many exceptions are assigned to the node. Double-click on any node level in the tree to display exceptions to this level in the table.
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Open the SAP Business Workplace. In a multiple backend system, a dialog box opens: Select the logical system you want to access. After return from the SAP Business Workplace to Integrated Invoice Cockpit, the tree structure and the table for the respective logical system are automatically refreshed. Table control Select, change, save, and manage layouts for the active node. VIM Baseline provides default layout variants for all nodes, but you can change the layout according to your needs. Clicking opens a context menu with the following menu items:
Select layout If layout variants have already been saved for the active node, you can select them from a list. Change layout Change the layout of the active node. For example, you can move columns or remove columns from the table, and save your changes as a new user-specific layout variant. Save layout Save the layout of the active node as a new user-specific layout variant. Manage layouts Manage existing user-specific layout variants, for example, delete variants or change the default setting. / Reserve/replace work item. Reserve A work item might be visible to more than one user. If the work item has to reserve it for you exclusively. The status Ready, select its line and click status changes to Reserved. You can also reserve more than one work item at the same time by selecting several lines. Replace To replace (unreserve) a reserved work item, select its line and click .
You can also replace more than one work item at the same time by selecting several lines. Display the workflow log with technical details of the selected work item.
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2.2
Approve / Reject Approve or reject selected work items. Depending on your authorization, the Approve and Reject buttons are displayed in the table control for exceptions of type Approval. You can approve or reject more than one work item at the same time by selecting several lines. When you click the Approve or Reject button, a confirmation dialog box opens. It lists all work items that you have selected for approval or rejection. Click Continue. If you reject work items, the Rejection Confirmation dialog box opens. Enter comments and reason for rejection and click Continue. If approval or rejection is successful, the tree structure and the table are updated. In case of errors, a dialog box opens. Note: The Integrated Invoice Cockpit also supports approval by substitutes. Dashboard Open the OpenText Unified Dashboard for the selected work item. See Using the OpenText Unified Dashboard on page 139. Refer Refer selected work items to another user. With VIM 6.0 SP1 and higher, the Integrated Invoice Cockpit supports bulk referral of DP invoices. You can select one or several invoices and refer them to another user. Limitations
Bulk referral is only available for DP invoices, that means invoices which are not yet parked or posted. Bulk referral is only available with SAP version 4.7 and higher. The Refer button is not available for invoices at the first level (Local system). The Integrated Invoice Cockpit only offers referral options that are available in every selected invoice. There must be at least one identical referral option in all selected invoices to do a bulk referral. For best results, choose a group of exceptions under Document Process, for example Missing Item Quantity(PO).
To refer a bulk of invoices to another user: 1. 2. Select several invoices of a group of exceptions, for example Missing Item Quantity(PO). Click Refer.
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3. 4. 5. Table
Select a referral option. Enter the recipients and click Continue. Enter a comment and click Save to start the referral.
See To start VIM work items through Integrated Invoice Cockpit: on page 20. Display the original scanned invoice. Display and add comments. If comments exist for the work item, the icon is highlighted. If the work item is locked, for example, because it is executed by a user, you can only display comments. Display work item. This function is similar to the Display function in SAP Business Workplace. Release work item. The Release icon in the Release: Remove Blocking Reason (Rel) column is only available for the exception LIV - Price Discrepancy under the exception group Posted PO Invoices. When you click the Release icon, a confirmation dialog box opens. Click Continue. By releasing the work item, you accept the price discrepancy. The price blocking reason is removed. If the removed price block was the last block within the invoice (no further blocking reasons for this item and no further blocked items), the invoice is released. Important
When releasing the invoice, the cash discount date in the vendor line item of the accounting document is moved. The system determines the difference between the current date and the baseline date for payment and adds it to the cash discount days. The Integrated Invoice Cockpit supports releasing invoices only if the date difference is smaller than 1,000 days.
Links in the table Navigate to the underlying transaction by clicking an underlined field value.
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Notes:
An Authority Check runs in the background. If you do not have the appropriate authorization, an error message is displayed. OpenText recommends performing any actions inside the Integrated Invoice Cockpit, not in the standard SAP transactions.
Example:
If you click a link in the Doc. no. column, the invoice is displayed in the MIR4 transaction for PO invoices, or in the FBV3 transaction for Non PO invoices. If you click a link in the Vendor Name column, the vendor is displayed in the XK03 transaction.
Work items of substitutes The table displays work items of the current user (yourself) and of users to which you have adopted a substitution. The following columns show the agent (in Org Management) who is the recipient of the work item:

AgentType AgentID
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Chapter 3
Working with the DP Dashboard

The Document Processing Document Dashboard (DP Dashboard) is the user interface for the DP workflow. You can access the DP Dashboard from the SAP Business Workplace, see Accessing Workflows on page 19. The DP Dashboard allows you to perform tasks, such as the following:

Sending documents back to rescan Validating and indexing invoice metadata Checking for duplicates Applying business rules Parking invoices Posting invoices for payment Note: Depending on your company's system configuration, the screens displayed during the various workflow steps may appear slightly different.
This chapter covers the following topics in regard to working with the DP Dashboard:

Use Cases on page 27 Screen Layout on page 28 Validating and Indexing Invoice Metadata on page 34 Checking for Duplicates on page 36 Parking Invoices on page 40 Selecting Parking Reasons - Parking Invoices on page 41 Posting Invoices for Payment on page 45
3.1 Use Cases

The following swimlane diagram shows, as an example of the DP workflow, the use case PO Invoice Exception: Invalid Data Format, Invalid Invoice Data. This use case is delivered with VIM Baseline. The swimlane discusses the process options that are available for each actor in this use case. For general information regarding swimlane diagrams, see Process Swimlanes on page 17.
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Chapter 3 Working with the DP Dashboard
3.2 Screen Layout

The DP Dashboard consists of the following panels, see Figure 3-1 on page 29:

Menu Toolbar on page 29 Application Toolbar on page 30 Header Section on page 32 Index Data Screen on page 32 Dashboard Screen on page 33
You can switch between Dashboard screen and Index Data screen by clicking the corresponding tabs above the header section.
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3.2
Screen Layout
Figure 3-1: Panels of the DP Dashboard
3.2.1 Menu Toolbar

The menu toolbar provides standard SAP features and some general VIM actions that you can perform on a document: Document Display/Change Toggle between display mode and change mode. Submit Submit the document. The document is sent to the next step in the workflow.
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Original Document Display the original invoice document in the document viewer that has been installed and configured on your desktop. Edit Comments Add comments to the document. Cancel Cancel the document processing and return to the SAP Business Workplace. OpenText About Display OpenText component and version information. Documentation Display the documentation.
3.2.2 Application Toolbar

The application toolbar provides general actions that you can perform on a document in the DP workflow. Note: Depending on the configuration of your system, some buttons might be missing for the work item you are working on. Comments Add comments to the document. Submit Submit the document to the next step in the workflow. Obsolete Set the document to obsolete. The document is removed from the workflow. Image Display the original invoice document in the document viewer that has been installed and configured on your desktop. Duplicate Confirm this document to be a duplicate. Not Duplicate Confirm this document to be no duplicate. Rescan Send this document back to the scan operator to rescan the document. Help Invoke the help function. icon Display OpenText component and version information.
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Screen Layout
Bypass/Simulate Business Rules Invoke the Bypass/Simulate Business Rules function which will display a popup with all steps and their status, similar to the following.
In the Status column, the following icons can be displayed: Business rule failure (exception) Business rule success (no exception) To bypass a business rule: 1. Click in the Bypass column.
The Confirm Activation dialog box opens. 2. Click Yes. The Bypass Comments for Rule dialog box opens. 3. Enter comments and click Save. The icon in the Bypass column changes to is selected to bypass. 4. To activate the business rule, click the which means the business rule .
icon. This changes the icon to
A new record is added to /OPT/VIM_1LOG with the bypassed business rule. Comments entered in this step and Status messages from business rules can be viewed in Process Log, Comments column of each Business Rule message (in Process log) will have this information. 5. Repeat this procedure for all steps that need to be bypassed.
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6. 7.
Close the Bypass/Simulate Business Rules popup. Access the Dashboard tab. In the Process Options, click Run Business Rules. This will reapply business rules and skip the business rules which you selected to bypass.
3.2.3 Header Section

The header section is available both in the Dashboard screen and in the Index Data screen. It displays all the header information of the document.
3.2.4 Index Data Screen

The Index Data screen allows you to view or enter indexing data for the DP document. For details, see Validating and Indexing Invoice Metadata on page 34.
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3.2.5 Dashboard Screen

The Dashboard screen comprises the following panels:

Process Options Process Log
3.2.5.1 Process Options Panel

The Process Options panel allows you to perform the following types of options for the particular work item: Action Perform an action on the document, for example Change Doc Type, Park Invoice, or Post Invoice. Usually business rules are applied automatically. The Run Business Rules action re-applies the business rules and validates the document in the background. After this action is run, the process type might change or the invoice might go to the next workflow.
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Referral Refer the document to another user, for example Refer to Non-PO AP Processor or Refer to Vendor Maintenance. The Receiving Actor column indicates the role that will receive the work item once the option has been performed successfully. Note: The options that are actually available in the Process Options panel depend on your role, the document type, and the business process.
3.2.5.2 Process Log Panel

The Process Log panel lists all processes for the particular work item. The logs are presented in the SAP List Viewer (ALV). For details on ALV, click above the Process Log panel.
Approval Details Display
VIM 5.2 SP5 introduces the following new feature: Next to every Completed or is displayed to indicate that there are more Rejected Approval, a Display icon details available.
Click the box.
icon to display all approval actions for this process in a separate dialog to display the
In the dialog box, you can click the Display Comments icon comments in an editor.
3.3 Validating and Indexing Invoice Metadata

If Optical Character Recognition (OCR) is used, the system will extract and insert metadata from the original invoice into the Index Data screen, automatically. However, depending on your system configuration, you may have to index additional metadata manually. In any case, you have to validate the correctness of the automatically inserted metadata. Without OCR, you have to index the invoice metadata manually. To index metadata manually: 1. Access the SAP Business Workplace, see Accessing Workflows on page 19.
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Validating and Indexing Invoice Metadata
2. 3. 4. 5. 6.
From the Grouped according to task folder, select DP Document Dashboard In the right pane, double-click a document with the title Process Document <document number>. The DP Dashboard opens, displaying the selected document. For details about the DP Dashboard, see Screen Layout on page 28. Make sure the Index Data screen is displayed. To display the original invoice document, click Image in the application toolbar.
Figure 3-2: Index Data screen and displayed invoice document Important The layout of the indexing fields, which fields are displayed, and which fields are mandatory, has been configured according to the needs of your company. 7. 8. Depending on your configuration, enter the required values. To submit the document with the values you have entered, click Submit in the application toolbar. If indexing values are missing when you click Submit, the system displays an error message, showing the missing indexing value.
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After submit, DP business rules and Invoice Exception business rules apply to the document. If no exceptions are found, the invoice is posted automatically.
3.4 Checking for Duplicates

You need to detect duplicate invoices in order to prevent double payment. If you confirm documents to be duplicates, they become obsolete. If you confirm documents to be no duplicates, they continue the workflow. Prerequisites

You are assigned with the Duplicate Checker role. The work item in the DP Document Dashboard folder of the SAP Business Workplace has the title Check Duplicates for Document <document number>.
If the prerequisites apply, you have the option to determine if the work item is indeed a duplicate or not. The following swimlane diagram shows the process options for each actor in the Duplicate Check exception. The swimlane only shows the process for PO invoices but similar process options apply to Non PO invoices. For general information regarding swimlane diagrams, see Process Swimlanes on page 17.
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Checking for Duplicates
To check for duplicates: 1. 2. 3. 4. 5. Access the SAP Business Workplace, see Accessing Workflows on page 19. From the Grouped according to task folder, select DP Document Dashboard In the right pane, double-click a document with the title Check Duplicates for Document <document number>. The DP Dashboard opens, displaying the selected document. For details about the DP Dashboard, see Screen Layout on page 28. Make sure the Index Data screen is displayed.
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6.
Check the Duplicate Index Records panel at the bottom of the Index Data screen. The Duplicate Index Records panel shows all the documents that might be a duplicate. You can use it to determine if the document is really a duplicate or not. Confirm the document as duplicate or not duplicate:

7.
To confirm the document as duplicate: on page 38 To confirm the document as not duplicate: on page 39
To confirm the document as duplicate: 1. In the DP Dashboard, click Duplicate in the application bar.
The Confirm Duplicate dialog box opens.
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2.
Click Yes to confirm the document as duplicate. The document becomes obsolete.
To confirm the document as not duplicate: 1. In the DP Dashboard, click Not Duplicate in the application bar.
The Confirm Not Duplicate dialog box opens.
2.
Click Yes to confirm the document as not duplicate. The document is submitted and continues the workflow. If there are no exceptions, the document is posted.
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3.5 Parking Invoices

Parking an invoice means that it is not posted and waiting for further processing. To park an invoice, you need to enter a parking reason. Prerequisites

You are assigned with the Account Payable Processor role. The work item in the DP Document Dashboard folder of the SAP Business Workplace has the title Create SAP Document for <document number>.
If the prerequisites apply, you have the option to create a SAP document by parking the invoice. To park an invoice: 1. 2. 3. 4. 5. Access the SAP Business Workplace, see Accessing Workflows on page 19. From the Grouped according to task folder, select DP Document Dashboard In the right pane, double-click a document with the title Create SAP Document for <document number>. The DP Dashboard opens, displaying the selected document. For details about the DP Dashboard, see Screen Layout on page 28. Make sure the Dashboard tab is displayed.
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Selecting Parking Reasons - Parking Invoices
6.
Click Park PO Invoice (or Park Non PO Invoice for a Non PO Invoice). The standard SAP Park vendor invoice: Company Code <####> screen opens.
7.
Perform one of the following actions: Park Click . The Choose Parking Reason dialog box opens. See Selecting Parking Reasons - Parking Invoices on page 41 Post Click Post. The system tries to post and run the business rule.
3.6 Selecting Parking Reasons - Parking Invoices

This section describes the user interface for entering parking reasons in invoice parking transactions. The specifics of the actual parking reasons and the associated functionality can vary, depending on the system configuration. This section also describes how to enter parking reasons and the associated functionality of entering comments. The parking process differs for PO invoices and Non PO invoices.

Parking PO Invoices on page 41 Parking Non PO Invoices on page 43
3.6.1 Parking PO Invoices

You can park PO invoices (also called Logistic Invoices) using the MIR7 (actually parking the invoice) or MIRO (saving the invoice without parking) transactions. At the end of the process, a dialog box opens that asks you to select a parking reason. You can also execute the MIR7 transaction to manually create a new PO invoice or the MIR4 transaction to display an existing invoice. The following procedure uses the MIR7 transaction. To park PO invoices: 1. Execute the MIR7 transaction.
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2.
Click
If no further changes are necessary, click Save as completed in the application toolbar. The Choose Parking Reason dialog box opens.
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3. 4.
Optional
If you want to add comments to the invoice, click Comments.
Select a Parking Reason from the list. Depending on the reason chosen and the system configuration, you might be asked to enter additional information in a sub screen that is displayed below the parking reason.
5.
Click Continue. A confirmation dialog box opens.
6.
Click Continue to finish parking and return to your SAP inbox.
3.6.2 Parking Non PO Invoices

You can park Non PO invoices (also called Financial Invoices) using the FV60 (parking incoming invoice) or F-63 (parking the Vendor Invoice Header only) transaction. At the end of the process, a dialog box opens that asks you to select a parking reason. You can also execute the FV60 transaction to manually create a new Non PO invoice, or the FBV3 transaction to display an existing invoice, or the FBV2 transaction to change an existing invoice. The following procedure uses the FV60 transaction. To park Non PO invoices: 1. Execute the FV60 transaction.
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2.
Click
If no further changes are necessary, click Save as completed. The Choose Parking Reason dialog box opens.
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Posting Invoices for Payment
3. 4.
Optional
If you want to add comments to the invoice, click Comments.
Select a Parking Reason from the list. Depending on the reason chosen and the system configuration, you might be asked to enter additional information in a sub screen that is displayed below the parking reason.
5.
Click Continue. A confirmation dialog box opens.
6.
Click Continue to finish parking and return to your SAP inbox.
3.7 Posting Invoices for Payment

Direct posting of an invoice from DP is done automatically. That means if the indexer enters the indexing data and submits, the invoice is posted automatically, if there are no exceptions. You can perform a manual posting from various dashboards in VIM. Prerequisite
You are assigned with the Indexer or Account Payable Processor role.
To post an invoice for payment: 1. 2. 3. Access the SAP Business Workplace, see Accessing Workflows on page 19. From the Grouped according to task folder, select the task containing the invoice document you want to post. In the right pane, double-click the document you want to post.
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4. 5.
The DP Dashboard opens, displaying the selected document. For details about the DP Dashboard, see Screen Layout on page 28. Make sure the Dashboard tab is displayed.
6.
Click Post PO Invoice. The invoice is posted automatically in the background.
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Working with the Invoice Exception Dashboards

The Invoice Exception Dashboards (IE Dashboards) are the user interfaces for processing documents through the Invoice Exception processes (IE processes). IE processes comprise the following processes with their respective sub dashboards: PO parking process PO Parked Invoice Dashboard, see Working with the PO Parked Invoice Dashboard on page 48. PO blocking process PO Invoice Dashboard (Line level), see Working with the PO Invoice Dashboard (Line Level) on page 55. PO Invoice Dashboard (Header WF), see Working with the PO Invoice Dashboard (Header WF) on page 58. Non PO parking process Non-PO Invoice Dashboard, see Working with the Non-PO Invoice Dashboard on page 61. For each of the above processes, a slightly different set of IE Dashboard will show up with the relevant data and options for the specific kind of invoice. You can access the IE Dashboards from the SAP Business Workplace, see Accessing Workflows on page 19.
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Chapter 4 Working with the Invoice Exception Dashboards
4.1 Working with the PO Parked Invoice Dashboard

Whenever a PO invoice gets parked for any reason, the PO parking process is triggered to process the parked document. The actual process depends on the parking reason chosen at the time of parking the document and the type of the document, see Selecting Parking Reasons - Parking Invoices on page 41. In some business processes such as Vendor Mismatch (see Use Cases on page 49), the actual parking of the invoice happens in the background, and the background process selects the parking reason appropriately. The parking might be triggered by performing the park invoice action in the DP Dashboard. The configuration of the various process flows determines the exact sequence of steps and other characteristics of the process. All the participants of the process get a work item Process Dashboard for Parked Invoice <document number> in their PO Parked Invoice Dashboard folder in the Business Workplace. Opening the work item displays the PO Parked Invoice Dashboard for the work item. The PO Parked Invoice Dashboard enables you to perform all actions needed to address the particular exception. Exceptions base on the use cases and the business process defined in your company, see Use Cases on page 49. Note: Depending on your company's system configuration, the screens displayed during the various workflow steps may appear slightly different. This chapter covers the following topics in regard to working with the PO Parked Invoice Dashboard:
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Use Cases on page 49 Screen Layout on page 50
4.1.1 Use Cases

The following swimlane diagram shows, as an example of the IE process, the use case PO Invoice Exception: Vendor Maintenance Required; Vendor Mismatch. This use case is delivered with VIM Baseline. The swimlane discusses the process options that are available for each actor in this use case. For general information regarding swimlane diagrams, see Process Swimlanes on page 17.
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4.1.2 Screen Layout

The PO Parked Invoice Dashboard comprises the following panels, see Figure 4-1 on page 50:

Menu Toolbar on page 50 Application Toolbar on page 51 Parked Document Information on page 51 Process Options on page 51 Process History on page 52
Figure 4-1: Panels of the PO Parked Invoice Dashboard
4.1.2.1 Menu Toolbar

The menu toolbar provides standard SAP features and some general VIM actions that you can perform on a document:
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Edit Create/Edit Comments Add comments to the document or edit existing comments. OpenText About Display versions of the OpenText software. Documentation Display the documentation.
4.1.2.2 Application Toolbar

The application toolbar provides general actions that you can perform on a document in the PO Parked Invoice Dashboard. The following buttons are available: Note: Depending on the configuration of your system, some buttons might be missing for the work item you are working on. Create/Edit Comments Add comments to the document or edit existing comments. Dashboard Access the OpenText Unified Dashboard. For details on the OpenText Unified Dashboard, see Using the OpenText Unified Dashboard on page 139.
4.1.2.3 Parked Document Information

The Parked Document Information panel displays general information about the invoice and provides the following buttons: SAP Invoice Display the SAP invoice in the MIR4 transaction. Orig. Invoice Display the original scanned invoice in the Image Viewer installed and configured on your desktop. Purchase Order Display the Purchase Order (PO) of the invoice.
4.1.2.4 Process Options

The Process Options panel allows you to perform the following types of options for the particular work item: Action Perform an action on the document, for example Change/Post (PO) or Change Park Reason.
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Referral Refer the document to another user, for example Refer to PO Invoice AP Processor or Refer to Vendor Maintenance. The Receiving Actor column indicates the role that will receive the work item once the option has been performed successfully. Note: The options that are actually available in the Process Options panel depend on your role, the document type, and the business process.
4.1.2.5 Process History

The Process History panel lists all processes for the particular work item. The logs are presented in the SAP List Viewer (ALV). For details on ALV, click the icon above the Process History panel.
4.2 Working with the PO Blocked Dashboards

A PO based invoice that is posted might get blocked for various reasons (primarily for price or quantity discrepancies). This case triggers a workflow for each of the invoice line blocks. The actual process depends on the block reason for the particular item. The configuration of the various process flows determines the exact sequence of steps and other characteristics of the process.
Line level
A line level block means that an invoice is blocked and it needs to be resolved at line level. Line level means the accounting information like cost assignment, cost center, G/L, etc. In the Index Data tab of the DP Dashboard, the Item Details panel represents the line level. An example for a line level block is Quantity Discrepancy. Line level block options include Create new PO, or Post Goods Receipt.
Header level
Once all the exceptions are resolved for line level, the invoice is at header level. Header level means the overall invoice information, like currency, net amount, tax amount, vendor address etc. In the Index Data tab of the DP Dashboard, all information above the Item Details panel represents the header level. At header level, you can only perform actions on the invoice as a whole such as Post, Park, or Cancel. All the participants of the process get a work item in the Business Workplace, called Process Dashboard for Invoice - <document number> for line level, and Header Lvl dashboard - <document number> for header level. Opening the work item displays one of the PO Blocked Dashboards, PO Invoice Dashboard (Line Level) or PO Invoice Dashboard (Header WF), for the work item. The PO Blocked Dashboards enable you to perform all actions needed to address the particular exception. Exceptions base on the use cases and the business process defined in your company, see Use Cases on page 53.
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Working with the PO Blocked Dashboards
Note: Depending on your company's system configuration, the screens displayed during the various workflow steps may appear slightly different.
4.2.1 Use Cases

There are two main use cases for the PO Blocked process: Price Block and Quantity Block. The following diagrams show the Price Block process. This use case is delivered with VIM Baseline. The swimlane discusses the process options that are available for each actor in this use case. For general information regarding swimlane diagrams, see Process Swimlanes on page 17.
Figure 4-2: Blocked for Payment due to Price Discrepancies Page 1
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Figure 4-3: Blocked for Payment due to Price Discrepancies Page 2
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The following diagram shows the Quantity Block process. This use case is delivered with VIM Baseline. The swimlane discusses the process options that are available for each actor in this use case. For general information regarding swimlane diagrams, see Process Swimlanes on page 17.
4.2.2 Working with the PO Invoice Dashboard (Line Level)

The PO Invoice Dashboard (Line Level) comprises the following panels, see Figure 4-4 on page 56:

Menu Toolbar on page 56 Application Toolbar on page 57 Blocked Document Info on page 57 Process Options on page 57
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Process History on page 58
Figure 4-4: Panels of the PO Invoice Dashboard (Line Level)

The menu toolbar provides standard SAP features and some general VIM actions that you can perform on a document: Edit Create/Edit Comments Add comments to the document or edit existing comments. OpenText About Display versions of the OpenText software.
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Documentation Display the documentation.

The application toolbar provides general actions that you can perform on a document in the PO Invoice Dashboard (Line Level). The following buttons are available: Note: Depending on the configuration of your system, some buttons might be missing for the work item you are working on. Create/Edit Comments Add comments to the document or edit existing comments. Dashboard Access the OpenText Unified Dashboard. For details on the OpenText Unified Dashboard, see Using the OpenText Unified Dashboard on page 139.
4.2.2.3 Blocked Document Info

The Blocked Document Info panel displays general information about the invoice and provides the following buttons: Orig. Inv Display the original scanned invoice in the Image Viewer installed and configured on your desktop. PO History Display the history of the invoice's Purchase Order (PO). Purchase Order Display the Purchase Order (PO) of the invoice. Goods Receipt Display the respective Goods Receipt. SAP Invoice Display the SAP invoice in the MIR4 transaction.

The Process Options panel allows you to perform the following types of options for the particular work item: Action Perform an action on the document, for example Create PO, Change PO or Create Contract. Referral Refer the document to another user, for example Refer to Info Provider.
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Authorization Authorize others to perform options, for example Authorize AP to Cancel Invoice or Short Pay. The Receiving Actor column indicates the role that will receive the work item once the option has been performed successfully. Note: The options that are actually available in the Process Options panel depend on your role, the document type, and the business process.

4.2.3 Working with the PO Invoice Dashboard (Header WF)

The PO Invoice Dashboard (Header WF) comprises the following panels, see Figure 4-5 on page 59:

Menu Toolbar on page 59 Application Toolbar on page 60 Invoice Information on page 60 Process Options on page 60 Process History on page 60
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Figure 4-5: Panels of the PO Invoice Dashboard (Header WF)

The menu toolbar provides standard SAP features and some general VIM actions that you can perform on a document: Edit Create/Edit Comments Add comments to the document or edit existing comments. OpenText About Display versions of the OpenText software.
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Documentation Display the documentation.

The application toolbar provides general actions that you can perform on a document in the PO Invoice Dashboard (Header WF). The following buttons are available: Note: Depending on the configuration of your system, some buttons might be missing for the work item you are working on. Create/Edit Comments Add comments to the document or edit existing comments. Dashboard Access the OpenText Unified Dashboard. For details on the OpenText Unified Dashboard, see Using the OpenText Unified Dashboard on page 139.
4.2.3.3 Invoice Information

The Invoice Information panel displays general information about the invoice and provides the following buttons: SAP Invoice Display the SAP invoice in the MIR4 transaction. Orig. Invoice Display the original scanned invoice in the Image Viewer installed and configured on your desktop. Purchase Order Display the Purchase Order (PO) of the invoice.

The Process Options panel allows you to perform the following types of actions for the particular work item: Action Perform an action on the document, for example Short Pay. The Send Back option sends the invoice workflow back to the previous user (Buyer in the example, see Figure 4-5 on page 59).

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Working with the Non-PO Invoice Dashboard
4.3 Working with the Non-PO Invoice Dashboard

Whenever a Non PO invoice gets parked for any reason, the Non PO parking workflow is triggered to process the parked document. The actual process depends on the parking reason chosen at the time of parking the document, see Selecting Parking Reasons - Parking Invoices on page 41. In some business processes, the actual parking of the invoice happens in the background, and the background process selects the parking reason appropriately. The configuration of the various process flows determines the exact sequence of steps and other characteristics of the process. All the participants of the process get a work item Process Dashboard for Parked Invoice <document number> in their Non-PO Invoice Dashboard folder in the Business Workplace. Opening the work item displays the Non-PO Invoice Dashboard for the work item. The Non-PO Invoice Dashboard enables you to perform all actions needed to address the particular exception. Exceptions base on the use cases and the business process defined in your company, see Use Cases on page 61. Note: Depending on your company's system configuration, the screens displayed during the various workflow steps may appear slightly different. This chapter covers the following topics in regard to working with the Non-PO Invoice Dashboard:

Use Cases on page 61 Screen Layout on page 62
4.3.1 Use Cases

The following swimlane diagram shows, as an example of the Non PO parking workflow, the use case Non PO Invoice Exception: Tax Audit Required. This use case is delivered with VIM Baseline. The swimlane discusses the process options that are available for each actor in this use case. For general information regarding swimlane diagrams, see Process Swimlanes on page 17.
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4.3.2 Screen Layout

The Non-PO Invoice Dashboard comprises the following panels, see Figure 4-6 on page 63:

Menu Toolbar on page 63 Application Toolbar on page 64 Parked Document Information on page 64 Process Options on page 64 Process History on page 65 Approver History (Optional) on page 65
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Figure 4-6: Panels of the Non-PO Invoice Dashboard

The menu toolbar provides standard SAP features and some general VIM actions that you can perform on a document:
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Edit Create/Edit Comments Add comments to the document or edit existing comments. OpenText About Display versions of the OpenText software. Documentation Display the documentation.

The application toolbar provides general actions that you can perform on a document in the Non-PO Invoice Dashboard. The following buttons are available: Note: Depending on the configuration of your system, some buttons might be missing for the work item you are working on. Create/Edit Comments Add comments to the document or edit existing comments. Dashboard Access the OpenText Unified Dashboard. For details on the OpenText Unified Dashboard, see Using the OpenText Unified Dashboard on page 139.
4.3.2.3 Parked Document Information

The Parked Document Information panel displays general information about the invoice and provides the following buttons: SAP Invoice Display the SAP invoice in the MIR4 transaction. Orig. Invoice Display the original scanned invoice in the Image Viewer installed and configured on your desktop.

The Process Options panel allows you to perform the following types of options for the particular work item: Action Perform an action on the document, for example Delete Invoice (NPO), Change Park Reason or Submit for Approval. Referral Refer the document to another user, for example Refer to AP Processor or Refer to Info Provider.
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The Receiving Actor column indicates the role that will receive the work item once the option has been performed successfully. Note: The options that are actually available in the Process Options panel depend on your role, the document type, and the business process.

4.3.2.6 Approver History (Optional)

If Invoice Approval is implemented and used, the Approver history panel is displayed at the bottom of the Non-PO Invoice Dashboard. The Approver history panel shows you the stack trace (logs) of all the actions on coding and approving the particular invoice.
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Chapter 5
Approving Invoices
Prerequisites
You are assigned with one of the following roles:

Coder Requestor Approver Accounts Payable
The work item in the Approve Invoice folder of the SAP Business Workplace has the title Invoice <document number> is waiting for approval.
If the prerequisites apply, you have the option to perform coding, approving, and rejecting the invoice, depending on the configuration.
5.1 Use Cases

The following swimlane diagram shows the Invoice Approval process, represented by the use case PO Invoice Exception: Approval required. This use case is delivered with VIM Baseline. The swimlane discusses the process options that are available for each actor, for example Coder, in this use case. For general information regarding swimlane diagrams, see Process Swimlanes on page 17.
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Chapter 5 Approving Invoices
5.2 Approve Invoice Entry Screen

In the Approve Invoice entry screen, you can perform the following actions in the Invoice Approval process:

Entering Accounting Information on page 70 Delegating the Information Entry on page 71 Approving the Invoice on page 72 Rejecting the Invoice on page 73 Collaborating in the Approval Process on page 75 Adding and Viewing Attachments on page 77
To access the Approve Invoice entry screen: 1. Access the SAP Business Workplace, see Accessing Workflows on page 19. Alternatively, you can use the Integrated Invoice Cockpit, see Approve / Reject on page 23. 2. 3. 4. From the Grouped according to task folder, select Approve Invoice. In the right pane, double-click a document with the title Invoice <document number> is waiting for approval. The Approve Invoice entry screen opens, displaying the selected document.
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Approve Invoice Entry Screen
5.
The following buttons are available: View Invoice Image Display the original scanned invoice in the Image Viewer installed and configured on your desktop. Unified Dashboard Access the OpenText Unified Dashboard. For details on the OpenText Unified Dashboard, see Using the OpenText Unified Dashboard on page 139. Display DP Display the DP document of the invoice. Add Attachment Display Attachments See Adding and Viewing Attachments on page 77 I will enter accounting information See Entering Accounting Information on page 70 Note: You might want to display the accounting information directly without clicking the I will enter accounting information button. Your administrator can modify the configuration, so you can see the accounting information fields immediately. The modified configuration will also remove the I want someone else to enter accounting information button from the Approve Invoice screen.
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I want someone else to enter accounting information See Delegating the Information Entry on page 71 Add Comments Add comments to the document. Refer See Collaborating in the Approval Process on page 75 Approve See Approving the Invoice on page 72 Reject See Rejecting the Invoice on page 73 Return to Inbox Cancel and return to SAP Business Workplace. Switch to the Additional Details tab to display further information about the particular invoice.
5.3 Entering Accounting Information

Before approving an invoice, you need to enter the required accounting information, for example, the cost center or the item amount. Prerequisites

To enter accounting information, you must be assigned to perform coding. Consult your Accounts Payable department for details on the account information you need to enter.
To enter accounting information: 1. 2. Access the Approve Invoice entry screen, see To access the Approve Invoice entry screen: on page 68. Click I will enter accounting information. Note: You might want to display the accounting information directly without clicking the I will enter accounting information button. Your administrator can modify the configuration, so you can see the accounting information fields immediately. The modified configuration will also remove the I want someone else to enter accounting information button from the Approve Invoice screen.
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3. 4.
Enter required accounting information. Once you have finished entering information, do one of the following:
Click
to save the work item.
The work item is saved and remains in your inbox.
Click Approve to approve the invoice. The Approve Confirmation screen opens, see Approving the Invoice on page 72.
5.4 Delegating the Information Entry

To delegate the entry of accounting information: 1. 2. Access the Approve Invoice entry screen, see To access the Approve Invoice entry screen: on page 68. Click I want someone else to enter accounting information.
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3.
In the Please Specify the Coder field, enter the person you want to enter accounting information. Click Name Search to search for the person.
4.
Click Approve to continue to the Approve Confirmation screen (see Approving the Invoice on page 72), and finish the process. The invoice is routed to the selected coders inbox.
5.5 Approving the Invoice

To approve the invoice: 1. 2. Access the Approve Invoice entry screen, see To access the Approve Invoice entry screen: on page 68. Click Approve.
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3. 4.
In the Approve Confirmation screen, enter comments in the Comments field, if necessary. Click Continue to approve the invoice and return to SAP Business Workplace. Depending on the configuration, the approved invoice is forwarded to the next approval step if there is any, is posted, or is routed back to Accounts Payable for further processing.
5.6 Rejecting the Invoice

To reject the invoice: 1. 2. Access the Approve Invoice entry screen, see To access the Approve Invoice entry screen: on page 68. Click Reject.
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3. 4.
In the Rejection Confirmation screen, enter a reason for the rejection, and click Continue to reject the invoice and return to SAP Business Workplace. Select a rejection reason, if you are prompted to do so. Depending on the configuration, the invoice is sent back to the previous approver if there is any, or is routed back to Accounts Payable for further processing.
5.7 Invoice Approval Email

VIM can be configured to send out an email whenever there is a new invoice waiting for approval. You will receive an email similar to the following:
Note: Your email might look different, depending on the system configuration. The email might ask you to access your SAP inbox.
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Collaborating in the Approval Process
5.8 Collaborating in the Approval Process

With VIM 5.2 SP1, approvers/coders have the option to refer the invoice from the approval screen to other users for information. Therefore, VIM 5.2 SP1 introduces the new button Refer in the Approve Invoice entry screen, as shown in the following figure.
To refer an invoice for more information: 1. In the Approve Invoice entry screen, click Refer.
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In the Refer Invoice screen, you can enter comments and select the Referee user to whom you want to refer the invoice for more information. 2. The following actions are available: Referee ID Type the Referee ID directly or perform a search by clicking Name Search. Wait for Referee feedback Select this check box to have the approval work item transferred from your inbox to your Resubmission folder. The work item will remain in the Resubmission folder until the Referee refers the invoice back to you.
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Adding and Viewing Attachments
Alternatively, you can end the resubmission of the work item, manually. In case you approve or reject the invoice before the Referee feedback, the work item in the Referees inbox will be automatically terminated. Comments You can enter comments for the Referee as shown in the figure above. 3. Click Continue. If the Refer action is successful, you are taken to the SAP Business Workplace. In case of any errors, a message is displayed. Note: You can refer the invoice to only one person at a time. To provide additional information as the Referee: When an approver/coder refers the invoice for information to you as the Referee, you will have a work item in your SAP inbox. You can then provide the required information in the form of attachments or comments. You do not have the authorization to change or add coding lines or to approve or reject the invoice.
5.9 Adding and Viewing Attachments

Since VIM 5.2 SP1, you can add attachments to the invoice from the approval screen. You can also see attachments added by other users from the approval screen.
The following buttons on the approval screen provide this functionality: Add Attachment Click this button to add new attachments to the invoice from your desktop. Display Attachments Click this button to view all attachments to the invoice from the approval screen. Since VIM 5.2 SP4, the following information is displayed for each attachment, if there are multiple attachments:
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Note: If there is only one attachment, the attachment is opened without displaying the information.

file name of the attachment user ID of the person who added the attachment date and time of the attachment Note: This information is only displayed for files that are attached after implementation of VIM 5.2 SP4. For files that are attached before implementing SP4, the archive ID of the attachment (a 40 character alpha-numeric code) is displayed in the File name field.
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Chapter 6
Approving Invoices Using OpenText Approval Portal

Using OpenText Approval Portal addresses one challenge: Most of the approvers are not frequent SAP users and do not wish to learn SAP just to approve an invoice or DP document once in a while. The Approval Portal provides a concise and userfriendly web interface for these users. The interface is designed to deliver the right amount of information to the approvers to make a quick decision. The Approval Portal can be deployed as a J2EE application where you access the application directly through an URL provided by the administrator. The Approval Portal can also be deployed as a J2EE application but is wrapped inside the SAP NetWeaver Portal (NWP); you navigate to the Approval Portal site given by the administrator. For prerequisites and use cases regarding IAP, see Approving Invoices on page 67. The Approval Portal supports Internet Explorer 6.0, Internet Explorer 7.0, and Internet Explorer 8.0. If you want to open another session with a different user login in Internet Explorer 8.0, click File > New Session to open a new browser window. The following configurations are required in the browser:

JavaScript must be enabled. If you want to automatically display invoice images, the popup blocker must be turned off.
6.1 Working with the Invoice Approval Screen

The Invoice Approval screen comprises the following sections:

Invoice Approval (inbox) Processed Invoices
To access the Invoice Approval screen: Login to the Approval Portal. Alternatively, log in to the SAP NetWeaver Portal and navigate to the Approval Portal.
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Note: The title and the way to navigate to Invoice Approval might be different on your system as it is defined by the administrator. Ask your administrator or the AP personnel for correct information.
6.1.1 Invoice Approval Section

The Invoice Approval section contains a list of invoices that require your action. Invoices to be approved shows you how many invoices are waiting for your approval. To refresh the list with data from SAP, click the Refresh button .
To invoke the Personalize screen, click the Personalize link. For details about the Personalize screen, see Working with the Personalize Screen on page 83. In the Invoice Approval section, the following columns are always displayed:

Invoice No. Logical System Open Invoice Actions column with Approve and Reject History Note: The remaining Invoice Approval fields are configurable in the Personalize screen.
In the Invoice Approval section, the following actions are available: Sorting the list Click a column header link to sort the list by the selected column. Opening the Processing Invoice screen Click the invoice's link under Invoice No. to open the Processing Invoice screen with details on the selected invoice.
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Working with the Invoice Approval Screen
Opening the invoice image Click the icon in the Open Invoice column to display the original scanned invoice in the Image Viewer installed and configured on your computer. Opening the approval confirmation screen If the Approve link is enabled, click it to directly access the Approve screen without going to the Processing Invoice screen. Note: This is only available if you are not required to do any coding. You can select more than one invoice for approval at the same time: For each invoice, select the check box at the beginning of its line, and then click Approve Selected Invoices. See Approving Invoices on page 94. Opening the rejection confirmation screen If the Reject link is enabled, click it to directly access the Reject screen without going to the Processing Invoice screen. Note: This is only available if you are not required to do any coding. You can select more than one invoice for rejection at the same time: For each invoice, select the check box at the beginning of its line, and then click Reject Selected Invoices. See Rejecting Invoices on page 95. Displaying the invoice's history Click the History link of an invoice to display the history. To hide the history, click the History link once more.
6.1.2 Processed Invoices Section

The Processed Invoices section shows invoices that you have performed actions on in a result list.
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The Processed Invoices section also provides a Search Screen in which you can enter search criteria for the invoices to be displayed. Important You have to perform a search to have the list displayed. Result list The search result list behaves similar to the regular Invoice Approval invoice list, with the following exceptions:
The Invoice Status field is added. Move the mouse over the letter in this field to display the status of the invoice. The Approve and Reject buttons are removed. The Invoice Detail screen is displayed read-only when you click the invoice's link under Invoice Doc No or under Invoice Detail.
Search Screen This section allows you to enter search criteria for the invoices that you have processed. Note: Your administrator configures the search fields so they might look different from the screenshot above. In the Search Screen, the following actions are available:
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Adding input fields Click the More link, where available, to enter multiple search criteria for a field. Example: Company code
Selecting the date Click the calendar button to select the date. Displaying and hiding the Advanced search section Click the Advanced search link to display the Advanced search section, and Hide to hide it. Performing the search Enter one or more search criteria and click Search. The results of your search are displayed in the result list. Clearing the search fields Click Clear Fields to remove all your entries from the Search Screen.
6.2 Working with the Personalize Screen

The Personalize screen allows you to maintain general settings of the IAP web interface, according to your needs. In the Personalize screen, the following areas are available:

View on page 84 Regional Settings on page 86 Workflow Settings on page 87
To configure general settings: 1. To open the Personalize screen, click the Personalize link in the header. The Personalize screen is displayed. 2. Configure settings in the particular areas of the Personalize screen. See the following sections.
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3.
When you have finished the configuration, click Save.
6.2.1 View
In the View area of the Personalize screen, you can configure some general and inbox settings.
Default SAP System Select which SAP system you want to use as the user preference default for your Invoice Approval page. If multiple logical systems can be selected, only the first logical system is considered. This will apply to the following settings:

Number of Invoices shown per page Available Fields/Current Fields Regional Settings
General Settings Show Invoice Clear the check box to configure that View Invoice must be clicked to display the invoice image in the detail page. Select the check box, and then select an option from the drop-down list to indicate where the invoice image should be displayed when opening the detail page. The following options are available:
Separate Window
The invoice image is displayed in a separate window when you open the detail page.
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Left
The invoice image is displayed on the left side in the detail page. The invoice image is displayed on the right side in the detail page.
Right
Show Details Select this check box to automatically open the Invoice Detail section in the Processing Invoice screen. Clear this check box to display only the Details link in the Processing Invoice screen. Show History Select this check box to automatically open the History section in the Processing Invoice screen. Clear this check box to display only the History link in the Processing Invoice screen. Receive email notification Select this check box to receive an email notification regarding any invoice that requires your attention. Retrieve History in Processed Invoice List Select this check box to display the History column in the Processed Invoices list. By default, the check box is cleared. Clearing the check boxes speeds up the retrieval of the Processed Invoices list. If you perform changes, click Refresh or log out and log in again to see the changes. Inbox Settings Number of Invoices shown per page Enter the number of invoices to be displayed in the Invoice Approval list and the Processed Invoices list. Show Referred Invoices Select this check box to display all referred invoices in the Invoice Approval list. Clear this check box to avoid displaying invoices that are referred or waiting for feedback from the referee in the Invoice Approval list. Retrieve History Select this check box to display the History column in the Invoice Approval list. By default, the check box is cleared. Clearing the check boxes speeds up the retrieval of the Invoice Approval list. If you perform changes, click Refresh or log out and log in again to see the changes.
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Available Fields/Current Fields This area allows you to configure which columns (fields) are displayed in the Invoice Approval list. Note: The following fields are always displayed and cannot be configured:

Invoice Doc No Invoice Status (Processed Invoices list, only) View Image Actions column with Approve and Reject History
The Available Fields list shows all available fields for the Invoice Approval list and the Processed Invoices list. The Current Fields list shows the fields that are currently displayed in the Invoice Approval list. You can use the following buttons to configure the display of fields: Add Mark a field in the Available Fields list and click Add to move the field to the Current Fields list. Delete Mark a field in the Current Fields list and click Delete to move the field back to the Available Fields list. Up Mark a field in the Current Fields list and click Up to move the field up in the sequence. Down Mark a field in the Current Fields list and click Down to move the field down in the sequence.
6.2.2 Regional Settings

The Regional Settings area allows you to configure default values for language, currency, decimal notation and date format to be used throughout the Approval Portal.
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Select the Default Language, your preferred Decimal Notation, and your preferred Date Format from the drop-down lists.
6.2.3 Workflow Settings

In the Workflow Settings area, you can configure settings like the default coder, the maximum number of list items, and delegation.
Default Coder Select the default coder that you want to do the coding. The drop-down list shows the previously selected coders. Alternatively, search for a different person: Click the person screen. icon to open the Find
Maximum number of List Items Determine how many names to be displayed in the drop-down list for previously selected persons, for example the drop-down list in Default Coder, see above. Delegation Settings If you set up a delegation, the delegate will receive your invoices in their Invoice Approval list. This is useful if you are on vacation or you are delegating your work to someone else to do it. If the delegate is also an SAP user, delegation also affects the work items in the SAP Business Workplace inbox. Click Add Row to add a line where you define the delegation settings. Tip: To delete a line, click the Delete this line icon Use the following parameters to configure the delegation: next to the line.
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Assigned Delegate Select a person from the list of previously selected delegates. Alternatively, search for a different person: Click the Find person screen. icon to open the
Valid From/Valid To Enter the time during which the delegate will receive your invoices. Tip: Click the calendar button Valid To date. to select the Valid From and the
Active Select this check box to activate this line's delegate.
6.3 Working with the Processing Invoice Screen

In the Processing Invoice screen, you can perform the following actions:

Viewing Line Item Information (PO Invoices) on page 91 Entering Accounting Information (Non PO Invoices) on page 91 Delegating the Accounting Information Entry (Non PO Invoices) on page 93 Approving Invoices on page 94 Rejecting Invoices on page 95 Collaborating in the Approval Portal on page 96 Adding and Viewing Attachments on page 97
To open the Processing Invoice screen, click the Invoice Doc No link or the Invoice Detail link in the Invoice Approval list. The Processing Invoice screen looks different for PO and Non PO invoices.
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Working with the Processing Invoice Screen
Figure 6-1: Processing Invoice screen for PO invoices
Figure 6-2: Processing Invoice screen for Non PO invoices The following actions are available in the Processing Invoice screen for both PO and Non PO invoices: Opening the invoice image Click the View Invoice button to display the original scanned invoice in the Image Viewer installed and configured on your computer. Viewing and adding attachments Click View Attachment or Add Attachment. See Adding and Viewing Attachments on page 97.
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Entering special handling instructions Click Special Handling Instructions to open a separate screen for entering instructions. Displaying invoice details and history icon to the very right of the Invoice Details or Invoice History line Click the to open the respective section. Click the icon to hide the respective section again.
Adding comments Click Add Comment to open a separate screen for adding comments. Opening the Approve Invoice screen Click Approve to open the Approve Invoice screen, see Approving Invoices on page 94. Opening the Reject Invoice screen Click Reject to open the Reject Invoice screen, see Rejecting Invoices on page 95. Returning to the inbox Click Back. Getting help Click Help to open the help page configured by the administrator. Referring to other users for information Select another user, and click Refer to refer an item to other users. For details, see Collaborating in the Approval Portal on page 96. Referring back The Refer back button will only appear if you are the Referee for the current item. Click Refer back to refer this item back to the referrer.
Non PO only
The following actions are available in the Processing Invoice screen for Non PO invoices only: Calculating values for invoices VIM 5.2 SP4 introduces the Calculate button. Click Calculate to calculate the following values for the invoice, dependent on the Auto-Calcul Tax setting: Auto-Calcul Tax selected

Tax Amount Net Amount Percentage Item Amount Balance
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Auto-Calcul Tax cleared

Net Amount Percentage Item Amount Balance Important The system displays any errors or warning messages that occur during calculation. In case of errors, the calculation is not performed. You must correct the errors and click Calculate again to update the values.
With the introduction of the Calculate button, no dynamic or automatic calculations are performed on the screen. You must click Calculate to update the values. If you change the value in the Percentage field, the value in the Item Amount field is deleted. Similarly, if you change the value in the Item Amount field, the value in the Percentage field is deleted.
6.3.1 Viewing Line Item Information (PO Invoices)

Viewing line item information is available in the Processing Invoice screen for PO invoices, only: View line item information For PO invoices, the Cost Assignment section is displayed automatically.
Click the Acct link to view the accounting information. Click the Show Accounting Details icon to view additional line item information.
6.3.2 Entering Accounting Information (Non PO Invoices)

Entering accounting information is available in the Processing Invoice screen for Non PO invoices, only:
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Prerequisites
To enter accounting information, you must be assigned to perform coding. If you are not allowed to do coding, this will be a display only. Consult your Accounts Payable department for details on the account information you need to enter.
To enter accounting information for a Non PO invoice: In the Processing Invoice screen, the Cost Assignment area is displayed.
Note: The displayed fields might be different from the screenshot as the list is configured by the administrator. 1. Enter the required accounting information.

Click Add Rows to add additional coding lines. Click the More icon to the very right, to open the Additional Accounting Entry section with more coding fields. Click the Delete this line icon next to a line to delete the line.
Click the icon next to a coding field to open the Search Help. Search Help allows you to search for the information you need for the particular coding field. Enter a value for any of the search criteria and click Search.
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Click on a line in the search results to populate the data into the coding field. 2. Once you have finished entering accounting information, do one of the following:
Click Save to save the work item and return to the inbox. The work item is saved and remains in your inbox. Click Back to return to the inbox without saving. Click Approve to display the Approve Invoice screen. See Approving Invoices on page 94. Click Reject to display the Reject Invoice screen. See Rejecting Invoices on page 95.
6.3.3 Delegating the Accounting Information Entry (Non PO Invoices)

Delegating the accounting information entry is available in the Processing Invoice screen for Non PO invoices, only: To delegate the accounting information entry for a Non PO invoice: In the Processing Invoice screen, the Reassign to area is displayed.
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1.
Select the person that you want to do the coding. The drop-down list shows the previously selected coders. Alternatively, search for a different person: Click the Help me find the person link to open the Find person screen.
2.
Click Reassign to route the invoice to the selected coders inbox.
6.4 Approving Invoices

To approve an invoice: 1. Access the Approve screen:
directly from the Invoice Approval screen (see Invoice Approval Section on page 80) from the Processing Invoice screen (see Working with the Processing Invoice Screen on page 88)
The Approve screen looks different, depending on whether you approve one or several invoices.
Figure 6-3: Approve screen for one invoice
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Rejecting Invoices
Figure 6-4: Approve screen for several invoices 2. 3. If necessary, enter comments in the Comments field. If the Override Approver drop-down list is displayed and you want to override the approver that is displayed in the Next Approver field, select the person that you want to approve the invoice. The drop-down list shows the previously selected approvers. Alternatively, search for a different person: Click the person screen. 4. icon to open the Find
Click Continue or Approve to approve the invoice and return to the Invoice List screen. Depending on the configuration, the approved invoice is forwarded to the next approval step if there is any, is posted, or is routed back to Accounts Payable for further processing.
6.5 Rejecting Invoices

To reject an invoice: 1. Access the Reject screen:
directly from the Invoice Approval screen (see Invoice Approval Section on page 80) from the Processing Invoice screen (see Working with the Processing Invoice Screen on page 88)
The Reject screen looks different, depending on whether you reject one or several invoices.
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Figure 6-5: Reject screen for one invoice
Figure 6-6: Reject screen for several invoices 2. 3. Enter a reason for the rejection, and click Reject to reject the invoice and return to the inbox. If prompted to do so, select a rejection reason. Depending on the configuration, the invoice is sent back to the previous approver if there is any, or is routed back to Accounts Payable for further processing.
6.6 Collaborating in the Approval Portal

Collaborating in the Approval Portal works similar to collaborating in the SAP GUI. See Collaborating in the Approval Process on page 75 for more details. To refer an invoice for more information: 1. In the Processing Invoice screen, click I want to Refer.
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Note: Depending on the configuration, the Refer Invoice area might be displayed immediately. 2. 3.
Optional
Click the Help me find the person link to perform a name search.
Click Refer to continue to the Confirmation screen.
In the Refer Invoice screen, the following actions are available: Wait for Referee Feedback Select this check box to have the approval work item transferred from your inbox to the inbox of the Referee. The work item will remain in the Referee's inbox until the Referee refers the invoice back to you. Alternatively, you can end the transfer of the work item, manually. In case you approve or reject the invoice before the Referee feedback, the work item in the Referees inbox will be automatically terminated. Comments Optional: enter comments for the Referee. 4. Click Refer to confirm the referral.
6.7 Adding and Viewing Attachments

Since VIM 5.2 SP2, you can add attachments to the invoice from the Processing Invoice screen. You can also view attachments added by other users. To view existing attachments: Click View Attachment in the Processing Invoice screen.
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Since VIM 5.2 SP4, the following information is displayed for each attachment, if there are multiple attachments: Note: If there is only one attachment, the attachment is opened without displaying the information.

file name of the attachment description of the attachment user ID of the person who added the attachment date and time of the attachment Note: This information is only displayed for files that are attached after implementation of VIM 5.2 SP4. For files that are attached before implementing SP4, the archive ID of the attachment (a 40 character alphanumeric code) is displayed in the File name field.
To add an attachment: 1. Click Add Attachment in the Processing Invoice screen. The Add Attachment window opens.
2. 3. 4. 5.
Click Browse to open the Choose file dialog box. Choose the file you want to attach, and click Open. Enter a Description. Click Attach to attach the file to the invoice.
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Using the Approval Portal on a Mobile Device
6.8 Using the Approval Portal on a Mobile Device

The Approval Portal supports mobile devices to perform basic approving and rejecting items. Mobile support basically provides a simplified version of the Approval Portal. You can only access items that are ready to be approved and rejected. Items that require coding are not available. Note: Using the Approval Portal on a mobile device, as described in this section, coexists with the mobile App that is based on OpenText Everywhere. For information about the mobile App, see Approving Invoices Using the OpenText Everywhere Mobile Application on page 103. As the processes are similar to the regular Approval Portal through browser, this section mainly provides screenshots. See Approving Invoices Using OpenText Approval Portal on page 79 for details. Notes:
Check the Release Notes to see what devices are supported and what build includes this functionality. Your screen might look different as your administrator can configure which field to show up.
To access the invoice list screen: 1. Login to the Approval Portal. Alternatively, log in to the SAP NetWeaver Portal and navigate to the Approval Portal. Note: The title and the way to navigate to the invoice list screen might be different on your system as it is defined by your administrator. Ask your administrator or the AP personnel for correct information.
2.
Click on an invoice key to go to the detail page for the invoice.
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For PO invoices, continue with PO Invoice Detail screen on page 100. For Non PO invoices, continue with Non PO Invoice Detail screen on page 102. PO Invoice Detail screen
You can perform the following actions: Line Item Details Click Line Item Details to see the Line Item Information.
History Click History to display the history panel. Approve Click Approve to open the Approve Confirmation page.
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Click Continue to approve the invoice. Reject 1. 2. Click Reject to open the Reject Confirmation page. Click Continue.
3.
Confirm the rejection.
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4.
Enter a rejection reason and click Continue.
Non PO Invoice Detail screen
You can perform almost the same actions as on the PO Invoice Detail screen. Instead of Line Item Details, you can perform the following additional action: Account Information Click this link to see the Accounting Information.
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Chapter 7
Approving Invoices Using the OpenText Everywhere Mobile Application

Using Mobile Approval addresses one challenge: Most of the approvers are not frequent SAP users. They do not want to learn SAP just to approve an invoice or a DP document once in a while. Besides that, managers are used to work with mobile devices and approval should be possible from every location.
Mobile App
Mobile Approval provides a concise interface for these users: the OpenText Everywhere mobile application (mobile App). The interface is designed to deliver the right amount of information to the approvers to make a quick decision. Notes:
The mobile App provides a detailed online help. The following chapter only describes shortly the main processing steps. All screenshots are taken from a Blackberry device. The user interface can be different according to the device or version of device. Users can be notified with the Invoice Approval email. See Invoice Approval Email on page 74. You must manually start the mobile App.
7.1 Signing in to the Mobile App

To sign in to the mobile App: 1. Start the mobile App by clicking the corresponding icon on the mobile device. The OpenText Everywhere Sign In screen opens.
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2.
According to the authentication method, sign in to the approval application. Tip: In case of doubt, ask your administrator. The Invoice List screen opens.
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Working with the Invoice List Screen
7.2 Working with the Invoice List Screen

The Invoice List screen comprises the Invoice List, a list of invoices that require your action. The following actions are available in the Invoice List. Start the actions from the menu options. The menu options are available from the menu button of the Blackberry device.
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Refresh the list To refresh the invoice list with data from SAP, click Refresh in the menu options. Sort the list To sort the invoice list according to the relevant data, click Sort in the menu options.
Approve or reject the invoice To directly approve or reject the invoice, click Approve or Reject in the menu options. The Approve or Reject screen opens. You can enter a comment. See Approving Invoices on page 110 and Rejecting Invoices on page 111. You return to the Invoice List. Logout To log out from the approval application, click Logout in the menu options.
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Working with the Invoice Processing Screen
Open the Invoice Processing screen To open the Invoice Processing screen for an invoice, click the invoice in the Invoice List. See Working with the Invoice Processing Screen on page 107. The following details are displayed for every invoice:

Vendor name Invoice reference number Assigned Approver Invoice date Invoice Amount Currency Note: The remaining Invoice List fields are configurable in the User Preferences inside SAP. Ask your administrator.
7.3 Working with the Invoice Processing Screen

To open the Invoice Processing screen for an invoice, click the invoice in the Invoice List.
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The Invoice Processing screen looks different for PO and Non PO invoices. It can be customized in the SAP system. In the Invoice Processing screen, you can perform the following actions: Open the invoice image Click View Invoice to display the original scanned invoice. This action is only available if an image exists. Open attachment Click View Attachment to display the attachments. This action is only available if an attachment exists. View line item information The Line Item Information section is displayed when you click Items.
In the menu options, sort the list according to a column.
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Working with the Invoice Processing Screen
View history Click History to display the Approval history section.
In the menu options, you can sort the history according to a column. Click one history line to display the comment details.
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Refer the invoice Click Refer to refer the item to other people. See Referring Invoices on page 111. You return to the Invoice List. Refer back This action will only appear if you are the Referee for this item. Click Refer Back to refer this item back to the referrer. You must enter a comment on the confirmation page. You return to the Invoice List. Approve the invoice Click Approve to approve the invoice. See Approving Invoices on page 110. You return to the Invoice List. Reject the invoice Click Reject to reject the invoice. See Rejecting Invoices on page 111. You return to the Invoice List.
7.4 Approving Invoices

To approve an invoice: 1. Click Approve:
directly from the Invoice List in the menu options
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from the Invoice Processing screen
2.
Enter a comment in the Approve screen, if needed, and click Approve. The invoice is approved. You return to the Invoice List.
7.5 Rejecting Invoices

To reject an invoice: 1. Click Reject:

directly from the Invoice List in the menu options from the Invoice Processing screen
2.
Enter a comment (mandatory) in the Reject screen, and click Reject. The invoice is rejected. You return to the Invoice List.
7.6 Referring Invoices

To refer an invoice: 1. Click Refer on the Invoice Processing screen. The Refer screen opens.
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2.
Click Search to search for the correct user to which the invoice ahould be referred to.
3.
In the Find User dialog box, search for the user and select the user by clicking one name line. You return to the Refer screen filled with the selected user.
4.
In the Refer screen, enter a comment and click Refer. The invoice is referred. You return to the Invoice List.
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Chapter 8
Working with Shared Service Framework (SSF) Integration

As part of Business Suite 2010 (ERP 6.0 EhP5 and CRM 7.0 EhP1), SAP delivers the Shared Service Framework (SSF). SSF contains a rich set of tools to improve and automate Shared Service Center operations. Technically, SSF is based on SAP Customer Relationship Management (CRM), specifically on the Interaction Center. In case of the VIM integration, this is the Accounting Interaction Center (AIC). The Interaction Center is part of SSF. CRM provides software for ticket systems, for example in the Accounts Payable department. SSF integrates the leading CRM system with the backend ERP systems, for example VIM. Shared Service Center agents work entirely in their AIC, with access to the backend ERP systems that they are responsible for. The AIC provides the means to support communication with employees, suppliers and clients. VIM 6.0 introduces the integration with SSF. VIM leverages the SSF and provides integration scenarios with the AIC. See the following examples: Example:

The integration allows searching and finding invoices in VIM from AIC. VIM users in the ERP backend system can open service request from VIM work items and exceptions. Specific exceptions can be configured to automatically create a service request in CRM/AIC.
Among others, the benefits of the SSF integration are the following:

automation in the Shared Services environment cost reduction enhanced efficiency reduction of operational risk
8.1 Use Cases

VIM supports the following scenarios for the SSF integration:

Manual creation of Service Request (SR) Automated creation of SR (VIM Exception)
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Provide content: Feeding vendor fact sheet
Definitions Service Request (SR) An SR is an object on SSF (CRM based) that is the core of all interactions for any users on CRM side. An SR provides a form with history and a number of Fact Sheets. Fact Sheet A Fact Sheet is like a report that provides the SSF user a snapshot of information related to some entities (Vendor in case of VIM). An SR is the basis for integration between VIM and SSF. DP documents will be linked to SRs. Trusted communication between CRM and VIM systems enables seamless user experience, that means, you do not have to log on each time when switching between systems. As an SSF user, you need to have user IDs in all VIM systems. The SSF integration provides access to the VIM system using web browser. All interactions by SSF users happen in the web browser. All transactions that are launched from SSF into VIM provide search and read-only views. There is no access to transactions to create or change VIM objects or manipulate the VIM workflow.
8.2 Displaying a Service Request

You can display existing Service Requests, using the Service Requests button in all VIM dashboards, and in VIM Analytics, using the View Service Requests button. To display Service Requests: 1. In any VIM Dashboard, click the toolbar. Service Requests button in the application
Note: You can display SRs also from VIM Analytics by marking a document and clicking the View Service Requests button in the ALV grid control. However, you cannot create a new SR from VIM Analytics. The View Service Requests dialog box opens. Note: If no SRs exist for the document, the Manager Service Requests dialog box opens, asking if you want to create a new SR.
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Creating a Service Request Manually
2. 3.
Click the link in the CRM Service Request column. Enter user name and password, if you are asked to do so. A browser window opens, asking for your business role.
4.
Click the appropriate business role link. The SR is opened in the CRM Interaction Center browser window.
8.3 Creating a Service Request Manually

You can manually create Service Requests from all VIM dashboards, using the Service Requests button. To create a Service Request manually: 1. In any VIM Dashboard, click the toolbar. Service Requests button in the application
SR exists for the invoice The View Service Requests dialog box opens. Click Create New. No SR exists for the invoice The Manager Service Requests dialog box opens. Click Yes. 2. Enter user name and password, if you are asked to do so. A browser window opens, asking for your business role. 3. Click the appropriate business role link. The SAP CRM browser window opens showing the AIC Service Request: New screen.
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4.
In the Account field under Basic Data, enter the account. The value in Financial Organization is prepopulated. If it is not, contact your CRM administrator.
5.
Click Save.
8.4 Displaying VIM Invoices in a Service Request

From inside an SR, you can display VIM invoices that are linked to the SR. To display VIM invoices in an SR: 1. In an SR, click the Business Context link.
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Linking VIM Invoices to a Service Request
2.
In the Business Context area, click the ID link of the OpenText DP document. Note: To remove the link to the document, click Edit and Unlink in the Actions column. The VIM invoice is displayed inside the CRM Interaction Center window.
8.5 Linking VIM Invoices to a Service Request

Inside an SR, you can add links to VIM invoices, using VIM Analytics. To link VIM invoices to a Service Request: 1. 2. Open the SR. In the Navigation, click VIM Analytics SRQ. VIM Analytics is displayed inside the CRM Interaction Center window.
3.
Mark the invoices that you want to link to the SR. Note: Only DP invoices are supported. Invoices must have a Document ID.
4.
Click Link to SR. Links to the documents are added to the SR and displayed in the Business Context area.
8.6 Feeding the Vendor Factsheet

The CRM Interaction Center provides the Account Fact Sheet that displays information about a specific account. In case of the VIM SSF integration, the account is the vendor. The Account Fact Sheet contains the OpenText Vendor Factsheet area with information about VIM invoices of a specific vendor.
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To feed the vendor factsheet: 1. 2. Open the CRM Interaction Center. In the navigation panel, click Account Identification.
3. 4. 5.
Enter search criteria for the vendor in the Account ID field and click Search Account. In the Details screen, click Confirm to confirm the vendor that is shown in the Account field. In the navigation panel, click Account Fact Sheet.
8.7 Displaying Invoices of a Specific Vendor

The SSF integration enables you to display the invoices of a specific vendor inside the CRM Interaction Center, using VIM Analytics.
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Displaying Invoices of a Specific Vendor
To display invoices of a specific vendor: 1. 2. Open the CRM Interaction Center. In the navigation panel, click Account Identification.
3. 4. 5.
Enter search criteria for the vendor in the Account ID field and click Search Account. In the Details screen, click Confirm to confirm the vendor that is shown in the Account field. In the navigation panel, click VIM Analytics Account Id. The VIM Analytics selection screen is displayed inside the CRM Interaction Center. The Vendor field is filled with the vendor that you have entered. For further information about VIM Analytics, see Using VIM Analytics on page 145.
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Note: You can refine the search by entering further selection criteria. If you do not enter further selection criteria, the search will result in all invoices of the vendor. 6. Click Execute. The VIM Analytics search result is displayed inside the CRM Interaction Center.
The following actions are available:
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Displaying Invoices of a Specific Vendor
Image To display the original scanned invoice, select a line and click Image. Dashboard To open the OpenText Unified Dashboard, select a line and click Dashboard.
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Chapter 9
Working with Supplier Relationship Management (SRM) Integration

SAP Supplier Relationship Management (SRM) automates, simplifies, and accelerates procure-to-pay processes for goods and services. For details on SRM, see http://www.sap.com/solutions/business-suite/srm/index.epx. VIM supports the following scenarios for SRM related purchase order invoices:

Missing goods receipt (GR) for SRM related purchase orders Quantity discrepancy in invoice for SRM related purchase orders which requires confirmation in the SRM system Price discrepancy in invoice for SRM related purchase orders which requires changes in the purchase order located in the SRM system
9.1 Use Cases

The following swimlane diagrams show the scenarios for SRM related purchase order invoices:
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Figure 9-1: Goods Receipt Missing
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Use Cases
Figure 9-2: PO Quantity Block
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Figure 9-3: PO Price Block
9.2 Emails from SRM Integration

In certain cases in the SRM scenario, the system sends emails to the SRM requester. Email for missing Goods Receipt or Quantity Discrepancy During processing of invoices based on SRM related purchase orders, the Goods Receipt confirmation might be missing. In this case, an email is sent to the SRM requester email address. The email comprises purchase order line information and a link to the SRM portal.
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Emails from SRM Integration
Enter the good receipt confirmation in the SRM system. Email for Price Discrepancy In the SRM scenario type Extended Classic, an SRM related purchase order invoice might be blocked due to price discrepancy. In this case, an email is sent to the SRM requester email address, requesting to correct the purchase order price. The email comprises details about the purchase order and a link to the SRM portal.
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If the purchase order needs to be correct, correct it.
9.3 Handling SRM Related Work Items in DP Dashboard

Once the maximum number of retries is reached or time elapsed, the work item is routed to the AP Processor, based on the configuration. You, as the AP Processor, can send an email to the SRM user again. Once the Good Receipt is posted, you, as the AP Processor, can rerun business rules to determine the new process type (post the invoice). To send an email from the DP dashboard: 1. Access the SRM related work item in the DP dashboard. See Accessing Workflows on page 19.
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Handling SRM Related Work Items in DP Dashboard
2.
To display comments, click the in the screenshot above.
icon in the Process Log panel, as highlighted
3. 4.
In the Process Options panel of the DP dashboard, click Send email External. In the Confirm Action Selection dialog box, click Yes to continue. The Email Notification screen opens.
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5.
Modify the content according to your needs. Click Send to continue. The Confirm Action Completion dialog box opens.
6.
Click Yes to continue. The Process Log panel of the DP dashboard is updated.
To complete the DP workitem: Once the Goods Receipt confirmation is completed, you, as the AP Processor, can run business rules again to determine the new process type / post the invoice.
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Handling SRM Related Work Items in VIM Dashboard
In the Process Log panel of the DP dashboard, click Run Business Rules.
9.4 Handling SRM Related Work Items in VIM Dashboard

If an SRM related purchase order invoice is blocked for quantity discrepancy or price discrepancy, an email is sent to the SRM requestor and the workflow is set to wait status. Once the work item is out of wait mode for a preset time, the work item will be sent to the AP Processor, based on the configuration. As the AP Processor, you can view comments and send an email just like in the DP dashboard. See Handling SRM Related Work Items in DP Dashboard on page 128 for more details.
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Once the block is resolved and the scheduled clean up jobs run, the work item disappears from the inbox.
9.5 Checking SRM Related Work Items from VIM Analytics

See Using VIM Analytics on page 145 for further information on VIM Analytics. To check SRM related work items from VIM Analytics: 1. Access the VIM Analytics selection screen. See Using the Selection Screen on page 145 for details.
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2.
In the Workitem Status field, click
to open the list of possible entries.
Select work item status 58 Waiting for SRM Confirmation. 3. To start VIM Analytics, click in the application toolbar.
VIM Analytics displays a list of documents with work item status Waiting for SRM Confirmation. Tip: To see the WI Status column, scroll to the right in the Workflow View.
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Chapter 10
Working with the AFTCS Programs for China

Chinese invoices require an Anti Forge Tax Control System (AFTCS) validation. This section describes VIM programs you can use in this context. These programs are used only for China. AFTCS Admin Tool The program is used to check and modify the validation statuses for the Chinese invoices. Download & Upload file for Anti Forge Tax Control System The program is used to upload and download the data for the AFTCS validation.
10.1 Working with the AFTCS Admin Tool

To check and modify validation statuses: 1. Execute the SA38 transaction, enter program /OPT/VR_AFTCS_ADMIN, and click .
2.
Enter selection criteria. Note: The following list only covers criteria whose meaning is not obvious. AFTCS Val. Ind. Anti Forge Tax Control System (AFTCS) validation indicator Enter one of the following parameters:
U Upload
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M A
Manual Administrator Not Verified
<blank> 3. Click .
The program selects the DP documents based on the values provided in the selection criteria. It considers only the DP documents for China.
4. 5.
Select the DP documents and set the AFTCS validation indicator for them. Click the Confirm AFTCS Validation button in the application toolbar. The program sets the validation indicator and releases the DP document from the exception Verification Required.
10.2 Working with the Download & Upload file Program

The program is used to upload and download the data for the AFTCS validation. The data from the upload file is used to set the verification indicator of the DP invoices.
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10.2 Working with the Download & Upload file Program
To upload and download data for the AFTCS validation: 1. Execute the SA38 transaction, enter program /OPT/VR_AFTCS_FILE, and click . The selection screen differs according to the File Operation. Download File
Upload File
2.
Download file In File Operation, click Download File. Enter selection criteria for the download. Click .
The program creates a CSV file for the following fields:

INVOICE_CODE XBLNR BLDAT
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RECEPIENT_VAT_NO VENDOR_VAT_NO GROSS_AMOUNT TAX_AMOUNT SECRET_CODE
3. 4.
Use the CSV file to manually check the invoices with the government authorized software (not VIM functionality). Upload File After validation, upload the validated records in the same format (CSV file with fields in the same order as downloaded). Enter the path to the CSV file in File Path. Click .
The uploaded records are used to release the corresponding DP documents from the exception and the DP workflow will re-execute the business rules.
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Chapter 11
Using the OpenText Unified Dashboard

OpenText provides a standard and unified dashboard for all invoices. You can access the unified dashboard the following ways:
From the invoice document itself, displayed in one of the Invoice Exception Dashboards: Click Dashboard in the application toolbar. From VIM Analytics, see ALV Grid Control on page 154. From invoice document displaying transactions. See Displaying PO Invoices in the Unified Dashboard on page 141 and Displaying Non PO Invoices in the Unified Dashboard on page 142
The access to the unified dashboard differs for DP, PO and Non PO invoices.
11.1 Displaying DP Invoices in the Unified Dashboard

To display the unified dashboard for DP invoices: 1. Execute the /OPT/VIM_1AX13 transaction. The Display Document screen opens. 2. Enter the Document Id and click Display Document ( ).
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3.
Click the icon to the left of the screen title to open the Services for object menu and select Workflow > OpenText Dashboard. The OpenText Unified Dashboard for Document <Document Number> opens.
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11.2 Displaying PO Invoices in the Unified Dashboard
The OpenText Unified Dashboard is similar to the other VIM dashboards, except that you cannot perform any options on the invoice.
11.2 Displaying PO Invoices in the Unified Dashboard

To display the unified dashboard for PO invoices: 1. Execute the MIR4 transaction. The Display Invoice Document screen opens. 2. Enter the Invoice Document No. and click Display Document.
3.
Click the icon to the left of the screen title to open the Services for Objects menu and click Workflow > OpenText DashBoard. The OpenText Unified Dashboard for the document opens.
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11.3 Displaying Non PO Invoices in the Unified Dashboard

To display the unified dashboard for Non PO invoices: 1. Execute the FBV3 transaction. The Display Parked Document: Initial Screen opens. 2. Enter Company Code, Doc. Number and Fiscal Year, and press RETURN.
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3.
Click the icon to the left of the screen title to open the Services for Objects menu and select Workflow > OpenText DashBoard. The OpenText Unified Dashboard for the document opens.
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Chapter 12
Using VIM Analytics

VIM Analytics provides you with clear data reports on your documents with exceptions as well as the Invoice Exception workflows. It allows you to track the documents routed through SAP workflows by VIM. VIM Analytics presents the data report results in the SAP List Viewer (ALV). You can use VIM Analytics to check the current document status and exception reason of a particular invoice in the Document View. You can also check the current workflow status, current agent and exception reason of a particular invoice in the Workflow view.
12.1 Using the Selection Screen

To start VIM Analytics: Execute the /OPT/VIM_ANALYTICS transaction. Alternatively, follow OpenText LiveLink VIM Menu > SAP menu > Reports > /OPT/VIM_ANALYTICS - VIM Analytics The selection screen opens. Note: Your screen might look different as the display of selection fields can be customized.
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The selection screen controls all functions of VIM Analytics. The selection screen comprises the application toolbar and selection field panel. The following list summarizes the features of these panels. Application toolbar Using the buttons in the application toolbar, you can perform the following actions: Execute VIM Analytics creates and displays a report, using the current settings in the Selection field panel. Get variant You can save your selection criteria and use the variant button to retrieve the previous saved one. Example: You search for Document Status = Posted and click to save to retrieve the search the selection criteria. Next time, you can click you saved before. This is useful if you often perform a selection with different search criteria. Open additional selection criteria screen The selection screen that is shipped contains various selection fields that show up. Some selection fields are not displayed by default as there are to open a screen where you can select more fields to too many. Click be displayed in the selection screen. Selection field panel The selection field panel comprises the following sections:

Invoice Information Document Processing Data Status Vendor Information Exception Agent Approval Workflow Report Options Other extensions (if any) Additional Information (if selected by invoking additional selection criteria)
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Selection fields explanation The following list provides some explanation on selection fields that are not self-explanatory. The list refers to selection fields that are always visible but also to those in the additional selection criteria dialog box. Tips:

Where applicable, click the
icon for a list of available values.
For search criteria with two entry fields joined by a to, you can enter a value range. If you do not specify search criteria in a field, the search includes all available values.
Line Item Line item number from the SAP invoice document Reference Reference document number from the invoice Purchase Order Line Line item number from the purchase order Exception Date Date on which the VIM invoice exception was raised; for example: approval required, vendor maintenance required. Due Date Date on which the invoice is due for payment Enter on Date on which the parked invoice work item was created Enter at Time at which the parked invoice work item was created Start on Date on which the parked invoice work item was started Start at Time at which the parked invoice work item was started End on Date on which the parked invoice work item was completed End at Time at which the parked invoice work item was completed Update Date Date on which the parked invoice was updated Update Time Time at which the parked invoice was updated Days to Due Number of days until the invoice is due for payment
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Overdue Check box to indicate that the invoice is overdue for payment Old Doc Num SAP invoice document number that was deleted due to a change in the year end posting period Old Fiscal Year SAP invoice document fiscal year that was deleted due to a change in the year end posting period Old Company Code SAP invoice document company code that was deleted due to a change in the year end posting period Status Status of the work item; for example: ready, completed Task VIM workflow task number First Name First name of the work item's current agent Last Name Last name of the work item's current agent Creation Date Date on which the work item was generated in status ready or waiting for the first time Creation Time Time at which the work item was generated in status ready or waiting for the first time End on Date on which the work item was completed End at Time at which the work item was completed Process Type DP document exception type; for example: Invalid vendor number, Invalid
UOM
Character Length 1 DP Items check box in the Report Options panel. If selected, DP documents are included in the selection of data for the report.
Report Options
The Report Options section enables you to edit the settings for your report:
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View Type Document View Workflow View Use the radio button to toggle between document view and workflow view. See Using Report Views on page 151 for details. Status All items Open Items Resolved Items Use the radio button to include the selected kind of items in your report. Include Activate the check boxes for the types of invoices you want to include in your report:

PO Invoices NPO Invoices PO Credit Memo NPO Credit Memo Deleted PO Invoices Deleted NPO Invoices Cancelled Invoices
DP Items Activate the DP Items check box if you want to include DP items in your report, generally. Activate the check boxes for the types of DP items you want to include in your report:
DP Obsolete
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DP Confirmed Duplicate DP Rescan Completed
Further report options Display Summary (discontinued) With VIM 5.2 SP4, the summary function in the header section is replaced by the Summary Report. See Using the Summary Report on page 157. Currency Select the currency for your report. Layout Select a layout in the ALV Grid that you have customized to view, for example, if you only want to show certain fields in the ALV Grid.

This section describes the various views of the report results that are available when running VIM Analytics. You can run the report in the following views:

Document view Workflow view
The following sections explain the general layout and each of the views. During the output display, you can toggle between the views.
12.2.1 General Layout

To run a report: 1. 2. In the selection screen, enter the criteria you want to run a report for. Click in the application toolbar.
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The report views comprise the following sections:

Menu toolbar Application toolbar ALV Grid Control ALV Grid (Document View or Workflow View)
12.2.2 Menu Toolbar

The following actions are available in the menu toolbar under Actions Refresh Refresh the current report view. Update Selected Records In the ALV Grid, select the row that you want to update and click this menu item to get the newest data.

The application toolbar comprises the following buttons: Refresh Refresh the current report view. Workflow View/Document View Toggle between workflow view and document view.
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Group Freq. & Stat. Start the Document Frequency Report. To use the Document Frequency Report: 1. 2. Click Group Freq. & Stat. In the Choose Group dialog box, select one selection criterion, for example VENDOR, and click Choose.
The Document Frequency Report provides columns indicating the average time that a work item has spent in the system: Avg. All Cycle Time Average time between start date and time, and end date and time for all invoices Avg. Open Cycle Time Average time between start date and time, and end date and time for all open invoices Avg. Resl Cycle Time Average time between start date and time, and end date and time for all resolved invoices To change the criterion for grouping, click Group Freq. & Stat. again. To show the results in SAP Business Graphics, click Stat. Graphic in the application toolbar. To open a list with related items for a document, select the document in the ALV Grid and click Detail in the application toolbar. Sync Update the records selected in the VAN report output by program /OPT/VAN_SYNC_JOB. The update bases on SAP standard tables and the /OPT/VIM_1HEAD table.
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Sync Info. Display the Sync Information dialog box. It contains information when data has been updated lately.
12.2.4 ALV Grid Control

The ALV Grid control provides various SAP specific buttons for the ALV list viewer. The following buttons are specific for VIM Analytics: Workflow Log (only available in Workflow View) Display the workflow log with technical details for the selected document. Image Display the original scanned invoice of the selected document in the Image Viewer installed and configured on your desktop. Dashboard Access the OpenText unified dashboard for the selected document. For details on the OpenText unified dashboard, see Using the OpenText Unified Dashboard on page 139.
12.2.5 Document View
The Document View (ALV Grid) presents the report results in a document perspective. That means, the Document View counts the document once, irrespective of the number of workflows and exceptions that the document might have passed through. The Document View shows the Document Status, the Exception Reason and various other document related information. Underlined values, for example in the Document Number or the Vendor column, serve as links to pages with detailed information. Tip: You can toggle between the Document View and the Workflow View, by clicking Document View or Workflow View in the application toolbar.
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12.2.6 Workflow View
The Workflow View (ALV Grid) presents the report results in a workflow perspective. That means, the Workflow View shows one record for each of the workflows that have been started for a particular document. You can use the Workflow View to determine the Current Agent for a particular workflow, in case the workflow is still in process. The Workflow View also shows process times, like the Cycle Time and various other workflow related information. Tip: You can toggle between the Document View and the Workflow View, by clicking Document View or Workflow View in the application toolbar.
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Chapter 13
Using the Summary Report

Since VIM 5.2 SP4, the Summary Report replaces the summary function in the header section of VIM Analytics. The Summary Report provides a summary of all documents processed through VIM. In a multiple backend system, the Summary Report runs in the central system. The Summary Report lists documents from all systems, central and satellite.

You control all functions of the Summary Report using a common selection screen. To start the Summary Report: Execute the /n/OPT/VIM_SUMM transaction. Alternatively, in the OpenText LiveLink VIM Menu click SAP menu > Reports > Central Reporting > Summary Report. The selection screen opens. It comprises the application toolbar and the selection field panel.
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Application toolbar You can perform the following action: Execute. The Summary Report creates and displays a report, using the current settings in the selection field panel. Selection field panel The selection fields in the Summary Report mainly repeat the most important selection fields that are displayed in VAN. See Selection field panel on page 147 for details. Tips:

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The following selection fields are specific for the Summary Report: Logical System Enter the logical system name. Logical systems are the central system and the satellite systems in a multiple backend scenario. Currency Mandatory field. Enter the currency for the report. The amounts of all documents will be translated into this currency, using the exchange rate valid at the Currency Translation Date. Currency Translation Date Select the date whose exchange rate should be used for currency translation:
C D P
Current date Document date Process start date
P is the default value.
Layout Enter the layout for the report if you have saved a personal layout using the ALV grid control, before. Include To include invoices and credit memos in the report, select the Invoice and Credit Memo check boxes. At the highest level, the Summary Report distinguishes between invoices and credit memos. They are displayed as headings in the report screen.

Once you finished your selection in the selection screen, click The report screen opens. to run the report.
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The report screen comprises the following sections:

Header Section on page 160 ALV Grid Control on page 160 Report Results (ALV Grid) on page 161 Details Screen on page 161

Last Update The Last Update line in the header section shows when the data used for the report has been updated. Click to display details of the last update. Tip: If you feel the data needs to be updated, contact your administrator.

The ALV Grid control provides various standard SAP buttons for the ALV list viewer that displays the actual report results. For example, you can change the layout of the report, move, remove or add columns and save this new layout. You can then select your saved layout in the selection screen when you start the report the next time.
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13.2.3 Report Results (ALV Grid)

The actual report results are displayed in the ALV Grid. The ALV comprises the Invoice and Credit Memo section, according to your settings in the selection field panel. Your administrator can configure groups and categories of the report results. The baseline configuration provides the following groups and categories: In process

Non Approval Exception Approval
Pre Processed
Pre Processed (OCR)
Processed
Posted
Others

Cancelled Deleted Confirmed Duplicate Obsolete Rescan Complete
13.2.4 Details Screen

The Summary Report allows you to display details about the report results. To open the Summary Report drill down list, double-click a cell in one of the Count columns. Tip: The selected line in the ALV Grid must contain data. Otherwise, the Summary Report drill down list cannot be displayed. The ALV grid control in the Summary Report drill down list contains the following button: Image You can display the original scanned invoice of a VIM document in the Image Viewer installed and configured on your desktop: Select a line in the table and click Image.
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Chapter 14
Using the Central Audit Report

The Central Audit Report is a slimmed VIM Analytics (VAN). The main difference to VAN is that the Central Audit Report serves as a single point of access in a multiple backend scenario. Therefore, you must run the Central Audit Report in the central system. The Central Audit Report lists documents from all systems, central and satellite. By 2 clicks in the Central Audit Report's report screen, you can directly access VAN on the respective satellite system. You do not have to log on to the satellite system, when using trusted RFC connections. Note: Ask your administrator whether trusted RFC connections are used. The administrator can configure RFC connections, using the System Landscape Directory (SLD). The selection screen of the Central Audit Report contains the most important selection fields of VAN. Additionally, it provides an additional selection field for the systems of a multiple backend scenario. Note: The Central Audit Report considers only documents that have a DP document number.

You control all functions of the Central Audit Report using a common selection screen. To start the Central Audit Report: Execute the /n/OPT/VIM_AUDIT transaction. Alternatively, in the OpenText LiveLink VIM Menu, click SAP menu > Reports > Central Reporting > Audit Report. The selection screen opens.
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The selection screen comprises the application toolbar and the selection field panel. Application toolbar You can perform the following action: Execute. The Central Audit Report creates and displays a report, using the current settings in the selection field panel.
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Selection field panel The selection fields in the Central Audit Report mainly repeat the most important selection fields that are displayed in VAN. See Selection field panel on page 147 for details. Tips:

The following selection fields are specific for the Central Audit Report: Channel ID Enter the Channel ID. The channel indicates the input mode of invoices into VIM. For example, the channel ID IDOC stands for invoices imported using Electronic Data Interchange. Logical System Enter the logical system name. Logical systems are the central system and the satellite systems in a multiple backend scenario. Only Inprocess Documents Select this check box to consider only DP documents whose workflow status is In Process.

Once you finished your selection in the selection screen, click The report screen opens. to run the report.
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The report screen comprises the following sections:

ALV Grid Control on page 166 Report Results (ALV Grid) on page 167

The ALV Grid control provides various standard SAP buttons for the ALV list viewer that displays the actual report results. For example, you can change the layout of the report, move, remove or add columns and save this new layout. You can then select your saved layout in the selection screen when you start the report the next time. The ALV Grid control of the Central Audit Report displays the same buttons that are available in VAN; see ALV Grid Control on page 154. Additionally, the following button is displayed: Link to VAN Select a document's line in the ALV Grid and click Link to VAN to open the VAN Workflow View (see Workflow View on page 155) for the selected document. In a multiple backend scenario, the VAN Workflow View is opened directly on the system where the document resides. You do not have to log on to the system, when using trusted RFC connections. Note: Ask your administrator whether trusted RFC connections are used. The administrator can configure RFC connections, using the System Landscape Directory (SLD).
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The ALV Grid of the Central Audit Report is very similar to the Document View of VAN; see Document View on page 154. The ALV Grid of the Central Audit Report provides the following specific columns: Logical System The Logical System column at the very left of the ALV Grid indicates on which system in the multiple backend system the document resides. MultiAgent The column MultiAgent might be marked for a document. This indicates that more than one agent is assigned to the document. In this case, click the link in the Current Role column to display the IDs and names of the assigned agents.
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Chapter 15
Using the VIM Analytics Current Liability Report

The VIM Analytics Current Liability Report is part of VIM Analytics. It offers you a clear data report on documents that are parked in the system. The purpose of the Current Liability Report is to provide the Accounts Payable department with accurate information about the current liabilities at any point in time. As a primary use, the Current Liability Report helps the Accounts Payable department to do the accruals at month or period end. The Current Liability Report provides you with various views of the data, enabling you to analyze the liability information from various forms. The various views address the different accrual procedures used by various companies. The Current Liability Report considers parked invoice documents and optionally credit memos that are in parked status. It also considers DP documents that were created but have not been processed as SAP documents. Both PO invoices and Non PO invoices are supported. There are various controls within the report, allowing you to calculate sub totals, download to excel etc. You can restrict the output to lines that are within a certain amount range. This is useful if your companys internal policy is to ignore all lines that are below a certain money limit. The Current Liability Report comprises the following components:

Selection screen; see Using the Selection Screen on page 170 Report views screen; see Using the Report Views Screen on page 176 and Viewing and Grouping Report Results on page 182
The following views and grouping options are available for the report: Views SAP Document Header View Displays the data based on the document (SAP documents only). SAP Document Lines View Displays the data based on the line item (SAP documents only). DP View Displays the DP document only.
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Groupings Header Groups Allows you to group the result based on the header level:

By Company Code By Vendor
Line Groups Allows you to group the result based on the line level:

By Cost Center/ GL account By Internal Order / GL account By WBS Element/ GL account By Network Activity/ GL account By GL / Cost Center By GL / Internal Order By GL / WBS Element By GL / Network Activity By Balance Sheet

You control all functions of the Current Liability Report using a common selection screen. To start the Current Liability Report: Execute the /n/OPT/VAN_LIABILITY transaction. The Current Liability Report selection screen opens.
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Note: Your screen might look different as you can configure what selection fields should appear in the screen.
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The selection screen comprises the following sections:

Menu toolbar Application toolbar Selection field panel
15.1.1 Menu Toolbar

In the Menu toolbar, the following actions are available: Program menu Execute Execute the query. This action opens the report views screen, based on the search criteria entered in the selection field panel. Execute and print Execute the query and print. Execute in background Execute the query in background. Edit menu Use this standard SAP menu to edit the appearance of the selection field. Among others, you can configure what selection fields should appear in the screen. Goto menu Variants Use standard SAP Variants functions. Selection screen help Open the standard SAP selection help screen. Back Go back to the previous screen.

In the Application toolbar, the following button is available: Execute the query. This action opens the report views screen, based on the search criteria entered in the selection field panel.
15.1.3 Selection Field Panel

In the selection field panel, you enter the search criteria for the Current Liability Report. You restrict the number of invoices that are considered for the report, by entering appropriate criteria values. The panel is divided into the following panels:
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General Information on page 173 SAP Invoice Information: Header Information on page 175 SAP Invoice Information: Item Information on page 175 SAP Invoice Information: Include Documents on page 175 DP Information on page 176 Notes:

Your screen and the selection criteria might differ from the screenshot. For search criteria with two entry fields joined by a to, you can enter a value range. If you execute the query without entering any criteria, the report will consider all criteria values.
15.1.3.1 General Information

In this panel, enter general search criteria for the invoices. Company Code Enter the Company Code (organizational unit within financial accounting). Vendor Enter the account number of the associated vendor. Invoice Date Enter the invoice date of the invoice. Posting Date Enter the posting date of the invoice. Report View Group By Decide how you want to group the information in the report view. Select an element from the drop-down list:
Company Code Vendor
Group the result based on the Company Code. Group the result based on the Vendor. Group the result based on the actual SAP documents, such as PO invoices or Non PO invoices. Group the result based on the DP documents. This setting only displays the DP documents. No SAP documents are displayed. Group the result based on the SAP Document Lines.
SAP Documents
DP Documents
SAP Document Lines
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Cost Center/GL Account
Group the result based on the Cost Center and then on the GL Account. Group the result based on the Internal Order and then on the GL Account. Group the result based on the WBS Element and then on the GL Account. Group the result based on the Network Activity and then on the GL Account. Group the result based on the GL Account and then on the Cost Center. Group the result based on the GL Account and then on the Internal Order. Group the result based on the GL Account and then on the WBS Element. Group the result based on the GL Account and then on the Network Activity. Group the result based on the Balance Sheet Accounts.
Internal Order/GL Account WBS Element/GL Account
Network Activity/GL Account GL Account/Cost Center
GL Account/Internal Order GL Account/WBS Element
GL Account/Network Activity Balance Sheet Accounts
PO Invoices Select this check box to include PO invoices in the result. NPO Invoices Select this check box to include Non PO invoices in the result. Credit Memo Select this check box to include credit memo documents in the result. DP In Process Select this check box to include DP documents that are still in process in the result, for example, a document without an SAP document number that is not deleted. Note: If you are searching for DP documents by selecting the DP In Process check box, the Company Code, Vendor, and Fiscal Year search criteria are also considered when querying for DP documents. Show sub-totals Select this check box to show sub-totals in the result. Report Currency Enter the currency format that you want to use for the report. Tip: Click the icon for a list of possible currencies.
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15.1.3.2 SAP Invoice Information: Header Information

In this panel, enter search criteria for the invoice's header item. Document Number Enter the accounting document number of the invoice. Fiscal Year Enter the fiscal year when the invoice was blocked or parked. Document Type Enter the document type for the invoice. Tip: Click the icon for a list of document types.
Posting Month Enter the posting month for the invoice. Fiscal Period Enter the fiscal period for the invoice.
15.1.3.3 SAP Invoice Information: Item Information

In this panel, enter search criteria for the account information of the invoice. Tip: Where applicable, click the icon for a list of available values.
G/L Account Enter the G/L Account of the line item of the invoice. Cost Center Enter the Cost Center of the line item of the invoice. Internal Order Enter the Internal Order of the line item of the invoice. Network Enter the network of the line item of the invoice. Activity Enter the activity of the line item of the invoice. WBS Element Enter the WBS Element of the line item of the invoice. Line Amount Enter the Line Amount of the invoice.
15.1.3.4 SAP Invoice Information: Include Documents

In this panel, enter search criteria regarding which documents should be included. Docs with no Acct Assignmt Select this check box to include documents that have no account assignment or a line amount of zero.
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Invoices with Good Receipt Select this check box to include documents that have a good receipt.
15.1.3.5 DP Information
In this panel, enter search criteria for the Document Processing information. Tip: Where applicable, click the icon for a list of available values.
DP Document Number Enter the document number from DP. DP Document Type Enter the document type from DP. DP Document Creation Date Enter the date the DP document was created. Doc w/o Company Code or Vendor Select this check box to include DP documents that do not have a Company Code or a Vendor Number. If you select this check box, you also must select the DP In Process check box in the General Information panel. Suspected Duplicate Items Select this check box to include DP documents that are suspected to be a duplicate. If you select this check box, you also must select the DP In Process check box in the General Information panel.
15.2 Using the Report Views Screen

The following views and major grouping options are available for the report: Views SAP Document Header View Displays the data based on the document (SAP documents only), see SAP Document Header View on page 182. SAP Document Lines View Displays the data based on the line item (SAP documents only), see SAP Document Lines View on page 183. DP View Displays the DP document only, see DP Information View on page 185. Groupings Header Groups Allows you to group the result based on the header level, see Document Header Grouping on page 187.
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Line Groups Allows you to group the result based on the line level. See Document Lines Grouping on page 188. You can select views and groupings in the Report View Group By field of the selection screen, see General Information on page 173. But also in the report views screen, you can toggle between views and groupings in the menu bar and the application toolbar. Executing a search in the selection screen displays the report views screen, based on the search criteria entered in the selection field panel.
The report views screen comprises the following sections:

Menu Toolbar on page 178 Application Toolbar on page 179 Overview Section on page 179
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ALV Grid Control on page 179 Report Results (ALV Grid) on page 180
15.2.1 Menu Toolbar

Views menu Switch between the different views:

SAP Doc View SAP Line View DP View
Head Groups menu Switch between the Header groupings:

By Company Code By Vendor
Using this grouping also includes DP documents in the report. Line Groups menu Switch between different Line groupings:

Switch Toggle sections in the report views screen on and off: Header Off/Header On Hide and unhide the Overview section. Total On/Total Off Hide and unhide the display of the Total in the report views screen.
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Header Off/Header On See Menu Toolbar on page 178. Total On/Total Off See Menu Toolbar on page 178. By Vendor/By Comp. Group the results by Header: Vendor or Company Code SAP Doc View/SAP Lines View/DP View Switch between the different views of the report.
15.2.3 Overview Section

The Overview section of the report views screen provides an overview of the current search criteria, as entered in the selection field panel.

The ALV Grid control provides various standard SAP buttons for the ALV list viewer that displays the actual report results. The following button is specific for the Current Liability Report:
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Display Image Display the original scanned invoice in the Image Viewer installed and configured on your desktop.

The actual report results are displayed in the ALV Grid. The different views and groupings have different columns; for a detailed description, see Viewing and Grouping Report Results on page 182. To get more details about the results, double-click a row in the ALV Grid.
The Related List for the Chosen Items screen opens. Note: Depending on the grouping you have chosen the list might look different.
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The Related List for the Chosen Items shows details of the documents that belong to the chosen grouping. There are two different panels in the screen: Document Header View This panel lists the SAP documents that belong to the chosen grouping. In the example screenshot, the panel shows all the documents that belong to Company Code 3000 and Vendor 3000 from the ALV Grid. DP Information This panel lists the DP documents that belong to the chosen grouping. Note: The DP Information panel only appears if you have selected the DP In Process check box in the General Information panel of the selection field panel. Moreover, the report views screen must be grouped By Company Code or By Vendor. In the example screenshot, the panel shows all DP documents that belong to Company Code 3000 and Vendor 3000 from the ALV Grid.
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15.3 Viewing and Grouping Report Results

For a list of the views and grouping options, see Using the Report Views Screen on page 176 and Menu Toolbar on page 178. Note: You might notice that when you switch from one view to another view, the total number of items does not equal or some of the items are missing. This is by design; some of the items might be missing the appropriate grouping column. For example, if you choose WBS Element grouping and the item does not have any WBS Element, it will not be included in the Group View by WBS Element.
15.3.1 SAP Document Header View

This view groups the report results based on the Document Number. It only displays SAP documents even if the search returned DP documents. To display the SAP Document Header View, click SAP Doc View in the application toolbar.
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The SAP Document Header View comprises the following columns in the ALV Grid: Note: The list only covers columns whose meaning is not obvious. Vendor # Vendor number Reference # Reference number of the vendor Total Amount Gross amount specified in the header level Line Amount Line amount of the invoice DocType Document type # of Lines Total number of lines in the SAP document. In case of PO invoices, it is the number of PO lines in the invoice. In case of Non PO invoices, it is the number of G/L lines. User Name User who created the invoice
15.3.2 SAP Document Lines View

This view groups the report results based on the invoice lines. It only displays SAP documents even if the search returned DP documents. To display the SAP Document Lines View, click SAP Lines View in the application toolbar.
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The SAP Document Lines View comprises the following columns in the ALV Grid: Note: The list only covers columns whose meaning is not obvious. Invoice Item Line item of the invoice Vendor # Vendor number G/L Account No. General Ledger account Balance Sheets Account Balance Sheets Account, if field is checked Cost Center Number of the Cost Center Internal Order Internal Order of the invoice's line item
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WBS element WBS Element of the invoice's line item Line Amount Amount from the invoice lines in reporting currency Posting key Type of transaction that is entered in a line item Network Network number for account assignment Network Name Name of the network Debit/Credit Ind. Debit or Credit indicator: S = debit; H = credit Activity Activity of the invoice's line item Chart of Accounts Key that uniquely identifies a chart of accounts Controlling Area Highest organizational unit in Controlling Purchasing Document Purchase Order document ID Item Number that uniquely identifies an item in a purchasing document
15.3.3 DP Information View

This view groups the report results based on the DP document number. To display the DP Information View, click DP View in the application toolbar. Note: If you have entered search criteria other than Fiscal Year, Company Code and Vendor in the selection screen, those other criteria are not considered in the DP Information View because those criteria are not relevant in DP documents.
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The DP Information View comprises the following columns in the ALV Grid: Note: The list only covers columns whose meaning is not obvious. Document ID DP document number Document Type Description DP document type description Process Type DP process type Credit Memo An X in this column indicates that the DP document is a credit memo. Document Date Date when this DP document was created Reference Reference number of the vendor
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Purchasing Document PO of the document Total Amount in Document Currency Gross amount specified in the header level Total Amount in Report Currency Total amount in the currency selected in the selection field panel
15.3.4 Document Header Grouping

The following groupings by document header are available:

Company Code Vendor
To group the report results by Company Code or Vendor, click the appropriate Group by button in the application toolbar. The following example screenshot shows a grouping by Company Code.
A section
In the A section of the example screenshot, all items have a Company Code, a Vendor # and a Vendor Name assigned. This indicates that all documents are already processed and have a Company Code and a Vendor Number. If you have selected the DP In Process check box in the General Information panel of the selection field panel, the row will also include DP items. These DP items have been indexed with both Company Code and Vendor Number.
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B section
In the B section of the example screenshot, all items have no Company Code and no Vendor # assigned. The Vendor Name is DP not Indexed. This indicates that the documents in this section are DP documents that were created but not indexed at all. Note: This section is displayed only if you have selected the DP In Process check box in the General Information panel of the selection field panel. The document header grouping comprises the following columns in the ALV Grid: Note: The list only covers columns whose meaning is not obvious. Vendor # Vendor number # of Docs Number of documents in the group Total Amount Gross amount specified in the header level Line Amount Amount from all invoice lines of the invoice
15.3.5 Document Lines Grouping

The following groupings by document lines are available:

Example: If you select the grouping By Cost Center/ GL account, the result is grouped based on the Cost Center first and then based on the GL Account. To group the report results by document lines, click the appropriate menu entry in the Line Groups menu. The following example screenshot shows a grouping By Cost Center/ GL account.
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The document lines grouping comprises the following columns in the ALV Grid: Notes:

The list only covers columns whose meaning is not obvious. Depending on the grouping, some of the columns might not be displayed.
Cost Center Cost Center number Internal Order Internal Order number of the invoice's line item WBS Element WBS Element of the invoice's line item Network Network ID Activity Activity ID G/L Account no. General Ledger Account G/L Account Name General Ledger Account name # of Lines Included Number of accounting lines in the group
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Line Amount Amount from all invoice lines of the invoice
15.4 Frequently Asked Questions

Can the Current Liability Report be scheduled as a batch job? Answer: Yes, the Current Liability Report can be scheduled as a batch job. If the data is large, it is expected that the report is scheduled as a batch job with various variants. Various variants can be configured and each of the variants can be scheduled as a batch job.
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Chapter 16
Using the Key Process Analytics Report

The Key Process Analytics Report is part of the VIM Reporting Module. It reports about a variety of key figures regarding the VIM process: It shows the accumulated amounts of all documents in the DP workflow, in parked state and in posted state. The individual report panels of the Key Process Analytics Report highlight the following aspects: Total Liability This panel provides an overview of the total liability. By double-click, you can display a detailed list of documents. Amounts that are exceeding certain thresholds are highlighted in orange or red. Your administrator can customize these thresholds. Processed / In Process Documents This panel provides an overview of VIM invoices, processed and currently in process. By double-click, you can display a detailed list of documents. If the number or percentage of processed or in process documents exceeds certain thresholds, the respective cells are highlighted in orange or red. Your administrator can customize these thresholds. Channel Analysis This panel provides an overview of VIM invoices per channel. By double-click, you can display a detailed list of documents. First Pass This panel provides an overview of first pass VIM invoices, that means VIM invoices that could be posted without any exceptions. By double-click, you can display a detailed list of documents. If the number or percentage of first pass VIM invoices goes below certain thresholds, the respective cells are highlighted in orange or red. Your administrator can customize these thresholds. Top Exceptions by Count This panel provides an overview of the most frequent exceptions during the VIM process. You can select the number of exceptions to be listed. By double-click, you can display a detailed list of work items with exceptions. Top Vendors by Amount This panel provides an overview of the vendors with the highest purchase amount, based on the gross amount of all VIM invoices. You can select the number of vendors to be listed. By double-click, you can display a detailed list of documents.
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The Key Process Analytics Report supports the conversion of amount fields to different currencies. You can display report data as graphics, using standard SAP ALV grid functionality. You can choose between different chart types, for example bar chart or pie chart, etc.
16.1 Using the Frame Selection Panel

Unlike the other reports in Central Reporting, the Key Process Analytics Report does not provide a separate selection screen. The Frame Selection panel is integrated into the main screen that also shows the individual report panels. To start the Key Process Analytics Report: Execute the /n/OPT/VIM_KPA1 transaction. Alternatively, in the OpenText LiveLink VIM Menu, click SAP menu > Reports > Central Reporting > Key Process Analytics Report.
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16.1 Using the Frame Selection Panel
The main screen comprises the application toolbar, the Frame Selection panel and the individual report panels. Application toolbar You can perform the following action: Refresh. Alternatively, press the RETURN key. The Key Process Analytics Report creates and displays a report, using the current settings in the Frame Selection panel. The report results are displayed in the individual report panels. Note: A new selection from the database is triggered only if you change the selection criteria. Frame Selection panel The Frame Selection panel comprises the following selection criteria: Tips:

System Enter logical systems to be considered for the report. Note: VIM supports several logical (back end) systems. Company Code Enter the Company Code. Channel ID Enter the channel ID. The channel indicates the input mode of invoices into VIM, for example OCR. Date Range Enter the date range you want to run the report for. The date refers to the Created at date of the VIM document. This corresponds to the P date in Currency Translation Date, see below. Reporting Currency Mandatory field. Enter the currency for the report. The amounts of all documents will be translated into this currency, using the exchange rate valid at the Currency Translation Date.
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Currency Translation Date Select the date whose exchange rate should be used for currency translation:
C D P
Last Update The Last Update line shows when the data used for the report has been updated. Click to display details of the last update. The Run Time line shows when the report has been executed, that means, when data has been read from the database. Tip: If you feel the data needs to be updated, contact your administrator. Individual report panels See Using the Individual Report Panels on page 194.
16.2 Using the Individual Report Panels

Once you finished your selection in the Frame Selection panel, click RETURN to run the report. or press
The individual report panels in the main screen get populated with data.
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Figure 16-1: Key Process Analytics Report results The following sections describe the individual report panels:

Total Liability on page 196 Processed / In Process Documents on page 197 Channel Analysis on page 198 First Pass on page 199 Top Exceptions by Count on page 200 Top Vendors by Amount on page 200
All report panels are displayed using the standard SAP ALV list viewer with the respective ALV grid control. The ALV grid control provides various standard SAP buttons for the ALV list viewer. For example, you can change the layout of the report, move, remove or add columns.
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16.2.1 Total Liability

For a screenshot of the report panel, see below. The Total Liability panel comprises the following columns: Category The following states of documents are listed:

Blocked Documents Parked Documents Pre-Process Documents (all documents that are still in process and did not yet result in an SAP invoice)
Total Amount Total Amount of all documents Crcy Reporting Currency, as selected in the Frame Selection panel
Details
To show details for a specific cell in the Total Amount column, double-click the cell in the ALV grid. The Document List opens, showing detailed information on the VIM documents of the Category referred to in the selected cell. Tips:
The selected cell in the ALV grid must contain data. Otherwise, the Document List cannot be displayed. For the columns Category and Crcy, no document lists are available.
The ALV grid control in the Document List contains the following button: Image You can display the original scanned invoice of a VIM document in the Image Viewer installed and configured on your desktop: Select a line in the table and click Image.
Threshold functionality
In the Total Liability panel, the threshold functionality is available. Your administrator can define threshold values for an attention status and a critical status. If the attention value is exceeded in a cell, the cell is highlighted in orange. If the critical value is exceeded in a cell, the cell is highlighted in red.
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16.2.2 Processed / In Process Documents

For a screenshot of the report panel, see Figure 16-1 on page 195. The Processed / In Process Documents panel provides an overview of VIM invoices, processed and currently in process. It comprises the following columns: Invoice Type

PO Invoices NPO Invoices Unclassified An unclassified invoice is not yet classified as a PO or NPO invoice.
Total # Processed Total number of invoices that are already processed, that means with status Posted. Total # In Process Total number of invoices that are currently in process You can add the following columns using the ALV grid control: PO Based Indicator if the invoice is PO based or not. Possible values: Y for Yes, N for No, U for Unclassified. This column can be useful if you export the data, for example to Microsoft Excel. Processed (%) Percentage of invoices that are already processed, that means with status Posted. In Process (%) Percentage of invoices that are currently in process
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Details
To show details for a specific cell, double-click the cell in the ALV grid. The Document List opens, showing detailed information on the VIM documents according to Invoice Type and Document Status referred to in the selected cell. Tip: The selected cell in the ALV grid must contain data. Otherwise, the Document List cannot be displayed. The ALV grid control in the Document List contains the following button: Image You can display the original scanned invoice of a VIM document in the Image Viewer installed and configured on your desktop: Select a line in the table and click Image.
In the Processed / In Process Documents panel, the threshold functionality is available. Your administrator can define threshold values for an attention status and a critical status. If the attention value is exceeded in a cell, the cell is highlighted in orange. If the critical value is exceeded in a cell, the cell is highlighted in red.
16.2.3 Channel Analysis

For a screenshot of the report panel, see Figure 16-1 on page 195. The Channel Analysis panel provides an overview of VIM invoices by Channel ID. The channel indicates the input mode of invoices into VIM, for example OCR. The Channel Analysis panel comprises the following columns: Channel ID Channel ID, for example IDOC for invoices imported using Electronic Data Interchange Channel Text Description of the channel Total # PO Invoices Total number of PO invoices Total # NPO Invoices Total number of NPO invoices Total # Unclassified Total number of unclassified invoices (not yet classified as PO or NPO invoices) You can add the following columns using the ALV grid control: PO Invoices (%) Percentage of PO invoices NPO Invoices (%) Percentage of NPO invoices Unclassified (%) Percentage of unclassified invoices
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Details
To show details for a specific cell, double-click the cell in the ALV grid. The Document List opens, showing detailed information on the VIM documents, according to Invoice Type and Channel ID referred to in the selected cell. Tip: The selected cell in the ALV grid must contain data. Otherwise, the Document List cannot be displayed. The ALV grid control in the Document List contains the following button: Image You can display the original scanned invoice of a VIM document in the Image Viewer installed and configured on your desktop: Select a line in the table and click Image.
16.2.4 First Pass

For a screenshot of the report panel, see Figure 16-1 on page 195. The First Pass panel provides an overview of first pass VIM invoices, that means VIM invoices that could be posted without any exceptions. The First Pass panel comprises the following columns: Invoice Type

PO Invoices NPO Invoices All Invoices
First Pass (%) Percentage of First Pass documents Total # First Pass Total number of First Pass documents Total # Documents Total number of documents You can add the following columns using the ALV grid control: PO Based Indicator if the invoice is PO based or not. Possible values: Y for Yes, N for No. This column can be useful if you export the data, for example to Microsoft Excel.
Details
To show details for a specific cell, double-click the cell in the ALV grid. The Document List opens, showing detailed information on the VIM documents, according to the Invoice Type referred to in the selected cell. Tips:
The selected cell in the ALV grid must contain data. Otherwise, the Document List cannot be displayed. There is not Document List available for the column Total # Documents.
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The ALV grid control in the Document List contains the following button: Image You can display the original scanned invoice of a VIM document in the Image Viewer installed and configured on your desktop: Select a line in the table and click Image.
In the First Pass panel, the threshold functionality is available. Your administrator can define threshold values for an attention status and a critical status. If the value in a cell falls below the attention value, the cell is highlighted in orange. If the value in a cell falls below the critical value, the cell is highlighted in red.
16.2.5 Top Exceptions by Count

For a screenshot of the report panel, see Figure 16-1 on page 195. The Top Exceptions by Count panel provides an overview of the most frequent exceptions during the VIM process. You can select the number of exceptions to be listed in the panel. Therefore, the ALV grid control of the Top Exceptions by Count panel provides a dedicated button: Top Click this button to select the number of exceptions that are listed. Possible values: 3, 5, 10, or 20 The Top Exceptions by Count panel comprises the following columns: Exception ID ID of the exception in the system Exception Text Description of the Exception # Work Items with Exceptions Number of work items with the given exception
Details
To show details for a specific line, double-click the line in the ALV grid. The Work Items with Exception List opens, showing detailed information on the work items, according to the Exception ID referred to in the selected line. The ALV grid control in the Work Items with Exception List contains the following button: Image You can display the original scanned invoice of a VIM document in the Image Viewer installed and configured on your desktop: Select a line in the table and click Image.
16.2.6 Top Vendors by Amount

For a screenshot of the report panel, see Figure 16-1 on page 195.
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The Top Vendors by Amount panel provides an overview of the vendors with the highest purchase amount, based on the gross amount of all VIM invoices. You can select the number of vendors to be listed in the panel. Therefore, the ALV grid control of the Top Vendors by Amount panel provides a dedicated button: Top Click this button to select the number of exceptions that are listed. Possible values: 3, 5, 10, or 20 The Top Vendors by Amount panel comprises the following columns: Logical System Logical system Vendor Vendor ID Name 1 Vendor name Total Amount Total amount for the vendor Currency Reporting Currency, as selected in the Frame Selection panel You can add the following column using the ALV grid control: Name 2 Only useful if this field is maintained for the vendors in the system
Details
To show details for a specific line, double-click the line in the ALV grid. The Document List opens, showing detailed information on the VIM documents, according to the Logical System and the Vendor referred to in the selected line. The ALV grid control in the Work Items with Exception List contains the following button: Image You can display the original scanned invoice of a VIM document in the Image Viewer installed and configured on your desktop: Select a line in the table and click Image.
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Chapter 17
Using the Exception Analysis Report

The Exception Analysis Report is part of the VIM Reporting Module. It reports all work items with exceptions, grouped by exception, company code or vendor. From a business point of view, the Exception Analysis Report provides the following:

Finds and tracks exceptions with the highest impact on your business. Monitors how often exceptions occur. Finds companies or vendors who cause the highest number of exceptions. Indicates the invoice amount that is affected by work items with exceptions.
From a technical point of view, the Exception Analysis Report provides the following:

grouping by exception, vendor or company code an overview of the processing times (average) and wait times (average) per exception a sum of gross amounts related to the work items an analysis of the average number of touches per work item with exception an analysis of the average number of referrals per work item with exception a comparison of exceptions of a freely selectable period to a comparison period a detailed list of work items with exceptions (by double-click)
The Exception Analysis Report comprises the following components:

Selection screen, see Using the Selection Screen on page 203. Report screen, see Using the Report Screen on page 206.

You control all functions of the Exception Analysis Report using a common selection screen. To start the Exception Analysis Report: Execute the /n/OPT/VIM_EXCP1 transaction. Alternatively, in the OpenText LiveLink VIM Menu, click SAP menu > Reports > Central Reporting > Exception Analysis Report.
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The selection screen comprises the application toolbar and the selection field panel. Application toolbar You can perform the following action: Execute. The Exception Analysis Report creates and displays a report, using the current settings in the selection field panel. Selection field panel The selection field panel comprises the following sections:
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Tips:

Org Related System Enter logical systems to be considered for the report. Note: VIM supports several logical (back end) systems. Company Code Enter the Company Code. Channel Enter the channel. The channel indicates the input mode of invoices into VIM, for example OCR. Doc Characteristics Invoice types Click PO Invoices, Non-PO Invoices, or All Invoices (All Invoices includes PO, Non PO and unclassified invoices). Note: Unclassified invoices are not yet classified as PO or NPO invoices. IM Document Type Enter the DP document type, depending on the logical system. Vendor Enter the vendor number, depending on the logical system. Include "In Process" Items By default, the Exception Analysis Report only considers finished documents, with status Posted. Select this check box to include also documents that are still in process. Note: This setting only considers documents in the current date range, not in the comparison period. Include Deleted/Obsolete/Cancelled/Confirmed Duplicate/Rescan Complete To include finished documents of any of the mentioned states, select this check box. Note: This setting considers documents in the current date range and in the comparison period.
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Time Characteristics Date Range Enter the date range you want to run the report for. The date refers to the Created at date of the document. Comparison Period Click Previous Week, Previous Month, Previous Quarter or Previous Year. The date refers to the Created at date of the document. Grouping Select the parameter to group the report by. Click Exception, Vendor or Company Code. Report Options Layout Enter the layout for the report if you have saved a personal layout using the ALV grid control, before. See ALV Grid Control on page 207. Reporting Currency Mandatory field. Enter the currency for the report. The amounts of all documents will be translated into this currency, using the exchange rate valid at the Currency Translation Date. Currency Translation Date Select the date whose exchange rate should be used for currency translation:
C D P

Once you finished your selection in the selection screen, click The report screen opens. This screen comprises:

to run the report.
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The header section of the report screen provides an overview of the current search criteria, as entered in the selection field panel. Last Update The Last Update line in the header section shows when the data used for the report has been updated. Click to display details of the last update. Tip: If you feel the data needs to be updated, contact your administrator.

The ALV Grid control provides various standard SAP buttons for the ALV list viewer that displays the actual report results. For example, you can change the layout of the report, move, remove or add columns and save this new layout. You can then select your saved layout in the selection screen when you start the report the next time. The following button is specific for the Exception Analysis Report: Group By Click this button to change the grouping of the report. This has the same effect as the Grouping settings in the selection screen. Click Exception, Vendor or Company Code.
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The actual report results are displayed in the ALV Grid. The Grouping setting determines the layout of the columns. If the report is grouped by Vendor or Company Code, the logical systems are displayed at the very left of the table, followed by the Vendor or Company Code information. If the report is grouped by Exception, the Exception information is displayed at the very left of the table. Next to the right, the following columns are displayed, first for the selected period, next for the comparison period, indicated by Previous Period or Prev. in the column title: Note: You can change the layout of the report results; for example, you can shift, remove or add columns. So, your actual table might differ from the following description. # Work Items with Exceptions Number of work items that had exceptions Total Amount This value is recalculated from the original currency to the reporting currency. Avg. Time Average time of work on the work item Avg. Wait Time Average time elapsed on one VIM document before all the work items related to this VIM document have been touched by a user for the first time. One VIM document can comprise several work items. Every work item has a wait time before it is touched for the first time. The report sums up these wait times and averages them. Note: The columns containing time data display the time in <xx>d <xx>h <xx>m <xx>s format. You can add corresponding columns that display the time in seconds as a numeric value. This is useful, for example, if you want to export data to an Excel spreadsheet. Avg. # of Touches Average number of how often the work item has been touched Avg. # of Referrals Average number of how often the work item has been referred to an agent

To show details for a specific line, double-click the line in the ALV Grid. The Work Items with Exception List opens, showing detailed information on every work item that appears in the # Work Items with Exceptions column in the selected line. Tip: The selected line in the ALV Grid must contain data. Otherwise, the Work Items with Exception List cannot be displayed.
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The ALV grid control in the Work Items with Exception List contains the following button: Image You can display the original scanned invoice of a VIM document in the Image Viewer installed and configured on your desktop: Select a line in the table and click Image.
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Chapter 18
Using the Productivity Report

The Productivity Report is part of the VIM Reporting module. It reports about the productivity of users/roles and the activities of users/roles. The Productivity Report comprises the following features:
Provides an overview of the processing times (total and average) and wait times (average) per user/role. Enables the comparison of productivity of a freely selectable period to a comparison period. Provides a snapshot of reserved and in process items per user/role. Enables the analysis of the average number of touches (per invoice) of users/roles. Enables the analysis of the average number of referrals (per invoice) of users/roles. Allows displaying a detailed list of:

documents processed by a single user/role currently reserved items of a single user/role currently processed items of a single user/role
The Productivity Report comprises the following components:

Selection screen, see Using the Selection Screen on page 211 Report screen, see Using the Report Screen on page 214

You control all functions of the Productivity Report using a common selection screen. To start the Productivity Report: Execute the /n/OPT/VIM_PROD1 transaction. Alternatively, in the OpenText LiveLink VIM Menu, click SAP menu > Reports > Central Reporting > Productivity Report.
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The selection screen comprises the application toolbar and the selection field panel. Application toolbar You can perform the following action: Execute. The Productivity Report creates and displays a report, using the current settings in the selection field panel. Selection field panel The selection field panel comprises the following sections:
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Agent Info Agent ID Enter the IDs of the agents (users) you want to run the report for. Role ID Enter the IDs of the roles you want to run the report for. Org Object Enter the Org object you want to run the report for. The Org object refers to the organizational objects maintained in the standard SAP icon, you can restrict the value Organizational Management. Using the range to Organizational unit, Position, or Organizational units and Positions (All). Note: To use this selection criterion, the organizational structure must be maintained within SAP Organizational Management on the different logical (back end) systems. Org Related System Enter logical systems to be considered for the report. Note: VIM supports several logical (back end) systems. Company Code Enter the Company Code. Channel Enter the channel. The channel indicates the input mode of invoices into VIM, for example OCR. Doc Characteristics Click PO Invoices, Non-PO Invoices, or All Invoices (All Invoices includes PO, Non PO and unclassified invoices). Note: Unclassified invoices are not yet classified as PO or NPO invoices. Time Characteristics Date Range Enter the date range you want to run the report for. The date refers to the Created at date of work items related to the VIM document.
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Comparison Period Click Previous Week, Previous Month, Previous Quarter or Previous Year. The date refers to the Created at date of work items related to the VIM document. Grouping Select the parameter to group the report by. Click Agent or Role. Report Options Layout Enter the layout for the report if you have saved a personal layout using the ALV grid control, before. See ALV Grid Control on page 215.


to run the report.

The header section of the report screen provides an overview of the report period and the comparison period, as entered in the selection field panel.
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Last Update The Last Update line in the header section shows when the data used for the report has been updated. Click to display details of the last update. Tip: If you feel the data needs to be updated, contact your administrator.

The ALV Grid control provides various standard SAP buttons for the ALV list viewer that displays the actual report results. For example, you can change the layout of the report, move, remove or add columns and save this new layout. You can then select your saved layout in the selection screen when you start the report the next time. The following button is specific for the Productivity Report: Group By Click this button to change the grouping of the report. This has the same effect as the Grouping settings in the selection screen. Click Agent or Role.

The actual report results are displayed in the ALV Grid. The Grouping setting determines the layout of the columns. If the report is grouped by Agent, the logical systems are displayed at the very left of the table, followed by the Agent information. If the report is grouped by Role, the Role information is displayed at the very left of the table.
Report period results
Next to the right, the following columns are displayed for the report period: Note: You can change the layout of the report results; for example, you can shift, remove or add columns. So, your actual table might differ from the following description. Total # Processed Number of VIM documents that have been worked on in the report period. Work is not necessarily completed; that means, the invoice may be already posted or not. Reserved Number of VIM documents that are reserved at the moment; that means, at least one work item belonging to the VIM document is reserved. The moment of time is determined by the last update of the data, see Header Section on page 214. The value in the Reserved column is a subset of the value in the In Process column.
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In Process Number of VIM documents that have at least one work item in the following states at the moment:
waiting to be worked on in an inbox of the SAP Business Workplace, not yet touched by any user reserved by a user worked on by a user
The moment of time is determined by the last update of the data, see Header Section on page 214. Total Time Spent Time the agent/role spent working on VIM documents Avg. Time Average time the agent/role spent working on one VIM document Avg. Wait Time Average time elapsed on one VIM document before all the work items related to this VIM document have been touched by a user for the first time. One VIM document can comprise several work items. Every work item has a wait time before it is touched for the first time. The report sums up these wait times and averages them. Note: The columns containing time data display the time in <xx>h <xx>m <xx>s format. You can add corresponding columns that display the time in seconds as a numeric value. This is useful, for example, if you want to export data to an Excel spreadsheet. Avg. # of Touches Average number of how often a VIM document has been touched Avg. # of Referrals Average number of how often a VIM document has been referred to another agent
Comparison period results
To the right of the report period columns, the following columns are displayed for the comparison period (indicated by Prev. in the column title): Prev. Total # Processed Number of VIM documents that have been worked on in the comparison period Prev. Total Time Spent Time the agent/role spent working on VIM documents Prev. Avg. Time Average time the agent/role spent working on one VIM document Prev. Avg. Wait Time Average time elapsed on one VIM document before all the work items related to this VIM document have been touched by a user for the first time.
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One VIM document can comprise several work items. Every work item has a wait time before it is touched for the first time. The report sums up these wait times and averages them. Note: The columns containing time data display the time in <xx>h <xx>m <xx>s format. You can add corresponding columns that display the time in seconds as a numeric value. This is useful, for example, if you want to export data to an Excel spreadsheet. Prev. Avg. # of Touches Average number of how often a VIM document has been touched Prev. Avg. # of Ref. Average number of how often a VIM document has been referred to another agent

To show details for a specific cell, double-click the cell in the ALV Grid. The Document List opens, showing detailed information on the VIM documents referred to in the selected cell. Tip: The selected cell in the ALV Grid must contain data. Otherwise, the Document List cannot be displayed. The Document List displays data for an Agent in a Logical System or a Role, depending on the grouping of the report. Displaying the Document List for a cell is possible in all columns, except the columns containing time data. The layout of the Document List depends on the selected column. The ALV Grid control in the Document List contains the following button that is specific for the Productivity Report: Image You can display the original scanned invoice of a VIM document in the Image Viewer installed and configured on your desktop: Select a line in the table and click Image.
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Chapter 19
Using the Aging Report

The Aging Report is part of the VIM Reporting Module. It reports about the aging of documents and work items in the current system. The Aging Report comprises the following features:
Provides an overview of the processing times of documents that have not been posted without error. Provides a snapshot of documents that have not been posted and are still work in process. Provides a snapshot of work items that are still work in process. Allows displaying a detailed list of:

documents still in process, grouped by document type. work items still in process, grouped by role.
The Aging Report comprises the following components:

Selection screen, see Using the Selection Screen on page 219 Report screen, see Using the Report Screen on page 222

You control all functions of the Aging Report using a common selection screen. To start the Aging Report: Execute the /n/OPT/VIM_AGING transaction. Alternatively, in the OpenText LiveLink VIM Menu, click SAP menu > Reports > Central Reporting > Aging Report.
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The selection screen comprises the application toolbar and the selection field panel. Application toolbar You can perform the following action: Execute. The Aging Report creates and displays a report, using the current settings in the selection field panel. Selection field panel The selection field panel comprises the following sections: Tips:

For search criteria with two entry fields joined by a to, you can enter a value range.
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If you do not specify search criteria in a field, the search includes all available values.
Org Related System Enter logical systems to be considered for the report. Note: VIM supports several logical (back end) systems. Company Code Enter the Company Code. Channel Enter the channel. The channel indicates the input mode of invoices into VIM, for example OCR. Doc Characteristics Click PO Invoices, Non-PO Invoices, or All Invoices (All Invoices includes PO, Non PO and unclassified invoices). Note: Unclassified invoices are not yet classified as PO or NPO invoices. Vendor Enter the vendor number, depending on the logical system. Role ID Enter the IDs of the roles you want to run the report for. Document Type Enter the document type you want to run the report for. Grouping Select the parameter to group the report by: Click Document Type or Role. Report Options Layout Enter the layout for the report if you have saved a personal layout using the ALV grid control, before. See ALV Grid Control on page 223. Buckets (in Days) The report results are displayed in 4 so-called buckets, each of them representing a time range of how long documents or work items have stayed in the system. Each bucket corresponds with a table column in the report screen. By default, the following buckets are defined:

0 to 30 Days 31 to 60 days 61 to 90 days > 90 days
Using the Buckets (in Days) fields, you can change the limits for the buckets. Replace the default values 30 / 60 / 90, according to your needs.
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For example, the screenshot in Using the Report Screen on page 222 shows buckets that are defined with 50 / 75 / 100


to run the report.
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The header section of the report screen displays date and time of the last update, and of the current run of the Aging Report. Last Update The Last Update line in the header section shows when the data used for the report has been updated. Click to display details of the last update. Tip: If you feel the data needs to be updated, contact your administrator. The Run Time line shows when the report has been executed.

The ALV Grid control provides various standard SAP buttons for the ALV list viewer that displays the actual report results. For example, you can change the layout of the report, move, remove or add columns and save this new layout. You can then select your saved layout in the selection screen when you start the report the next time. The following button is specific for the Aging Report: Group By Click this button to change the grouping of the report. This has the same effect as the Grouping settings in the selection screen. Click Doc Type or Role.

The actual report results are displayed in the ALV Grid. The Grouping setting determines the layout of the columns. If the report is grouped by Doc Type, the logical systems are displayed at the very left of the table, followed by the Doc Type information. If the report is grouped by Role, the Role information is displayed at the very left of the table. With Doc Type grouping, the data cells contain information about VIM documents. With Role grouping, the data cells contain information about work items.
Report results
Next to the right, the following columns are displayed: Note: You can change the layout of the report results; for example, you can shift, remove or add columns. So, your actual table might differ from the following description. Description Description of the document type if you have grouped by Doc Type. Description of the role if you have grouped by Role. 0 to 30 Days This is the default setting. You can change the setting, using the Buckets (in Days) parameter in the selection field panel. See Buckets (in Days) on page 221.
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Number of documents that are work in process and have been in the system for 0 to 30 days. 31 to 60 Days This is the default setting. You can change the setting, using the Buckets (in Days) parameter in the selection field panel. See Buckets (in Days) on page 221. Number of documents that are work in process and have been in the system for 31 to 60 days. 61 to 90 Days This is the default setting. You can change the setting, using the Buckets (in Days) parameter in the selection field panel. See Buckets (in Days) on page 221. Number of documents that are work in process and have been in the system for 61 to 90 days. >90 Days This is the default setting. You can change the setting, using the Buckets (in Days) parameter in the selection field panel. See Buckets (in Days) on page 221. Number of documents that are work in process and have been in the system for more than 90 days.

To show details for a specific cell, double-click the cell in the ALV Grid. With Doc Type grouping, the Document List opens, showing detailed information on the VIM documents referred to in the selected cell. The Document List shows documents with a specific Logical System and Document Type. With Role grouping, the Work Items with Exception List opens, showing detailed information on the work items referred to in the selected cell. The Work Items with Exception List shows work items with a specific Role. Tips:
The selected cell in the ALV Grid must contain data. Otherwise, the Document List or Work Items with Exception List cannot be displayed. Displaying the Document List or Work Items with Exception List for a cell is possible in all columns with numeric values, except the cells containing the Total. The layout of the Document List or Work Items with Exception List depends on the selected column.
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Chapter 20
Using the License Report

The license report allows you to print a report of the number of invoices processed through VIM in all channels in a given time period. You can send the report to OpenText or SAP. To start the License Report: 1. Execute the /n/OPT/VIM_LICENSE transaction. Alternatively, in the OpenText LiveLink VIM Menu, click SAP menu > Reports > Central Reporting > License Report.
2.
In the selection screen, enter the report parameters: Date Created The creation date. Mandatory field. Both From and To fields are required. By default, the From field is populated with the date 2 years ago from the current date. The To field is populated with the current date. Org Related Logical system Optional field. Enter logical systems in a multiple backend scenario. Channel ID Optional field. Enter the channel through which invoices are processed.
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Company Code Optional field. Enter the company code in which invoices are created. DP Document Type Optional field. Enter the DP invoice document type. 3. To display the License Report, click in the application toolbar.
The invoice count is displayed for each channel per month in a year. It is summed for each year in a channel, and for all years in a channel. At the end, the total number of invoices in all channels is displayed. You can print the report and send it to OpenText or SAP.
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Glossary
AAK See: SAP Add-On Assembly Kit (AAK) AP processor Accounts Payable personnel Approval chart of authority (COA) The Approval chart of authority (COA) determines first approver and next approver for an invoice by combinations of Company Code (specific or range), Expense Type (marketing expense, utility), Cost Objects (G/L account, Cost Center), and HR objects (Position, Job code). Archive system Computer system that enables storage, management and retrieval of archived data and documents ArchiveLink Service integrated in the SAP Web Application Server for linking archived documents and the application documents entered in the SAP system ArchiveLink document types Document types that need to be customized for ArchiveLink Authorization profiles The SAP administrator assigns authorizations to the users that determine which actions a user can execute in the SAP system. These authorizations are stored in Authorization profiles. BAdI See: Business Add-Ins (BAdI) Baseline Set of functionality with pre-defined configuration and the starting point to implement VIM
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BDC ID Business Data Communication ID. The BDC ID is used by the system to process an SAP transaction to create an SAP Document in user context. Block Situation where an invoice has a price or quantity variance that prevents invoice from posting BTE See: Business Transaction Event (BTE) Business Add-Ins (BAdI) Business Add-Ins (BAdI) is a new SAP enhancement technique based on ABAP objects. BAdI can be inserted into the SAP System to accommodate user requirements too specific to be included in the standard delivery. Business rules Rules that describe the operations, definitions and constraints that apply to an organization Business Transaction Event (BTE) Event used for extending a Non PO invoice functionality to call a custom program Buyer Person who is in charge of the PO. This role should have authorization to create and change the purchase order. This role is also responsible for negotiating and communicating with vendors. COA See: Approval chart of authority (COA) Coding Coding allocates an invoice to G/L account and cost object if required. Contract agent Person who can create and modify SAP contracts. Dashboard User interface that organizes and presents information in a way that is easy to read. Users can also perform actions from the dashboard. DocuLink OpenText DocuLink enables the archiving, management and retrieval of CRM or ERP documents from within the SAP infrastructure.
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Document Processing (DP) VIM component that captures invoice metadata including line items for PO and performs preconfigured business rules Document type Type of document such as PO, Non PO, OCR, Non OCR DP See: Document Processing (DP) Duplicate analyzer Person who is responsible to identify duplicate invoices Event Type Linkage Error handling method. Event Type Linkage determines what the application should do in case an error could not be handled. Exception Action that is not part of normal operations or standards FI See: Financial Accounting (FI) Financial Accounting (FI) SAP module for the Finance and Accounting department IAP See: Invoice Approval (IAP) ICC See: Invoice Capture Center (ICC) IE See: Invoice Exception (IE) Indexer Person responsible for entering index data Indexing Process of entering or storing data into the system Information provider Receiving role for option Refer for Information
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Invoice Approval (IAP) VIM component that enables users to perform coding, approving and rejecting invoices Invoice approver Person who approves invoices Invoice Capture Center (ICC) Optional VIM OCR component Invoice coder Person who enters the accounting info on invoices to allocate the cost Invoice Exception (IE) VIM component that handles the exceptions that arise after a SAP invoice is created Invoice requester Person who requested goods and services for Non PO invoices LIV See: Logistic invoice (LIV) Logistic invoice (LIV) purchase order invoice Materials Management (MM) SAP MM is the materials management module of the SAP ERP software package. Materials management is used for procurement and inventory management. MM See: Materials Management (MM) Namespace Name range reserved by SAP for customer objects and SAP objects to make sure that objects are not overwritten by SAP objects during the import of corrections or an upgrade Non purchase order (Non PO) Order that is not based on a PO
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Non purchase order (Non PO) invoice (PIR) Invoice based on a Non purchase order (Non PO) Number range Array of numbers that can be used for an object in the SAP system OCR See: Optical character recognition (OCR) Optical character recognition (OCR) Mechanical or electronic translation of images of handwritten, typewritten or printed text (usually captured by a scanner) into machine-editable text Park Situation where an invoice is not posted and is waiting for further processing Parked invoice document Temporary document that the AP processor can change and post. SAP assigned document number becomes real number when posted. PIR See: Non purchase order (Non PO) invoice (PIR) PO See: Purchase order (PO) Posted invoice document Invoice that has already been posted in SAP. Only free-form text fields can be changed. Related documents such as POs or good receipts may be created or changed to effect the invoice. If the document is not needed, it must be cancelled ( PO invoice) or reversed ( non-PO invoice). Price variance Situation where the price on the invoice is different from the price in the purchase order Process options Processing options for the user in the dashboard, such as Referral, Authorization, and Actions Process type Process type for a document. The process type determines the initial actor and various collaboration options available to the various actors during the process flow.
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Glossary
Purchase order (PO) SAP module. PO indicates a document sent from a buyer to a seller. The purpose of the document is to order the delivery of goods or services. Purchase order (PO) invoice Invoice based on a Purchase Order (PO) Quantity variance Situation where the quantity on the invoice is different from the quantity in the purchase order Receiver Person who can create and reverse the goods receipt in SAP Requisitioner Person who requested goods and services Roles Set of predefined roles for the SAP user SAP Add-On Assembly Kit (AAK) Standardized delivery procedure for software Scan operator Person who scans the invoices into images (may not have a SAP ID) Service approver Person who approves a service entry Service requisitioner Person who enters a service entry Swimlane Diagram representing a specific VIM process. A swimlane comprises the process description, roles, user interface and options of the process. Tax expert Person who advises on invoices that need tax audit. Normally tax department personnel. VAN See: VIM Analytics (VAN)
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Vendor Invoice Management (VIM) Packaged business solution that solves a business problem paying correct amount to vendors on-time and with the lowest cost. VIM delivers not technology but best-practice business processes. VIM provides values to customers in process efficiency, visibility and compliance. Vendor maintenance Person who is responsible for creating and maintaining the vendor master records VIM Analytics (VAN) VIM component that gives users a clear data report on their invoices in progress. VIM Analytics allows to track the documents routed through SAP workflows via VIM. Workflow SAP business workflows can be used to define business processes that are not yet mapped in the R/3 system.
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Index
Attachments Approval Portal 97 Invoice Approval 77 A Accessing workflows 19 Integrated Invoice Cockpit 20 SAP Business Workplace 19 AFTCS Admin Tool China 135 AFTCS programs for China 135 Aging Report 219 report screen 222 selection screen 219 Application toolbar DP Dashboard 30 Non-PO Invoice Dashboard 64 PO Invoice Dashboard (Header WF) 60 PO Invoice Dashboard (Line Level) 57 PO Parked Invoice Dashboard 51 Approval Portal approving invoices 94 attachments 97 collaboration 96 delegating accounting information entry 93 entering accounting information 91 Invoice Approval 79 Invoice Approval screen 79 mobile device support 99 Personalize screen 83 Processing Invoice screen 88 rejecting invoices 95 viewing line item information 91 Approve invoices mobile App 110 Approver History Non-PO Invoice Dashboard 65 Approving invoice Invoice Approval 72 Approving invoices 67 Approval Portal 94 B Blocked document info PO Invoice Dashboard (Line Level) 57 C Central Audit Report 163 report screen 165 selection screen 163 Channel Analysis Key Process Analytics Report 198 Checking for duplicates 36 China AFTCS Admin Tool 135 Download & Upload file program 136 Collaboration Approval Portal 96 Invoice Approval 75 conventions 10 Creation of Service Request SSF integration 115 Current Liability Report 169 document header grouping 187 document lines grouping 188 DP Information View 185 FAQ 190 grouping results 182 report views screen 176 SAP Document Header View 182 SAP Document Lines View 183 selection screen 170 viewing results 182 D Dashboard screen DP Dashboard 33 Delegating accounting information entry Approval Portal 93
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Index
delegating information entry Invoice Approval 71 Delivery model 15 Display invoice in Service Request SSF integration 116 Display invoices of a specific vendor SSF integration 118 Display of Service Request SSF integration 114 Document header grouping Current Liability Report 187 Document lines grouping Current Liability Report 188 Document Processing Document Dashboard 27 Document View VIM Analytics 154 Download & Upload file program China 136 DP Dashboard 27 application toolbar 30 Dashboard screen 33 header section 32 Index Data screen 32 menu toolbar 29 Process Log panel 34 Process Options panel 33 screen layout 28 use cases 27 DP Information View Current Liability Report 185 DP invoices unified dashboard 139 Duplicates checking 36 E Email Invoice Approval 74 Entering accounting information Approval Portal 91 Invoice Approval 70 Entry screen Invoice Approval 68 Exception Analysis Report 203 report screen 206 selection screen 203
F FAQ Current Liability Report 190 First Pass Key Process Analytics Report 199 G Grouping results Current Liability Report 182 H Header section DP Dashboard 32 I Index Data screen DP Dashboard 32 Indexing metadata 34 Integrated Invoice Cockpit accessing workflows 20 Introduction 9 Invoice Approval 67 Approval Portal 79 approving invoice 72 attachments 77 collaboration 75 delegating information entry 71 email 74 entering accounting information 70 entry screen 68 mobile App 103 OpenText Everywhere mobile application 103 rejecting invoice 73 use cases 67 Invoice Approval screen Approval Portal 79 Invoice Exception Dashboards 47 Invoice Information PO Invoice Dashboard (Header WF) 60 Invoice List screen mobile App 105 Invoice Processing screen mobile App 107 Invoices parking 40 posting for payment 45
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K Key Process Analytics Report 191 Channel Analysis 198 First Pass 199 Processed / In Process Documents 197 results 194 selection 192 Top Exceptions by Count 200 Top Vendors by Amount 200 Total Liability 196 L License Report 225 LInk invoice to Service Request SSF integration 117 M Menu toolbar DP Dashboard 29 Non-PO Invoice Dashboard 63 PO Invoice Dashboard (Header WF) 59 PO Invoice Dashboard (Line Level) 56 PO Parked Invoice Dashboard 50 Metadata indexing 34 validating 34 Mobile App approve invoices 110 Invoice Approval 103 Invoice List screen 105 Invoice Processing screen 107 refer invoices 111 reject invoices 111 sign in 103 Mobile device support Approval Portal 99 N Non-PO Invoice Dashboard 61 application toolbar 64 Approver History 65 menu toolbar 63 Parked Document Information 64 Process History 65 Process Options 64 screen layout 62 use cases 61
O OpenText Everywhere mobile application Invoice Approval 103 OpenText Online 11 OpenText unified dashboard 139 P Parked Document Information Non-PO Invoice Dashboard 64 PO Parked Invoice Dashboard 51 Parking invoices 40 parking reasons 41 Parking Non PO invoices parking reasons 43 Parking PO invoices parking reasons 41 Parking reasons invoice parking 41 Non PO invoices 43 PO invoices 41 Personalize screen Approval Portal 83 Regional Settings area 86 View area 84 Workflow Settings area 87 PO Blocked Dashboards 52 PO Invoice Dashboard (Header WF) 58 PO Invoice Dashboard (Line Level) 55 use cases 53 PO Invoice Dashboard (Header WF) 58 application toolbar 60 Invoice Information 60 menu toolbar 59 Process History 60 Process Options 60 PO Invoice Dashboard (Line Level) 55 application toolbar 57 blocked document info 57 menu toolbar 56 Process History 58 Process Options 57 PO invoices unified dashboard 141, 142 PO Parked Invoice Dashboard 48 application toolbar 51 menu toolbar 50 Parked Document Information 51 Process History 52 Process Options 51
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Index
screen layout 50 use cases 49 Posting invoices for payment 45 Process History Non-PO Invoice Dashboard 65 PO Invoice Dashboard (Header WF) 60 PO Invoice Dashboard (Line Level) 58 PO Parked Invoice Dashboard 52 Process Log panel DP Dashboard 34 Process Options Non-PO Invoice Dashboard 64 PO Invoice Dashboard (Header WF) 60 PO Invoice Dashboard (Line Level) 57 PO Parked Invoice Dashboard 51 Process Options panel DP Dashboard 33 Process swimlanes 17 Processed / In Process Documents Key Process Analytics Report 197 Processing Invoice screen Approval Portal 88 Productivity Report 211 report screen 214 selection screen 211 R Refer invoices mobile App 111 Reject invoices mobile App 111 Rejecting invoice Invoice Approval 73 Rejecting invoices Approval Portal 95 Report layout VIM Analytics 151 Report screen Aging Report 222 Central Audit Report 165 Exception Analysis Report 206 Productivity Report 214 Summary Report 159 Report view VIM Analytics 151 Report view ALV Grid control VIM Analytics 154 Report view application toolbar VIM Analytics 152
Report view menu toolbar VIM Analytics 152 Report views screen Current Liability Report 176 Results Key Process Analytics Report 194 S SAP Business Workplace accessing workflows 19 SAP Document Header View Current Liability Report 182 SAP Document Lines View Current Liability Report 183 Screen layout DP Dashboard 28 Non-PO Invoice Dashboard 62 PO Parked Invoice Dashboard 50 Selection Key Process Analytics Report 192 Selection screen Aging Report 219 Central Audit Report 163 Current Liability Report 170 Exception Analysis Report 203 Productivity Report 211 Summary Report 157 VIM Analytics 145 Shared Service Framework integration 113 Sign in mobile App 103 SRM check work items from VIM Analytics 132 emails 126 use cases 123 work items in DP dashboard 128 work items in VIM dashboard 131 SRM integration 123 SSF integration 113 creation of Service Request 115 display invoice in Service Request 116 display invoices of a specific vendor 118 display of Service Request 114 link invoices to Service Request 117 use cases 113 vendor fact sheet 117 Summary Report 157 report screen 159
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selection screen 157 Supplier Relationship Management check work items from VIM Analytics 132 emails 126 use cases 123 work items in DP dashboard 128 work items in VIM dashboard 131 Supplier Relationship Management integration 123 Swimlanes 17 T Top Exceptions by Count Key Process Analytics Report 200 Top Vendors by Amount Key Process Analytics Report 200 Total Liability Key Process Analytics Report 196 typography 10 U Understanding Vendor Invoice Management 13 Unified dashboard DP invoices 139 PO invoices 141, 142 Use cases DP Dashboard 27 Invoice Approval 67 Non-PO Invoice Dashboard 61 PO Blocked Dashboards 53 PO Parked Invoice Dashboard 49 SSF integration 113 V Validating metadata 34 Vendor fact sheet SSF integration 117 Vendor Invoice Management understanding 13 Viewing line item information Approval Portal 91 Viewing results Current Liability Report 182 VIM delivery model 15
VIM Analytics 145 Document View 154 general report layout 151 report view 151 report view ALV Grid control 154 report view application toolbar 152 report view menu toolbar 152 selection screen 145 Workflow View 155 VIM Analytics Current Liability Report 169 W Workflow scheme 16 Workflow View VIM Analytics 155 Workflows accessing 19
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Understanding Vendor Invoice Management ........................ 13

Accessing Workflows ............................................................. 19

Working with the DP Dashboard ............................................ 27

Working with the Invoice Exception Dashboards ................. 47

OpenText Vendor Invoice Management

Approving Invoices Using OpenText Approval Portal ..........79

OpenText Vendor Invoice Management

Working with Shared Service Framework (SSF) Integration113

Working with Supplier Relationship Management (SRM) Integration.............................................................................. 123

Working with the AFTCS Programs for China..................... 135

Using the OpenText Unified Dashboard .............................. 139

Using VIM Analytics...............................................................145

Using the Summary Report...................................................157

Using the Central Audit Report.............................................163

Using the VIM Analytics Current Liability Report ................169

OpenText Vendor Invoice Management

Frequently Asked Questions................................................................ 190

Using the Key Process Analytics Report............................. 191

Using the Exception Analysis Report .................................. 203

Using the Productivity Report .............................................. 211

Using the Aging Report ........................................................ 219

ii About This Document

ii.i Target Readership

OpenText Vendor Invoice Management

OpenText Vendor Invoice Management

iii Contact Information

Communities Knowledge Center

OpenText Online Communities (http://communities.opentext.com/communities/livelink.exe/open/OpenTextOnli neCommunity) provide the following resources:

Understanding Vendor Invoice Management

VIM is SAP centric.

OpenText Vendor Invoice Management

Chapter 1 Understanding Vendor Invoice Management

VIM consists of the following components:

Figure 1-1: VIM components ICC (Invoice Capture Center)

List invoices to be approved. Approve and code the invoices.

Approval on a Mobile Device

OpenText Vendor Invoice Management

Exception Handling (Invoice Exception)

Handle the exceptions that arise after a SAP invoice is created.

VIM Reporting / VIM Analytics

SAP CRM SSF Integration

1.2 Delivery Model

Chapter 1 Understanding Vendor Invoice Management

1.3 Workflow Scheme

OpenText Vendor Invoice Management

1.4 Process Swimlanes

Chapter 1 Understanding Vendor Invoice Management

Figure 1-3: Swimlane example

OpenText Vendor Invoice Management

SAP Business Workplace on page 19 Integrated Invoice Cockpit on page 20

2.1 SAP Business Workplace

OpenText Vendor Invoice Management

Chapter 2 Accessing Workflows

To execute a workflow, double-click on the workflow in the right pane.

2.2 Integrated Invoice Cockpit

OpenText Vendor Invoice Management

Integrated Invoice Cockpit

In the table, click dashboard.

to execute the work item and open it in the associated

Chapter 2 Accessing Workflows

OpenText Vendor Invoice Management

Integrated Invoice Cockpit