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OpenText VIM: Basic configuration for

Document Processing (DP) document


types
created by Pankaj Pareek on Feb 10, 2014 6:36 PM, last modified by Pankaj Pareek on Feb 10, 2014 6:48 PM
Version 1
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Audience: This is for those who are familiar with OpenText VIM.
Introduction
OpenText VIM is packaged solution for managing invoices. With OpenText VIM
one can better manage the workflow of the invoices, pay correct amount to
vendors, create various types of invoices, get the aging report, keep check
and various validations (document type, invoice information etc.),
elimination of errors and duplicate check. Having a highly configurable
design allows VIM to accommodate various business scenarios and cater
needs to various organizations.
VIM preprocess data before creating SAP document. Once system validates
all the business rules and pass the document then document in SAP is
created. DP comprises of following:
Components Description
Highest level attribute. It determines screen layout and SAP
Document Type transaction to be called.

Process Type

Each document type needs at least one process type. It


affects the process flow. It determines initial actors and
collaboration options available to actors.

Sets of logical conditions required for validating data from


Business Rules external systems.
Roles

Grouping of actors in various categories

Options and
option types

The two basic options are: Actions and Referrals. Actions are
based on transactions or workflow tasks.

Duplicate
Check
infrastructure

For configuring different duplicate check logic

Configuring DP document types


OpenText provides standard document types for most of the scenarios
however one can create a custom document type by following below steps:
1. Create SAP ArchiveLink Doc Types: Go to T-Code OAC2 and create new SAP
ArchiveLink document type by providing values for Document Type,
Description and Document Class.

It is recommended to maintain one SAP ArchiveLink for each DP doc type


even if the process is same as it allows separation of database and custom
functions.
2. Create new DP Doc Type:
a. Go to T-code /n/OPT/VIM_1CX1
b. Click on 'New Entries' button (In case you wish to edit existing one then
double click on the document type)
c. Enter following details: Description, Document Index Type (Indexing
using OCR, Online Indexing, No Indexing, and Indexing using IDOC), Invoice
Type, Number Range, SAP FI Doc type, Archive Doc Type, Line Item Data,
Duplicate Check Group, Duplicate Check Role, Default Process type, Posting
Role, Rescan Role, Check Display Index Data checkbox, Check Skip
Dashboard checkbox and Check Display Image checkbox.

NOTE: Indexing is a process of filling up the invoicing details in the DP


document.
3. Define Process Type:
a. Got to T-Code /n/OPT/VIM_1CX1. Select the created DP Document Type
b. Double Click on Document Process and select the process type. Click on
Details button

c. Check the Active checkbox button. Select the value of BDC transaction
ID and Background Tran ID (BDC transaction ID is used to process an SAP
transaction to create SAP document in user context. Background Tran ID is
used to process SAP transaction to create SAP document in background).
Enter value of Autopost flag (X: for background processing) and parking
reason.

4. Configure Index screen option:


a. Go to T-Code /n/OPT/VIM_1CX1. Select the created DP Document Type.
b. Double click on Index Screen Option and click on New Entries Button.
c. Provide following details: Process Type, Description, Current Role (Role
which processes the Work Item), Check on Allow Changes check box, check
Show Duplicates check box, select Initial Tab (Dashboard and Index Data),
Select Enable Simulate in case you want to skip certain business rules, check
Disable Obsolete check box in case you want to hide obsolete button in
dashboard and check Disable Rescan check box in case you want to hide
Rescan button in dashboard.

5. Configure Automatic Image Display:


a. Go to T-Code SM30 and enter /PTGWFI/Z_CONST in Table/View and Click
Maintain.
b. Under product code 005 double click constant
DASHBOARD_IMAGE_AUTO. Enter value X and save.
6. Define Process Type determination sequence:
a. Go to T-Code /n/OPT/VIM_1CX1. Select the create document type and
double click on Proc. Type. Det. Sequence.

b. Enter following details: Step Id, Process type, check Exclude from
Simulate checkbox to exclude business rule from simulation and check
Bypass
possible checkbox to enable bypass of business rule

c. Select the step and double click on Sequence Steps. Enter value for
Step Sequence, Field Name for the field that needs to be validated, check
type (Table Field, Check Function, Constant Value, Required Field)

7. Maintain PO line Determination: When data is captured from external


system then PO line number might not be supplied thus this step helps to
determine the PO line number in such scenario.
a. Go to /n/OPT/VIM_POL
b. Enter PO Line Det. ID (should start with 1), Check Function (custom
function to determine PO line number. It is blank by default and OpenText
standard function module is used).
c. Double click on PO Line Determination Fields and maintain fields you to
bed used for PO line determination and save.

d. Go to /n/OPT/VIM_1CX1. Double click on Document Type and enter the


value for Determination Logic ID. Save.
8. Maintain Tax Code Determination:

a. Go to T-Code /n/OPT/VIM_1CX1. Double click on Document Type and


select the radio button for required option. In order to get the tax code from
vendor master then select 'Tax Code from Vendor Master'.
b. In case tax is determined using OpenText tax table (table:
/OPT/VIM_TAX_CFG) use t-code /n/OPT/VIM_BL_TAX_CFG
c. Select applicable checkbox for tax calculation (Auto Calculate Tax, Allow
Zero Tax Rate, and Allow without Rate).

9. Configure Duplicate Check: This is to check in case a duplicate document


is created. After identifying the document can be routed back to the
predefined role for further processing.
a. Go to T-Code /n/OPT/VIM_1CX5
b. Click on New Entries button and enter the Duplicate Check Group
number, Description, Duplicate Check Type (Function Module and Index Data
Field) and Ext. Dup. Check Function. Select Run Duplicate Check in Central
System

c. Select the created group and double click on group field and mention
the fields for duplicate check

10. Determine PO invoices by Vendor Table: Table /OPT/VT_DOC_DET


contains vendors that send PO based invoices. Vendor can send invoices
without providing PO number. If vendor is not found in this table then system
checks for PO number.
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14 Comments

Raja Ramasamy Jul 2, 2014 8:36 AM

Hi Pankaj,
Thanks for the high level document
Can we implement VIM without ICC ? You have not mentioned anything about workflow setting.
Regards
Raja
Like (1)

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Pankaj Pareek Jul 2, 2014 10:58 AM (in response to Raja Ramasamy)

Hi Raja,
I am planning to publish more documents on VIM giving insights on various
configuration settings including chart of authority and workflow settings.
VIM can be implemented without ICC also but ICC helps to significantly reduce the
effort and time. It also streamlines your AP management by handling complex
scenarios. All the projects I have worked on have ICC.
If you need document on any specific topic then please let me know. I will try to share
one with you on that topic.
Regards
Pankaj Pareek

Like (1)

Luz ngela del Pilar Castro Castillo Jul 4, 2014 8:17 PM (in response to Pankaj Pareek)

Hi Pankaj,
New COA is giving me a hard time, it would be nice to have some more info
beside those in VIM books by OT.
Thanks,
Pilar
Like (1)

Pankaj Pareek Jul 6, 2014 6:01 AM (in response to Luz ngela del Pilar Castro
Castillo)

Hi Luz ngela del Pilar Castro Castillo,


Give me few days I will prepare document on COA. Also if you need
any specific information then let me know. I will try to include that
also.
Regards
Pankaj Pareek
Like (1)

Luz ngela del Pilar Castro Castillo Jul 7, 2014 10:45 PM

We are working on how does it work with the flow of Coder-Requester-Approver, as well we
have been configurating old COA because if we try directly in the new COA the fields dont let
it to be changed.
Another question is that we have more than one capture location and we dont know how to
reflect this from ICC in VIM.
Thanks for any help,
Pilar C.
Like (1)

o
Pankaj Pareek Jul 8, 2014 10:23 AM (in response to Luz ngela del Pilar Castro Castillo)

Hi Luz ngela del Pilar Castro Castillo,


I have already started preparing document for chart of authority. I will include Invoice
Approval Process (IAP), Chart of Authority (COA) and various roles in that. We are
already working with Coder-Requester-Approver process in my current project and so I
will share some scenarios with you in that.
I will check for your second question on ICC. I have received few queries on ICC so
that will be my next topic once done with COA.
Regards
Pankaj Pareek
Like (1)


Luz ngela del Pilar Castro Castillo Jul 8, 2014 3:11 PM (in response to Pankaj Pareek)

Great!
Thank you...
Pilar C.
Like (1)

Pankaj Pareek Sep 11, 2014 8:19 AM (in response to Luz ngela del Pilar
Castro Castillo)

Hi Luz ngela del Pilar Castro Castillo,


I was not able to publish the document for COA for long time due to
other engagements. I have published it now. I have tried to cover
basic configurations and their usages. You can check it
here: OpenText VIM: Invoice Approval Process and Chart of Authority
Please let me know if you have any specific query about any topic.
Thank you
Regards
Pankaj Pareek
Like (0)

Alejandro Jimenez Oct 23, 2014 6:31 PM

Hi Pankaj.
thanks for the document, really it was helpfull for us during our implementation.
Currently we have a question for you.
when the invoice skip the validation in VIM, the system created a finantial document in status
LOCKED. then we need to cancel or delete the document. how can we avoid this behavior.
We know that VIM uses the BAPI- BAPI_INCOMINGINVOICE_CREATE and we wanted include new
validations (type MIRO) into this one.
we tried with the EXIT EXIT_SAPLMRMH_015 with FM MRM_DUPLICATE_INVOICE_CHECK' but it
wasnt succesfull.

we would aprecciate your help. we had considered diferents options without results.
thanks in advanced. have a nice day.

Like (1)

o
Pankaj Pareek Oct 26, 2014 7:45 AM (in response to Alejandro Jimenez)

Hi Alejandro Jimenez,
I am glad that this document helped you. You can also check: OpenText VIM: Invoice
Approval Process and Chart of Authority
Coming to your question. The scenario is not very clear to me. We can manually
exclude few or all the validation under business run and post the DP document which
will in turn post invoice.
Do you wish to make sure that all validations are applied and then only DP document
is posted? Please elaborate with example as what you are trying to achieve and then I
will be able to help you with it. Looking forward to hear from you.
Thank you
Pankaj Pareek
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Alejandro Jimenez Oct 27, 2014 8:21 PM (in response to Pankaj Pareek)

Hi PAnkaj.
Thanks for your answer.
you are right in your sentence:
Do you wish to make sure that all validations are applied and then only DP
document is posted?
HEre we dont have different status or procces for the invoices as
PARKED,Waiting by approval. etc. we POst directly the invoices
All DP that VIM proccessed could to become Invoices posted in ECC. so. when
the system tries to check the invoice, finished with error. and the invoice is
created in status LOCKED. We want to avoid this status, and avoid the error
before that the invoice is creating.
Example. The vendor send us the same invoice twice. we had configuration
error in our validations, So, VIM never detected the duplicity for these
documents.
The first time the system creates the Invoice and post it. the second time,
the system create one also with status Locked, because the combination
PO/GR is consumed for the invoice proccesed in the step early.
Would be great if we could include validations into the BAPI during the
creation, like: check the tolerances, the variation in the quantities, other
validation no standard.
actually we have diferents validations in VIM, and we checked the duplicity in
order to avoid problems. but we want to know if we have the option to do it
during the invoices creation.
Kindly regards.
Like (0)

Pankaj Pareek Oct 28, 2014 6:19 AM (in response to Alejandro Jimenez)

Hi Alejandro,

Thank you for providing detail description. I understand that you wish
to put some validations before the DP document is posted for invoice
creation so that in case any validation is missing or not applied then it
is being taken care of by exceptions thrown by SAP system and DP
document does not goes into locked status.
I am have do little research on this but we applied 23 more business
rules from the one that already are available in order to handle the
situation even for tolerances and variation (as decretion and
accretion scenarios).
I will check if I can get something to address your problem.
Regards
Pankaj Pareek
Like (0)

GUILLERMO DANIEL FUENTES SEPULVEDA Jan 6, 2015 9:58 AM

Hello Pankaj:
I tried to contact you via private message but since we are not connected I can't do so.
I see that you've published material on OT-VIM, by any chance do you have any more material
or documentation?
I've been trying to get documentation on the matter but unlike SAP, documentation on VIM is
really scarce on the web.
We currently have an implementation on the company but we have a lot of issues since the
entire implementation was produced by a consulting firm and they are extremely tight on
releasing any documentation on what the did.
Any additional info you have will be very much appreciated.
Regards!
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Pankaj Pareek Jan 10, 2015 2:39 PM (in response to GUILLERMO DANIEL FUENTES SEPULVEDA)

Hi Guillermo,
Sorry for delayed response. I have been very busy lately. I do have documents but
they are too large to share. I know documents are easily available on this topic. I will
suggest to take help of a VIM consultant on this. He/She will be able to address to all
your concerns.
Regards
Pankaj Pareek