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OpenTextVIM:BasicconfigurationforDocumentProcessing(DP)documenttypesSAPBlogs

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OpenTextVIM:Basic
configurationforDocument
Processing(DP)document
types
February10,2014

| 1,241View |

PankajPareek
morebythisauthor

FIN(Finance)

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Audience:ThisisforthosewhoarefamiliarwithOpenTextVIM.
Introducon
OpenText VIM is packaged soluon for managing invoices. With
OpenTextVIMonecanbeermanagetheworkowoftheinvoices,
paycorrectamounttovendors,createvarioustypesofinvoices,get
the aging report, keep check and various validaons (document
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type, invoice informaon etc.), eliminaon of errors and duplicate

check. Having a highly congurable design allows VIM to
accommodatevariousbusinessscenariosandcaterneedstovarious
organizaons.
VIM preprocess data before creang SAP document. Once system
validates all the business rules and pass the document then
documentinSAPiscreated.DPcomprisesoffollowing:
Components

Descripon

DocumentType

Highestlevelaribute.Itdeterminesscreen
layoutandSAPtransacontobecalled.

ProcessType

Eachdocumenttypeneedsatleastoneprocess
type.Itaectstheprocessow.Itdetermines
inialactorsandcollaboraonoponsavailable
toactors.

BusinessRules

Setsoflogicalcondionsrequiredforvalidang
datafromexternalsystems.

Roles

Groupingofactorsinvariouscategories

Oponsand

Thetwobasicoponsare:Aconsand

opontypes

Referrals.Aconsarebasedontransaconsor
workowtasks.

DuplicateCheck

Forconguringdierentduplicatechecklogic

infrastructure
ConguringDPdocumenttypes
OpenText provides standard document types for most of the
scenarios however one can create a custom document type by
followingbelowsteps:
1.CreateSAPArchiveLinkDocTypes:GotoTCodeOAC2andcreate
newSAPArchiveLinkdocumenttypebyprovidingvaluesfor
DocumentType,DescriponandDocumentClass.

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ItisrecommendedtomaintainoneSAPArchiveLinkforeachDPdoc
typeeveniftheprocessissameasitallowsseparaonofdatabase
andcustomfuncons.
2.CreatenewDPDocType:
a.GotoTcode/n/OPT/VIM_1CX1
b.ClickonNewEntriesbuon(Incaseyouwishtoeditexisng
onethendoubleclickonthedocumenttype)
c.Enterfollowingdetails:Descripon,DocumentIndexType
(IndexingusingOCR,OnlineIndexing,NoIndexing,andIndexing
usingIDOC),InvoiceType,NumberRange,SAPFIDoctype,Archive
DocType,LineItemData,DuplicateCheckGroup,DuplicateCheck
Role,DefaultProcesstype,PosngRole,RescanRole,CheckDisplay
IndexDatacheckbox,CheckSkipDashboardcheckboxandCheck
DisplayImagecheckbox.

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NOTE:Indexingisaprocessofllinguptheinvoicingdetailsinthe
DPdocument.
3.DeneProcessType:
a.GottoTCode/n/OPT/VIM_1CX1.SelectthecreatedDP
DocumentType
b.DoubleClickonDocumentProcessandselecttheprocesstype.
ClickonDetailsbuon

c.ChecktheAcvecheckboxbuon.SelectthevalueofBDC
transaconIDandBackgroundTranID(BDCtransaconIDisusedto
processanSAPtransacontocreateSAPdocumentinusercontext.
BackgroundTranIDisusedtoprocessSAPtransacontocreateSAP
documentinbackground).EntervalueofAutopostag(X:for
backgroundprocessing)andparkingreason.

4.CongureIndexscreenopon:
a.GotoTCode/n/OPT/VIM_1CX1.SelectthecreatedDP
DocumentType.
b.DoubleclickonIndexScreenOponandclickonNewEntries
Buon.

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c.Providefollowingdetails:ProcessType,Descripon,Current
Role(RolewhichprocessestheWorkItem),CheckonAllowChanges
checkbox,checkShowDuplicatescheckbox,selectInialTab
(DashboardandIndexData),SelectEnableSimulateincaseyou
wanttoskipcertainbusinessrules,checkDisableObsoletecheck
boxincaseyouwanttohideobsoletebuonindashboardand
checkDisableRescancheckboxincaseyouwanttohideRescan
buonindashboard.

5.CongureAutomacImageDisplay:
a.GotoTCodeSM30andenter/PTGWFI/Z_CONSTinTable/View
andClickMaintain.
b.Underproductcode005doubleclickconstant
DASHBOARD_IMAGE_AUTO.EntervalueXandsave.
6.DeneProcessTypedeterminaonsequence:
a.GotoTCode/n/OPT/VIM_1CX1.Selectthecreatedocument
typeanddoubleclickonProc.Type.Det.Sequence.
b.Enterfollowingdetails:StepId,Processtype,checkExclude
fromSimulatecheckboxtoexcludebusinessrulefromsimulaon
andcheckBypasspossiblecheckboxtoenablebypassofbusiness
rule

c.SelectthestepanddoubleclickonSequenceSteps.Entervalue
forStepSequence,FieldNamefortheeldthatneedstobe
validated,checktype(TableField,CheckFuncon,ConstantValue,
RequiredField)

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7.MaintainPOlineDeterminaon:Whendataiscapturedfrom
externalsystemthenPOlinenumbermightnotbesuppliedthus
thisstephelpstodeterminethePOlinenumberinsuchscenario.
a.Goto/n/OPT/VIM_POL
b.EnterPOLineDet.ID(shouldstartwith1),CheckFuncon
(customfuncontodeterminePOlinenumber.Itisblankbydefault
andOpenTextstandardfunconmoduleisused).
c.DoubleclickonPOLineDeterminaonFieldsandmaintain
eldsyoutobedusedforPOlinedeterminaonandsave.

d.Goto/n/OPT/VIM_1CX1.DoubleclickonDocumentTypeand
enterthevalueforDeterminaonLogicID.Save.
8.MaintainTaxCodeDeterminaon:
a.GotoTCode/n/OPT/VIM_1CX1.DoubleclickonDocument
Typeandselecttheradiobuonforrequiredopon.Inordertoget
thetaxcodefromvendormasterthenselectTaxCodefromVendor
Master.
b.IncasetaxisdeterminedusingOpenTexttaxtable(table:
/OPT/VIM_TAX_CFG)usetcode/n/OPT/VIM_BL_TAX_CFG
c.Selectapplicablecheckboxfortaxcalculaon(AutoCalculate
Tax,AllowZeroTaxRate,andAllowwithoutRate).

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9.CongureDuplicateCheck:Thisistocheckincaseaduplicate
documentiscreated.A eridenfyingthedocumentcanberouted
backtothepredenedroleforfurtherprocessing.
a.GotoTCode/n/OPT/VIM_1CX5
b.ClickonNewEntriesbuonandentertheDuplicateCheck
Groupnumber,Descripon,DuplicateCheckType(FunconModule
andIndexDataField)andExt.Dup.CheckFuncon.SelectRun
DuplicateCheckinCentralSystem

c.Selectthecreatedgroupanddoubleclickongroupeldand
menontheeldsforduplicatecheck

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10.DeterminePOinvoicesbyVendorTable:Table
/OPT/VT_DOC_DETcontainsvendorsthatsendPObasedinvoices.
VendorcansendinvoiceswithoutprovidingPOnumber.Ifvendoris
notfoundinthistablethensystemchecksforPOnumber.

AlertModerator

28Comments
YoumustbeLoggedontocommentorreplytoapost.

RajaRamasamy
July2,2014at6:36am

HiPankaj,
Thanksforthehighleveldocument
CanweimplementVIMwithoutICC?Youhavenotmentionedanything
aboutworkflowsetting.

Regards
Raja

PankajPareek Postauthor
July2,2014at8:58am

HiRaja,
IamplanningtopublishmoredocumentsonVIMgivinginsights
onvariousconfigurationsettingsincludingchartofauthorityand
workflowsettings.
VIMcanbeimplementedwithoutICCalsobutICChelpsto
significantlyreducetheeffortandtime.Italsostreamlinesyour
APmanagementbyhandlingcomplexscenarios.Alltheprojects
IhaveworkedonhaveICC.

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Ifyouneeddocumentonanyspecifictopicthenpleaseletme
know.Iwilltrytoshareonewithyouonthattopic.
Regards
PankajPareek

LuzngeladelPilarCastroCastillo
July4,2014at6:17pm

HiPankaj,

NewCOAisgivingmeahardtime,itwouldbenice
tohavesomemoreinfobesidethoseinVIMbooks
byOT.

Thanks,

Pilar

PankajPareek Postauthor
July6,2014at4:01am

HiLuzngeladelPilarCastroCastillo,
GivemefewdaysIwillprepare
documentonCOA.Alsoifyouneed
anyspecificinformationthenletme
know.Iwilltrytoincludethatalso.
Regards
PankajPareek

PankajPareek Postauthor
April19,2016at4:49pm

HiLuzngeladelPilarCastroCastillo,

Ihavepublishedanewdocumenton
VIMroles.Ihavediscussedonnew
CoAinit.Pleasecheckout.Youmight
findituseful.Incaseyoustillhaveany
issuesthenpleasedoletmeknow.
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Pleasecheck:OpenTextVIM:Roles
creation

LuzngeladelPilarCastroCastillo
July7,2014at2:08pm

WeareworkingonhowdoesitworkwiththeflowofCoderRequester
Approver,aswellwehavebeenconfiguratingoldCOAbecauseifwetry
directlyinthenewCOAthefieldsdontletittobechanged.

Anotherquestionisthatwehavemorethanonecapturelocationandwedon
tknowhowtoreflectthisfromICCinVIM.

Thanksforanyhelp,

PilarC.

PankajPareek Postauthor
July8,2014at8:23am

HiLuzngeladelPilarCastroCastillo,
Ihavealreadystartedpreparingdocumentforchartofauthority.
IwillincludeInvoiceApprovalProcess(IAP),ChartofAuthority
(COA)andvariousrolesinthat.Wearealreadyworkingwith
CoderRequesterApproverprocessinmycurrentprojectand
soIwillsharesomescenarioswithyouinthat.
IwillcheckforyoursecondquestiononICC.Ihavereceived
fewqueriesonICCsothatwillbemynexttopiconcedonewith
COA.
Regards
PankajPareek

LuzngeladelPilarCastroCastillo
July8,2014at1:11pm

Great!

Thankyou
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PilarC.

PankajPareek Postauthor
September11,2014at6:19am

HiLuzngeladelPilarCastroCastillo,
Iwasnotabletopublishthedocument
forCOAforlongtimeduetoother
engagements.Ihavepublisheditnow.
Ihavetriedtocoverbasic
configurationsandtheirusages.You
cancheckithere:OpenTextVIM:
InvoiceApprovalProcessandChartof
Authority
Pleaseletmeknowifyouhaveany
specificqueryaboutanytopic.
Thankyou
Regards
PankajPareek

AlejandroJimenez
October23,2014at4:31pm

HiPankaj.

thanksforthedocument,reallyitwashelpfullforusduringour
implementation.

Currentlywehaveaquestionforyou.

whentheinvoiceskipthevalidationinVIM,thesystemcreatedafinantial
documentinstatusLOCKED.thenweneedtocancelordeletethe
document.howcanweavoidthisbehavior.

WeknowthatVIMusestheBAPIBAPI_INCOMINGINVOICE_CREATEand
wewantedincludenewvalidations(typeMIRO)intothisone.

wetriedwiththeEXITEXIT_SAPLMRMH_015withFM
MRM_DUPLICATE_INVOICE_CHECKbutitwasntsuccesfull.

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wewouldaprecciateyourhelp.wehadconsidereddiferentsoptionswithout
results.
thanksinadvanced.haveaniceday.

PankajPareek Postauthor
October26,2014at6:43am

HiAlejandroJimenez,
Iamgladthatthisdocumenthelpedyou.Youcanalsocheck:
OpenTextVIM:InvoiceApprovalProcessandChartofAuthority
Comingtoyourquestion.Thescenarioisnotverycleartome.
Wecanmanuallyexcludefeworallthevalidationunder
businessrunandposttheDPdocumentwhichwillinturnpost
invoice.
Doyouwishtomakesurethatallvalidationsareappliedand
thenonlyDPdocumentisposted?Pleaseelaboratewith
exampleaswhatyouaretryingtoachieveandthenIwillbe
abletohelpyouwithit.Lookingforwardtohearfromyou.
Thankyou
PankajPareek

AlejandroJimenez
October27,2014at7:21pm

HiPAnkaj.

Thanksforyouranswer.

youarerightinyoursentence:
Doyouwishtomakesurethatallvalidationsare
appliedandthenonlyDPdocumentisposted?

HErewedonthavedifferentstatusorproccesfor
theinvoicesasPARKED,Waitingbyapproval.etc.
wePOstdirectlytheinvoices

AllDPthatVIMproccessedcouldtobecome
InvoicespostedinECC.so.whenthesystemtries
tochecktheinvoice,finishedwitherror.andthe
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invoiceiscreatedinstatusLOCKED.Wewantto
avoidthisstatus,andavoidtheerrorbeforethat
theinvoiceiscreating.

Example.Thevendorsendusthesameinvoice
twice.wehadconfigurationerrorinourvalidations,
So,VIMneverdetectedtheduplicityforthese
documents.
ThefirsttimethesystemcreatestheInvoice
andpostit.thesecondtime,thesystemcreateone
alsowithstatusLocked,becausethecombination
PO/GRisconsumedfortheinvoiceproccesedin
thestepearly.

Wouldbegreatifwecouldincludevalidations
intotheBAPIduringthecreation,like:checkthe
tolerances,thevariationinthequantities,other
validationnostandard.

actuallywehavediferentsvalidationsinVIM,and
wecheckedtheduplicityinordertoavoid
problems.butwewanttoknowifwehavethe
optiontodoitduringtheinvoicescreation.

Kindlyregards.

PankajPareek Postauthor
October28,2014at5:19am

HiAlejandro,
Thankyouforprovidingdetail
description.Iunderstandthatyouwish
toputsomevalidationsbeforetheDP
documentispostedforinvoice
creationsothatincaseanyvalidation
ismissingornotappliedthenitis
beingtakencareofbyexceptions
thrownbySAPsystemandDP
documentdoesnotgoesintolocked
status.
Iamhavedolittleresearchonthisbut
weapplied23morebusinessrules
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fromtheonethatalreadyareavailable
inordertohandlethesituationeven
fortolerancesandvariation(as
decretionandaccretionscenarios).
IwillcheckifIcangetsomethingto
addressyourproblem.
Regards
PankajPareek

GUILLERMODANIELFUENTESSEPULVEDA
January6,2015at8:58am

HelloPankaj:

ItriedtocontactyouviaprivatemessagebutsincewearenotconnectedI
cantdoso.

IseethatyouvepublishedmaterialonOTVIM,byanychancedoyouhave
anymorematerialordocumentation?

IvebeentryingtogetdocumentationonthematterbutunlikeSAP,
documentationonVIMisreallyscarceontheweb.

Wecurrentlyhaveanimplementationonthecompanybutwehavealotof
issuessincetheentireimplementationwasproducedbyaconsultingfirm
andtheyareextremelytightonreleasinganydocumentationonwhatthe
did.

Anyadditionalinfoyouhavewillbeverymuchappreciated.

Regards!

PankajPareek Postauthor
January10,2015at1:37pm

HiGuillermo,
Sorryfordelayedresponse.Ihavebeenverybusylately.Ido
havedocumentsbuttheyaretoolargetoshare.Iknow
documentsareeasilyavailableonthistopic.Iwillsuggestto
takehelpofaVIMconsultantonthis.He/Shewillbeableto
addresstoallyourconcerns.
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Regards
PankajPareek

ViswaNadh
July21,2015at8:43am

HiPankaj,

IfyouhaveanydocumentsrelatedSIM.Pleasesendmetomypersonalmail
id:viswanadh2000@gmail.com.

Alreadywebothworkedinoneproject.

Regards,
Viswanadh

PatralekhaDutta
August22,2015at1:49pm

HiPankaj,
Reallyhelpful.

PankajPareek Postauthor
August27,2015at4:00am

HiPatralekha,
Thankyouforkindwords.
Regards
PankajPareek

HarshmeetSingh
September14,2015at7:44pm

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ThanksfortheDescription.IhaveaSAPVIMOpenTextapplicationandwant
tomodifythetextofthehyperlinkorhidefewbuttons.

WherecanIfindthecodeformakingsuchchanges.Any.warorjspfilesyou
cansuggest

Thanks
Harshmeet

PankajPareek Postauthor
September16,2015at8:00am

HiHarshmeet,
Inmyunderstandingyouwanttomakechangestobuttonlike
RefertoAPProcessoretc.Thesearepartofprocessoptions.
Whenyoudefineaprocessoptionyoucanchoosetomake
themabuttonorhyperlink.Youcanalsoeditthetextthatwill
bedisplayed.Goto/n/opt/sproandsearchforprocessoption.
Thepathforitisdifferentforversion6andversion7.
Onceyouhavemadechangestotheprocessoptionsthengoto
defineprocesstype.Undereachprocesstypeyouneedtoadd
orremovetheprocessoptionagainsttherole(like,AP_PROC,
REQUISTIONER,INDEXERetc)tomakethebuttonavailableor
not.

Also,incaseyouwanttomakeanyfieldhideorvisibleor
mandatoryforaDPdocumentthenpleaseeditHeaderorline
itemdetailsforDPdocument.Thepathisagaindifferentfor
version6and7.

Hopethishelps
Regards
PankajPareek

JohanBaylift
October18,2015at2:56pm

HiPankaj,

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Firstofall,thanksforthepost:Reallyhopeful.

WehaveanissueandIhopeyoucouldhelpus:

OurusershadaVIMdocumentforonePO,butdecidedtopostitoutofVIM.
Andnow,theywouldliketheVIMdocumenttobelinkedtotheMMincoming
invoicedocument(/OPT/VIM_2HEADBELNR_MM,..),theworkflowtobe
finishedand,consequently,theWItodisappearfromtheirinbox.

Isthereanystandardwayofachivingthis?Oratleastfinisingthewfwithouth
usingnoranoptionIDneitherthesettoobsoletebutton?AZreportcould
alsobeinthescope.

IhopeyoucouldhelpusAndthanksinadvance,anyway.

Bestregards,
Johan

PankajPareek Postauthor
October22,2015at7:52pm

HiJohan,

Iamgladthatthepostwashelpfultoyou.

Iponderedalotonyourquestion.SorrybutIwasnotableto
figureoutastandardwaytodothatwithoutdoingany
customization.IamcheckingonthisandifIgetanythingIwill
comebacktoyou.

WarmRegards,
PankajPareek

JohanBaylift
October23,2015at4:44pm

HiPankaj,
Helpfulandhopeful,becausestartingwithVIM
needsforalotofhopeandhelpNowwehave
managedtocontrolthebeast,butitwasquite
difficultatthebeginningandtheseposts
encougaredustogoon.

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Isupposed(probablywrong)thiscouldntbe
managedviathestandardwithanOptionIDor
whatever.Please,ifyouknowofanstandardway
ofdoingso,pleaseletusknow:thestandardis
alwaysthebestoption,anonlyaquestionof
managingthatchangeofcustomizingwithour
users.
Andthanksalotforyourfeedback.Bestregards,
Johan

PrasadChougule
November18,2015at2:32pm

HiPankaj,

IamgettingoneIssueinVIMnotificationsfromOT,wehaveconfigurea
classOPT/CL_C_IDH_CHANNEL_EMAIL,emailiscomingtoSOSTinbox
butnottriggeringOTClass,EmailisnotreachingtoVIM.

AnyHelpappreciated.

ManyThanks,
Prasad.

rahulreddy
August31,2016at7:19am
HiPankaj.

thanksforthedocument,reallyitwashelpfullforusduringourimplementation.

Currentlywehaveaquestionforyou.
canwecreateonepresettingfolderforocrandnonocrsenario??
ifyeshowsystemwillidentifywheatheritisPOorNPO.

PankajPareek Postauthor
September1,2016at2:50pm

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HiRahul,

Iamgladthatmydocumentwasofyourhelp.

IhavewrittenonedocumentonArchivelink.Here,Ihave
describedhowtocreatepresettingfolder.Pleasecheck
OpenTextVIM:ArchiveLinkConfiguration.Ihopethismighthelp
you.

Regards
PankajPareek

ParveenSultana
September10,2016at12:24pm

HiPankaj,

Canyouplshelpmewiththeconfigurationofusing
DMSwithOpenTextonSales&Purchasingfor
storingdocumentsoftypePDF,TIFF,WORD.

SalesSalesContracts,Delivery,Invoice
PurchasingPurchaseContracts

Requirementistostorethedocumentsontothe
SAPdocumentfromlocaldesktopandwhichgets
storedinOpenText.

Thanks
Parveen

PriyankDev
October21,2016at10:12am

HiPankaj,
Iamfromworkflowbackgroundandwouldliketoknowtheprocessand
customizingneededtodrivetheworkflowinVIM.Iwouldalsoliketoknow
fromscratchfromworkflowperspectivethatarebeingusedforVIM
implementation.Couldyoupleaseshareanydocumentstohelpmeperusein
VIM.

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Regards,
Priyank

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