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Administration Guide
VIM070500-04-AGD-EN-2
OpenText™ Vendor Invoice Management for SAP® Solutions
Administration Guide
VIM070500-04-AGD-EN-2
Rev.: 20. July 2016
This documentation has been created for software version 7.5 SP4.
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.
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Table of Contents
Part 1 About Vendor Invoice Management 7
7 Roles ......................................................................................... 41
7.1 Maintaining the Fail Safe user key .................................................... 41
OpenText Vendor Invoice Management for SAP Solutions – Administration Guide iii
VIM070500-04-AGD-EN-2
Table of Contents
BC (Business Center)
Business Center provides the following components that are integrated in VIM.
• BC Inbound: Business Center Inbound Configuration: Process and monitor
incoming documents.
• BC Fiori Task App: List invoices to be processed within a lightweight web
application outside SAP GUI.
SAP Fiori® is the new user experience (UX) for SAP software. Using modern
design principles, it improves the user experience for SAP end users.
Personalized and role-based, SAP Fiori enables enterprise-wide engagement.
It provides optimal usability on multiple devices for better business
interactions and ease of use.
The following apps provided as part of VIM follow the SAP Fiori user
experience guidelines.
• VIM Resolve Invoice Exceptions Fiori app: Answer to queries coming
from Accounts Payable related to invoice exceptions.
• VIM Enter Cost Assignment Fiori app: Enter cost assignment data for
simple Non-PO invoices.
• VIM Approve Invoices Fiori app: Approve or reject PO or Non-PO
vendor invoices.
Document Processing
• Capture invoice metadata.
• Handle suspected duplicate invoices.
• Collaborate with others.
Approval Portal
• Java based Approval Portal infrastructure running on SAP NetWeaver
Application Server Java.
• Similar to Invoice Approval but with Web interface.
Mobile Approval
• VIM Reporting: Use various reports to analyze the status of invoices in your
system.
• VIM Analytics with CDS view: Overlook the invoices in progress in a unified
dashboard.
• VIM Invoice Analysis Fiori app: Overlook invoices in progress in a
lightweight web application, based on SAP Fiori®. The Invoice Analysis app
is a simple version of the VIM Analytics SAP GUI report. The Invoice
Analysis app is included into VIM to show how, for example, cost center
owners or similar roles can access VIM Analytics from Fiori. Currently it is
only included as an example or template but not fully supported for use in
production.
• Provide a web interface that enables suppliers to keep track of the status of
their invoices.
• Connect VIM with Ariba Network Integration for SAP Business Suite.
Suppliers create invoices in the Ariba Network. The invoices are sent to the
SAP ERP system of the buyer. The buyer processes all incoming invoices in
VIM.
SAP NetWeaver BW
Note: You can find the latest information on manuals and online help files for
each product in the corresponding Release Notes. This includes the
identification codes of the current documentation.
You can contact the OpenText Customer Support team with the contact information
available at http://support.opentext.com. Alternatively, if you bought the solution
from SAP, you can open a message in the SAP Service Marketplace for component
XX-PART-OPT-INV.
For information about all OpenText products resold by SAP (including VIM
and ICC), check SAP Marketplace Note 1791874: SAP Products by OpenText
- Software and Support Lifecycle. This note provides detailed information
about software life cycle, access to Support Packages, access to latest
documentation, language packages, and other patches, as well as Support
ticket handling.
Remote support is possible through the SAP solution manager with CSS message.
You must open the connection to the system and provide appropriate
authorizations.
For SAP J2EE based components, the Java role SAP_JAVA_SUPPORT is pre-delivered
with NetWeaver and recommended to be used for this purpose. For ABAP based
components, for example the role SAP_RCA_SAT_DISP is shipped via the ABAP add-
on component ST-PI.
VIM supports the standard SAP high availability concept. For detailed information,
refer to the documentation provided under https://help.sap.com/
saphelp_sm70ehp1_sp23/helpdata/en/08/5748f74ae611d1894f0000e829fbbd/
frameset.htm.
Note: Only end user screens are translated in additional languages other than
English. Customizing screens are provided in English language only.
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.
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 section 4 “Working with the DP Dashboard” in OpenText Vendor Invoice
Management for SAP Solutions - User Guide (VIM-UGD).
VIM dashboard
The VIM dashboard represents a process as implemented in the Invoice
Exception component of VIM for parked invoices.
See section 6 “Working with the Invoice Exception dashboards” in OpenText
Vendor Invoice Management for SAP Solutions - User Guide (VIM-UGD).
Options
Various options are available to the actors during the processing of invoices.
These are represented as individual items next to the dashboard block.
The SAP transport management system will handle the custom development and
configuration changes.
This part covers administration tasks that must be carried out only once.
To ensure that VIM works properly, schedule the batch jobs in this section
appropriately, based on your system requirements.
Program: /PTGWFI/R_LIX_CLEANUP_WFS_NEW
Description: Handles actions taken outside of workflow, which can clear a
blocked invoice. This job removes associated redundant work items and
completes workflows.
Suggested minimum frequency: Once a day
Run after RM08RELEASE.
Parameters:
Run-time dates (from/to)
workflow start time
Invoice document
invoice document that you want to clear
Fiscal Year
fiscal year of the document that you want to clear
Program: /PTGWFI/R_PIR_CLEANUP_WFS
Description: Handles actions taken outside of workflow, which can clear a
parked invoice. This job removes associated redundant work items and
completes workflows.
Suggested minimum frequency: Once a day
Run after /PTGWFI/R_LIX_CLEANUP_WFS_NEW has completed.
Parameters:
Run-time dates (from/to)
workflow start time
Invoice document
invoice document that you want to clear
Fiscal Year
fiscal year of the document that you want to clear
Program: /ORS/000007_LOCK_CLEANUP
Description: Releases invoice locks as set by Web approval workflow.
Suggested minimum frequency: Every 30 min.
Parameters: None
Program: /OPT/VIM_R1A_REMINDER
Description: Sends out VIM reminder emails for overdue items.
Suggested minimum frequency: Once a day
Parameters: Select Background Mode
Table /OPT/T852 defines the number of grace days.
For a comprehensive description, see section 34 “Using VIM Notifications” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-
CGD).
Program: RSWWERRE
Description: Restarts work items that are in error status.
Suggested minimum frequency: As defined by the workflow configuration
Parameters: None
Program: /OPT/VIM_TRIGGER_HEADER_WF
Description: Triggers the LIV Header Level Workflow.
Suggested minimum frequency: Twice a day or more often, depending on the
requirements
Parameters: None
Program: /OPT/CR_RERUN_RULES_JOB
Description: If the maximum wait time is configured for some DP Process Types
(exceptions), this program will complete the waiting work items for documents
with those DP Process Types. This job will publish the events PSS_Completed
and ProcessCompletedExternally. These events will enable the workflow to
rerun business rules.
Example: In the DP Goods Receipt Missing scenario of the SAP Supplier
Relationship Management (SRM) scenario, if the goods receipt is posted,
rerunning the business rules will resolve the GR Missing exception and continue
with the next process.
If the maximum number of tries is exceeded, the work item will be sent to the
dialog user to be resolved manually.
For Quantity and Price block scenarios, use the standard MRBR job and the
OpenText workflow clean up job to resolve work items which are in waiting
status.
Suggested minimum frequency: Every 4 hours
Parameters: Use variants for specific groups.
Program: /OPT/DR_BR_WAIT
Description: Reruns the process types that have been set into a wait step. When
the waiting interval has exceeded or the process type has been executed
successfully, the waiting step will be skipped.
Note: You must plan this job only if process types with wait / rerun option
exist.
Keep in mind that the sequence of the jobs is important. Schedule Collection Report,
User Master Report, and Text Master Report before Aggregation Report.
After you have created variants of the Aggregation Report for the TRANSACT,
MASTER, and USER groups (see section 28.4 “Creating variants of the Aggregation
Report for each group” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide (VIM-CGD)), you can schedule one batch job with several steps
or a dedicated batch job for each variant.
Regarding the order of the other groups for the batch job, the job for the TRANSACT
group should be scheduled after MASTER and USER jobs. In a multiple backend
system, also schedule jobs for the Group IDs that start with OTH*. You have to
consider how often it is necessary to update the respective data and schedule the job
accordingly.
Program: /OPT/CR_PMC_NO_DP_COMPL_SYNC
Description: Synchronizes the completion of VIM processes started by directly
parked or posted SAP documents with the VIM Workplace.
Example: Any SAP documents (relevant for VIM depending on the rollout
criteria) may have been parked or posted directly from SAP transactions. In this
case, no automatic synchronization is possible as soon as the corresponding VIM
processes have been finished because no DP workflow instance is available at
all.
Suggested minimum frequency: Once a day
Parameters: In general no parameter values are required. However, if there are
issues caused by extremely long report runtimes, the selection parameters of the
report can be utilized to split the overall processing load into several smaller
buckets.
Program: /OPT/CR_PMC_BS_CHECK
Description: Runs the smart selection criteria check using the selected
parameters. You can run the job for special selection criteria only, as well as for
all selection criteria assigned to certain selection criteria types.
If required, you can optimize the overall runtime by separating processes into
several smaller buckets. You can also completely exclude processes that are too
old or not even relevant anymore. Therefore, use the available DOCID selection
range.
Additionally, you can use run parameters to display the check result and to
execute the job in simulation mode.
Suggested minimum frequency:
Initial run: One time activity for all available selection criteria at go live
Regular run: Once a day
Besides the regular suggested frequency, the job needs to be run once (as a one
time activity at go live) for all available selection criteria types. This is necessary
to initially register all relevant processes, which may have been started before
the feature has been technically available.
Parameters: Selection Criteria Type = T (time based check)
You only must schedule the job for the time based selection criteria type. All
static checks will be executed automatically within each single process instance
during runtime.
Program: /OPT/CR_PMC_BS_CLEANUP
Description: Deletes currently registered smart selection check results or
corresponding customizing settings.
Example: If smart selection criteria or the corresponding check logic have been
changed, you can use this job to cleanup old registrations before re-registering
the new check results again.
Suggested minimum frequency: Only use this job if really required.
Parameters: You can use parameters as required.
Note: Before running periodic jobs, you must complete all customizing steps
for the KPI Dashboard.
For comprehensive information, see section 26.2 “Periodic jobs - collection and
aggregation” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide (VIM-CGD).
The report provides a Delta Mode that must be used in background processing to
fetch the correct data. For dialog processing, you can set a range of document IDs, a
range for company codes, a range for vendors, or also a time range. The Test Mode
displays all data that can be updated to the different tables.
If you do not provide a specific range for vendors or company codes, the report
fetches all relevant vendors and company codes that are relevant for Supplier Self
Service and configured. For more information, see section 23.6.2 “Mapping company
codes” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide
(VIM-CGD) and section 23.7.2 “Mapping suppliers” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide (VIM-CGD).
You can also use the report in a multiple backend system. In the OpenText
Configuration (/OPT/SPRO transaction), there is a customizing for the Collection and
Aggregation reports; see section 28 “Central Reporting infrastructure” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD). For the
Supplier Service Application, an aggregation reporting group ID (3S) already exists.
For a detailed description of the Supplier Self Service customizing, see section 23
“Supplier Self Service” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide (VIM-CGD).
You can verify the results of the inbound and outbound processing in the
application log, transaction SLG1, to be started with object ARIBA_INTEGRATION.
Note: Make sure that the corresponding background jobs are scheduled as
described in section 14 “Batch jobs for Inbound Configuration” in OpenText
Business Center for SAP Solutions - Configuration Guide (BOCP-CGD).
To support the Ariba Network integration scenario Carbon Copy Invoice, you must
schedule the following additional programs to run in background jobs (relevant only
on SAP ERP 6.0 but not on S/4HANA on Premise).
• ARBERP_BUS2081_EXTRACT_CCINVC
• ARBERP_BKPF_EXTRACT_CCINVC
Suggested The job run frequency depends on your business processes. OpenText recommends
minimum running fetching and cancellation jobs more often if cancellations are expected. This
frequency
prevents unnecessary processing of invoices that are cancelled by the vendor.
In the SAP NetWeaver BW context, you can use process chains for the automatic
processing of loading data and updating data targets in reporting. The BW content
of VIM 7.0 provides the following meta process chains:
Meta Process Chain for Delta Load of VIM Data w/o Corp. Mem. (technical
name: /OPT/VIM_ALL_01)
This meta process chain is used to upload master data and transaction data from
the leading OLTP system without storing data records in the Corporate Memory
Layer and to further upload the data to the Reporting Layer; this means to the
InfoCubes.
Meta Process Chain for Delta Load of VIM Data with Corp. Mem. (technical
name: /OPT/VIM_ALL_02)
This meta process chain is used to upload master data and transaction data from
the leading OLTP system with additionally storing the data records in the
Corporate Memory and to further upload the data to the Reporting Layer; this
means to the InfoCubes.
Note: Before scheduling and triggering the Meta Process Chain, the delta load
of DP Document Headers and Exceptions has to be initialized using the
InfoPackages /OPT/VIM_DPDOC_H_TRAN_INIT and /OPTVIM_EXC_TRAN_INIT.
Process options
The download programs are only relevant if OpenText Invoice Capture Center (ICC)
is integrated with your VIM installation. For detailed information on ICC, see the
Invoice Capture Center Administrators Guide, available in the OpenText Knowledge
Center: https://knowledge.opentext.com/knowledge/llisapi.dll/Open/15448194.
The download programs are used to provide data for look up tables used by ICC for
better recognition results. ICC uses the vendor look up table to determine the
vendor number and in turn supplies it back to SAP ERP. The PO delivery look up
table helps ICC to achieve better recognition and extraction.
There are some tools for staging tables included in the product. You can use the
programs /OPT/VIM_ICC_SIMUL_PO_DL and /OPT/VIM_ICC_SIMUL_VENDOR_DL to
simulate an RFC download by ICC. The simulation can be useful to find out the
reasons for download issues. You can find out how much time is spent in the RFC
function modules and if there are memory or performance issues on the SAP ERP
side.
Note: Schedule the download programs as batch jobs. The job logs provide
information about the status.
Vendor number
Enter the vendor number (range).
Also Vendor w/o bank account (default setting)
Select this check box to include vendors without bank account in the
download.
Also Vendor with deletion flag
Select this check box to include vendors with deletion flag in the download.
Also Vendor with posting block
Select this check box to include vendors with posting block in the
download.
Company Code
Enter the company code (range).
Note: The program will run with higher performance if you enter
several single values instead of a range.
If you specify one or more company codes, only the vendors having an
association to the given company codes in table LFB1 are written to the
staging table. The deletion and posting block flags are evaluated in
relationship to the company code (that means, from the LFB1 table). The
entries in the staging table contain company codes. If a vendor is associated
to several company codes, several entries for this vendor are written to the
staging table.
If you do not specify a company code, the vendors that have an association
to any company code in table LFB1 are written to the staging table.
Additionally, also the vendors that do not have an association to a company
code will be drawn from table LFA1 and written to the staging table. The
entries in the staging table contain a company code, if they were taken from
table LFB1. The entries do not contain a company code, if they were taken
from table LFA1.
Output to screen
This program runs in background and collects the vendor information. If the
program is running in the central system, it collects the vendor information from all
satellite systems using function module /OPT/DOWNLOAD_LY_DATA. The program
stores the vendor information in the central system’s staging table (along with the
satellite system’s logical system).
• Vendor number
• Company code
• Bank details
• Vendor address
• VAT and tax information
• Vendor email, IBAN, SWIFT code
• Timestamp (of record creation)
The vendor database contains one or more lines for each vendor number within a
logical system. Several lines for the same vendor are generated in the following
cases:
• There are multiple bank data for the vendor, and the multiple bank data switch is
set.
• There are foreign VAT IDs in table LFAS.
Enhancements VIM 7.5 SP3 (and VIM 7.0 SP7) introduce the following enhancements for the /OPT/
IR_DL_VENDOR_TO_STG_TABLE program.
The downloading program has two basic modes, the delta mode and the full mode.
Delta mode The delta mode selects and adds entries that match with the given selection criteria.
The delta mode is not able to delete any entries.
Full mode The full mode deletes the entries for the selected company codes. Then, it recreates
the entries that match with the given selection criteria. You must use the full mode
from time to time to clear entries that should not be downloaded to ICC anymore.
The report for the PO download should be scheduled twice, one time for the full
download to run once a week or once a month, and one time for the delta download
to run once a day. For an ICC application (since ICC 7.0), two hotspots for PO
download are generated, one for the full download running once a week, and one
for the delta download running once a day. To have the PO database at the ICC as
up-to-date as possible, you must schedule the reports on VIM side to run at an
earlier time than the hotspots on ICC side.
Since VIM 7.5 SP4 (VIM 7.0 SP8), you can use several program runs to fill the staging
tables, separated by the selection criteria for company code. You can configure the
jobs along with the ICC application filters.
Example: If you have two ICC applications, one for company code A and another one for
company code B, you can use one pair of full mode and delta mode runs for each application.
If you want to use several program runs to fill the staging tables, you must modify
your variants and the scheduling of the jobs. Observe the following principles:
• Find out which filters on company codes are used by your ICC applications. You
can schedule a pair of full download and delta download for each different filter.
• Use identical selections on company code in each pair of full download and delta
download.
• Schedule the programs in a way that the run times do not overlap. Parallel
processing is not possible because there still is only one staging table.
Vendor
Enter the vendor number (range).
Company code
Enter the company code (range).
Delta Download
Select this check box to determine that the program reads the table /opt/
it_dl_ts and gets the time stamp of the last program run. The following
date fields will be replaced with the date part of the time stamp:
Note: You can increase the performance of the program, if you use a
date in the future in this field. Use a future date only, if you are not
interested in the delivery notes, and if your quantities and amounts in
the goods receipt match the data from the purchase order.
If the program is running in the central system, it collects the purchase order
information from the satellite systems by calling the Remote function module /
OPT/DOWNLOAD_PO_DATA.
Output to screen
The sections Open only check and Vendor substitution * appear only, when the
respective processing options have been selected in the selection screen.
Note: The number in section Order number table gives the remaining number
of PO entries that are written to the staging table. In the example, 342 order
numbers have been found, 48 have been removed due to the “open only”
check, and 294 have been written to the staging table for download.
The log entry 3 vendors substituted means that the vendor substitution has
been performed in 3 POs. It does not mean that three different vendors were
involved.
In the Global settings area, you can select the following check boxes:
• Test run (count only)
• Skip dialogs that skips the dialogs before the deletion
The Minimum Age In Months parameter indicates the minimum age of the entries
to be deleted. Specify the age in months, maximal value is 24.
If the program is not run in test mode, and if dialogs are not skipped, a confirmation
dialog box opens before the deletion occurs. The dialog box does not open if nothing
has been found to be deleted.
Default Key
If the system cannot find any related key, it uses the Default Key user. It is
essential that you maintain the default key user for all roles to avoid that the
workflow results in error when it cannot perform the role resolution correctly.
Fail Safe
Fail Safe applies if the Default Key is not maintained. Other than the Default
Key, it offers the possibility to make the maintained values applicable only in
background.
2. Maintain the Fail Safe user key types Fail Safe and Default Key for all roles,
using the following parameters:
Notes
Agent Type
Select the agent type.
Agent Id
Select the agent Id.
Administering workflows
SAP events are trigger points for VIM workflows. For example, when a logistic
invoice is posted, SAP ERP generates the event POSTED from the business object
BUS2081. The event is linked to trigger the VIM workflow solution for blocked
invoices if the invoice is blocked.
Event linkages are not activated automatically. You must add the event linkages
manually.
In case of not properly raised parking events, perform the following actions:
2. To schedule the Event Queue Job, run the SWEQADM transaction. You can
set the frequency according to your requirement how often to update the
respective data.
The following event linkages can be turned on or off to enable or disable VIM
workflows:
TS00275270 —
BUS2081 DELETED SWW_WI_CREATE_VIA_EVENT IAP
TS00275270 —
BUS2081 POSTED SWW_WI_CREATE_VIA_EVENT IAP
TS00275270 —
BUS2081 POSTED /OPT/BL_PO_BLK_RECEIVER Invoice
Exception (IE)
TS00275264 /OPT/BL_PO_CHECK_ROLL_OUT Posted
Approval
/OPT/FIPP ZWFI_CREATE /OPT/BL_NPO_PRK_RECEIVER IE
D
/PTGWFI/PIR_F_CHECKFM
WS00275254
/OPT/B2081 ZWFI_PARKED /OPT/BL_PO_PRK_RECEIVER IE
WS00275260 /PTGWFI/PRK_M_CHECKFM
FIPP DELETED /OPT/VIM_RPT_RECEIVER_FM VIM Analytics
(VAN)
— —
FIPP POSTED /OPT/VIM_RPT_RECEIVER_FM VAN
— —
BUS2081 DELETED /OPT/VIM_RPT_PO_INV_RECEIVER VAN
— —
BUS2081 POSTED /OPT/VIM_RPT_PO_INV_RECEIVER VAN
— — May be used in
special
situation.
Should be
inactive in
standard
configuration.
BUS2081 RELEASED /OPT/VIM_RPT_PO_INV_RECEIVER VAN
— —
— —
/ORS/INVAP POSTED /OPT/AAFS_POST_RECEIVER Posted
Approval
— —
Note: There is a dependency between two entries for Object Type BUS2081 and
Event POSTED, the one with Receiver Type TS00275264, and the one with an
empty Receiver Type.
In transaction SWETYPV, make sure that only one of these event linkages is
activated.
• If you use your own blocking workflow, activate only the event linkage with
empty Receiver Type. This event linkage ensures that VAN will be correctly
updated.
• If you use the standard blocking workflow template, activate only the event
linkage with Receiver Type TS00275264. This event linkage updates VAN
with the same function module as the other event linkage but it also starts
the blocking workflow.
1. To open the Event Type Linkages screen, run the SWE2 transaction.
2. Create the event linkage entries shown in “Event linkages for VIM workflows”
on page 46 (if not already existing) by clicking the New Entries button.
To edit an existing event linkage entry, double-click the entry.
3. To enable the workflow, select the Type linkage active check box.
To disable the workflow, clear the check box.
4. Save your changes with a transport and move this transport to subsequent
systems.
Note: Repeat the procedure for all event linkage entries shown in “Event
linkages for VIM workflows” on page 46.
The SAP early watch service checks and analyzes in order to optimize the
performance of SAP solutions. Since VIM resides inside the SAP ERP system, VIM
follows standard early watch practices. Client dependent configuration data of VIM
is not visible in the early watch client and the early watch client is normally locked
against any configuration changes.
However, you can create a role to view the VIM configuration with “display only”
authorization.
Note: Depending on the SAP version, the following screens might look
different on your system.
4. In the Copy menus panel, click the From area menu button.
5. Enter /OPT/VIM in the Area menu field and click to start the search.
7. Select all check boxes under Area menu and click the Add button at the bottom
of the dialog.
8. In the Change Roles screen, save.
Select the Authorizations tab.
11. Enter appropriate values in the From and To field and click the Full
authorization button.
13. Expand all nodes and assign Display authorization to the needed Activity
fields. To define values for an Activity field, click the icon next to the field.
14. To add Display authorization for all transaction starting with /OPT/, click the
Manually button in the application tool bar.
15. In the Manual selection of authorizations dialog, enter S_TCODE in the topmost
Authorization object line and click to confirm.
The new authorization object is displayed in the Change role: Authorizations
screen.
16. To open the Maintain Field Values dialog, click the icon next to the
Transaction code field (see highlight).
18. In the Change role: Authorizations screen, click to save your settings.
19. Click the button in the application tool bar to generate the authorization
profile.
20. Click the icon to return to the Change Roles main screen and open the User
tab.
21. Enter the early watch user or a different user that you want to assign to the
newly created Display VIM configuration role.
Users assigned to the new role are allowed to view the VIM configuration with
“display only” authorization.
The Approval Portal is designed to work within SAP NetWeaver Application Server
Java (NWAS) or SAP NetWeaver Portal (NWP). The Approval Portal can be
deployed as a standalone application residing on NWAS only or as an application
inside NWP using the AppIntegrator iView.
Notes
As the administrator, you need to access the Administration page to perform various
administration activities for the Approval Portal.
HTTPS support
For Approval Portal 7.5, the heading of the Approval Admin page shows the
Approval Portal version as VIM 7.5.3.<Build Number> Build on <Date>, for example
VIM 7.5.3.1005 Build on 2014/12/10.
With Approval Portal 7.5 SP3, you can decide if you want to use SAP Java Connector
2 (JCo2) or JCo3. The configuration of these versions differs. It is described in the
following sections.
Choose one of the following Approval Portal packages in the Knowledge Center:
To add the JCo RFC destination, follow the description in “SAP Connection for
JCo3” on page 63.
JCo2
• To enable JCo2 for the configuration, click Enable JCo2.
• As a prerequisite for the JCo2 configuration, deploy the CI
vim_75_sp3_ci-01 (VIMI-15867) on the VIM 7.5 SP3 Approval Portal.
• To add SAP connections, follow the description in “SAP Connection for
JCo2” on page 61.
To add SAP connections, follow the description in “SAP Connection for JCo2”
on page 61.
In the SAP Connection tab for JCo2, you can perform the following actions:
Add Connection
Add a new SAP connection. Opens the Connection Details panel. See
“Connection Details” on page 62.
Edit Connection
Edit an existing SAP connection. Opens the Connection Details panel. See
“Connection Details” on page 62.
Delete Connection
Delete a SAP connection.
Up Arrow
Move the connection priority up.
Down Arrow
Move the connection priority down.
Note: The first connection in the list is used as the default connection. The
default connection determines the Invoice List’s Personalization page. See
section 8.14 “Personalizing your views of the Approval Portal” in OpenText
Vendor Invoice Management for SAP Solutions - User Guide (VIM-UGD) for more
details.
Connection In the Connection Details panel, the following configuration parameters are
Details available. Enter the relevant information:
SAP SID
Unique identifier for this SAP ERP Logical System. The SAP SID will appear on
the end user screen next to the Logical System to help the user identify which
system the invoice is coming from.
Note: If you want to connect to the same SAP ERP Logical System but with
a different client, you must provide a different SAP SID. The Approval
Portal treats the SAP SID as a unique identifier.
UserName
The CPIC user’s user name that will be used to connect to SAP ERP
Password
The CPIC user password that will be used to connect to SAP ERP
Client
The client number of the SAP ERP system that is connected to
If you are using Application host instead of Message host, provide the following
information:
System number
The system number of the SAP ERP system that is connected to
Application host
The application host IP or DNS of the SAP ERP system that is connected to
If you are using Message host instead of Application host, provide the following
information:
MsHost
The Message host IP or DNS of the SAP ERP system that is connected to
R/3 name
The R/3 name of the SAP ERP system that is connected to
Logon Group
The logon group of the SAP ERP system that is connected to
System number
The system number of the SAP ERP system that is connected to
Save
Save the SAP connections. If the connection is invalid, you will not be able to
save.
Test
Test the SAP connections. If the connection fails, it will return a failure message
to you.
On the SAP Connection tab, click Enable JCo3 to start the configuration.
1. In the JCo RFC Destination box, enter the <system ID>, for example TW6.
Note: You must enter the system ID also in the destination configuration.
For more information, see “Configuring the RFC destination name on SAP
NetWeaver Administrator” on page 64.
2. Click Add.
The system ID is added to Available JCo Details.
3. To remove an entry from the Available JCo Details, enter the entry, for
example TW6, in the JCo RFC Destination box, and click Delete.
Hosting System
Enter the available Local NetWeaver Instance
Destination Name
Enter the destination names: VIMPOOL_<XX> and VIMPOOL_<XX>_<YY>
where <XX> refers to the SAP system ID provided in Destination
Configuration, and
<YY> refers to the language code supported by SAP. The language code
should be the same language as provided in the Logon Data section.
Destination Type
Enter RFC.
5. For every SAP system ID, create the following mandatory destinations:
Default Destination
Destination Name = VIMPOOL_<XX>
where <XX> refers to the SAP system ID provided in Destination
Configuration.
Language Destination
Destination Name = VIMPOOL_<XX>_<YY>
where <XX> refers to the SAP system ID provided in Destination
Configuration, and
<YY> refers to the language code supported by SAP. The language code
should be the same language as provided in the Logon Data section.
• VIMPOOL_TW6
• VIMPOOL_TW6_EN
• VIMPOOL_TW6_DE
• VIMPOOL_TW6_FR
Hosting System
Enter the available Local NetWeaver Instance
Destination Name
Enter the destination names: VIMPOOL_<XX> and VIMPOOL_<XX>_<YY>
where <XX> refers to the SAP system ID provided in Destination
Configuration, and
<YY> refers to the language code supported by SAP. The language code
should be the same language as provided in the Logon Data section.
Destination Type
Enter RFC.
5. Click Next.
Target host
Enter the application host IP or DNS of the SAP ERP system that is
connected to.
System number
Enter the system number of the SAP ERP system that is connected to.
System ID
Enter the SAP SID of the SAP ERP system that is connected to.
Message Server
Enter the message host IP or DNS of the SAP ERP system that is connected
to.
Logon Group
Enter the logon group of the SAP ERP system that is connected to.
Click Next.
Authentication
Enter Technical User.
Language
For the default destination VIMPOOL_<SID>, you can enter any default
language. For a language destination like VIMPOOL_<SID>_<LANGUAGE>,
enter the respective language, for example DE in case of VIMPOOL_TW6_DE.
Client
Enter the client number of the SAP ERP system that is connected to.
User Name
Enter the CPIC user name that is used to connect to SAP ERP.
Password
Enter the CPIC user password that is used to connect to SAP ERP.
Click Next.
8. Configure specific settings
In the Specific Settings screen, configure the Pool Settings, based on your
requirements. This refers to the following parameters:
Click Finish.
In the Mobile Configuration tab, you configure the Mobile Approval Portal. See
“Configuring the Mobile Approval Portal“ on page 89.
11.1.4 Configuration
With VIM 7.0 and higher, you configure fields and buttons of the Approval Portal
inside SAP ERP. See section 13.5.12 “Configuring fields for Invoice Approval” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-
CGD).
With VIM 7.5 SP3 and higher, the Configuration tab of the Approval Portal is split
into four sections.
• General Configuration
• Security Configuration
• Image Configuration
• UX Configuration
General Configuration
Profit Segment
Select YES if you want to enable a Profit Segment button in the Processing
Invoice page. See section 8.9 “Entering accounting information” in OpenText
Vendor Invoice Management for SAP Solutions - User Guide (VIM-UGD). For
configuration aspects of the profitability segment, see section 13.10 “Configuring
the profitability segment feature” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide (VIM-CGD).
Special Handling
Select Yes if you want to use Special Handling. The Approval Portal will display
the Handling Instruction link on the Basic Data tab.
For more information, see section 8.6 “Viewing and adding handling
instructions” in OpenText Vendor Invoice Management for SAP Solutions - User
Guide (VIM-UGD).
• The History Count value is higher than the History invoices count
• There are no more invoices in the History.
Security Configuration
WhiteList Configuration
Select this check box to enable the white list feature.
Add
Enter the DNS or IP of the NWP to be in the white list and click Add.
Reinitialize the application to get the new value.
Remove
Select an entry in the Portal Host(s) List and click Remove to remove the
entry from the list. Reinitialize the application to get the new value.
Image Configuration
1. Enter the file extensions of the document types you want to support for
attachments, separated by comma.
For attachments, the Approval Portal only supports the Microsoft Office
document types doc, docx, xls, xlsx, ppt, pptx as standard document
types.
2. If you want to configure any additional Microsoft Office document types,
perform the following steps:
UX Configuration
Select the Enable Coding Templates check box to enable the coding templates
feature. By default, the check box is selected.
With coding templates enabled, the Cost Assignment tab provides the following
additional buttons:
• Export Coding
• Upload Coding
Limitations
• Using coding templates, a user can upload a maximum of 50 line items. More
than 50 line items are not supported.
User notes
• For an invoice, a user should only upload the coding template that was
downloaded from that invoice.
• The 1st row of the downloaded coding template is hidden. It contains
the column metadata. The 2nd row displays the column titles. To
properly upload the coding template, users should not edit or delete
these two rows. Users should only do the coding from the 3rd row on.
• The coding templates feature is applicable only for coders.
• When a user clicks Export Coding, only the editable line items are
downloaded to Excel. Additional accounting data is not downloaded.
• In the downloaded Excel file, for the newly added line items, the user
should leave the INVOICE_DOC_ITEM field blank. After uploading the
Excel file, this field is automatically populated with the last line item
number. When saving the changes, the INVOICE_DOC_ITEM field is
automatically generated.
• In the downloaded Excel file, for the newly added line items, the user
might fill the INVOICE_DOC_ITEM field with the existing line item
number. During upload of the Excel file, the additional accounting data
of the respective line item is copied to this line item.
Save
Click this button to save the configuration.
11.1.5 Administration
The Administration tab allows you to perform Administration tasks on the
application. It also tells you the Version and the Build Date of the application.
Reinitialize Application
Click this button to reinitialize the application. This is necessary after you
changed the configuration or if you change the language resource files. See
“Changing language resources” on page 75 for more details.
Product Code
IAP
Constant
EXIT_SEARCH_HELP_FLT
Constant Value
/ORS/SEARCH_HELP_FIELDS_PREFIL
The interface of the custom function must be the same as the interface of the baseline
function /ORS/SEARCH_HELP_FIELDS_PREFIL:
FUNCTION /ORS/SEARCH_HELP_FIELDS_PREFIL.
*"-----------------------------------------------------------------
*"*"Local Interface:
*" IMPORTING
*" VALUE(SHLPNAME) TYPE SHLPNAME
*" VALUE(INVOICE_HEADER) TYPE /ORS/INVOICE_HDR OPTIONAL
*" VALUE(CURRENT_APPROVER) TYPE /ORS/UMOID OPTIONAL
*" TABLES
ENDFUNCTION.
The custom function is called from the standard RFC function /ORS/
GET_SEARCH_HELP_FIELDS.
In the TABLES parameter of the sample function module, the FIELDLIST field refers
to the structure /ORS/SEARCHHELP_FIELD_LIST. The fields Value and Display only
are added to this structure.
Value
This field is used to set the default value for the search field.
Display only
This field is an indicator that the search field value cannot be changed by the
user in the Approval Portal.
The custom function should fill these fields with appropriate values according to
your requirements.
Important
Any changes made by the logic in the custom function module to the fields
other than Value and Display only will result in unexpected results or
errors.
Java compiler and other Java tools can only process files which contain Latin-1
and/or Unicode-encoded characters (\u<XXXX> notation).
Example command: Java native2ascii -encoding UTF-8 "ori_utf-8-
Lang_DE.properties" Lang_DE.properties
Tip: You can also use any editor that can save as “Unicode Enabled”, for
example http://en.sourceforge.jp/projects/propedit/downloads/11441/
PropertiesEditor.jar/
4. Reinitialize the application, see “Administration” on page 74.
Note: The Slowakian translation does not include KPI Dashboard and
Central Reporting.
• Turkish (TR)
• Chinese (ZH)
This section describes the configuration to add another language than the
predefined. Therefore, you have to perform the following actions:
Example: If you want to add Swedish language, add the entry V=SV.
Note: This entry is a SAP language key pair. Check the SAP help for a list
of language key pairs.
4. Open the new Lang_<XX>.properties file and translate the English strings into
the other language.
Convert non-ASCII characters to Unicode representative format, see Step 3
on page 75 in “Changing language resources” on page 75.
For Approval Portal 7.5 and higher, there is no need to have a separate CSS
stylesheet for every language, like it was the case in prior versions.
2. To modify any styles, perform the changes in the global CSS file.
You must include calendar popup strings in the new language to the
localization.js JavaScript file.
2. Navigate to the folder locale and open the specific file ext-lang-<xx>.js,
where <xx> is the two-letter language code.
3. Copy the coding parts for the override objects Ext.Date, Ext.picker.Date and
Ext.picker.Month (if existing).
6. Insert an else if clause for the new language and paste the specific coding
from the ExtJS locale file.
Note: If the locale file is not existing for the new language, copy the
default coding parts for English language and translate the text into the
new language.
7. For Swedish, as an example, copy the coding for Ext.Date and Ext.
picker.Date from file ext-lang-sv_SE.js into the new else if clause
checking the parameter langId==’SV’.
See Example 11-2, “Adapting the localization.js file for Swedish” for details.
2. In Product Code IAP, in the Constant LANGUAGE, add the new language to the
Constant Value as a comma-separated single character.
Note: If you do not add the new language here, it will not appear at the
user's preferences.
For a description for NetWeaver 7.3 and 7.4, see “To restart the Approval Portal
application (NetWeaver 7.3 and 7.4):“ on page 80.
To include the new language into the application, you must stop and start the
application from Visual Admin.
1. In Visual Admin, navigate to Instance > Server > Services > Deploy.
2. Expand servlet_jsp.
5. When the application is stopped, select it again and click Start Application.
6. Click OK to confirm.
Important
To make the language change effective, the end user must clear the
browser cache.
2. Navigate to Operations > Systems, and then click Start & Stop.
3. Click the Java Applications tab and mark the Approval Portal application.
Important
To make the language change effective, the end user must clear the
browser cache.
For a description for NetWeaver 7.3 and 7.4, see “To configure attachment support
(NetWeaver 7.3 and 7.4):“ on page 83.
7. Click Update.
11.5 Branding
You might need to change the logo of the Approval Portal. This section describes
how to do this.
Notes
• You must perform the same action when you are applying a new patch.
• OpenText recommends backing up the image or the files if you need to
apply a new patch.
The customer specific brand image must have the following size (in pixels) 328x24,
and the name headerbar_vendor_invoice_management.png.
Before rename:
After rename:
3. Stop and start the application instance. For more information, see “To restart the
Approval Portal application (NetWeaver 6.0 or 7.0):“ on page 79 and “To restart
the Approval Portal application (NetWeaver 7.3 and 7.4):“ on page 80.
Important
OpenText strongly recommends that you validate and test this configuration
in the test system before moving to productive environments.
Notes
• The configuration will be extended for SAP NetWeaver Portal 7.0 in a future
support package.
• For standalone WAS, no separate configuration is required.
• For SAP NetWeaver Portal, you must perform the following configuration.
1. Log on to SAP NetWeaver Portal with a user having the Administrator role.
4. Click Save to save the configuration. When the configuration parameters are
saved successfully, click Close Expert Mode.
5. Close all browser sessions and clear the browser cache, before testing the
configuration.
Troubleshoot- The following steps are applicable if this configuration does not work.
ing steps
1. If the browser tries to login again without a redirect to the SAP NetWeaver
Portal standard log on page, the browser cache is not cleared properly. Restart
the computer where the user is working and try again.
2. When the user logs off from the portal and tries to log on with the same user
and browser session, in some sporadic cases a blank screen is displayed. Log off
and log on again.
3. Repeat the procedure up to Step 3 but enter the following changed parameters:
ume.logoff.redirect.silent = true
ume.logoff.redirect.url = http(s)://<host>:<port>/vimportal/
LogOutServlet?nwpParam=Z
<host> is the SAP NetWeaver Portal instance host where Approval Portal is
running
<port> is the SAP NetWeaver Portal instance port where Approval Portal is
running
Save your settings and restart AS Java as mentioned in the following SAP
standard documentation: https://help.sap.com/saphelp_nw73/helpdata/en/44/
aada5230be5e77e10000000a155369/content.htm.
You configure the OpenText™ Imaging Web Viewer (Web Viewer) settings of the
Mobile Approval Portal in the Approval Admin page, Mobile Configuration tab.
See “Configuring the Web Viewer integration” on page 89.
Example: http://server.opentext.local:50000/vimportal/mapp.html
The URL is very similar to the Approval Portal login URL. The Mobile Approval
Pages are loaded based on a browser user-agent.
The Mobile Approval Portal inbox is applicable only for approvers. Coding must be
completed. Delegated and Referred invoices are visible in the inbox.
For details on the end user perspective of the Mobile Approval Portal, see section 9
“Approving invoices using the Mobile Approval Portal” in OpenText Vendor Invoice
Management for SAP Solutions - User Guide (VIM-UGD).
On the Mobile Browser without Web Viewer, it is not possible to render TIFF
documents. JPG, PNG and GIF documents are supported to be shown in browser by
default. To support PDF documents, a specific browser-plugin or a separate viewer
app is needed.
However, Web Viewer is able to display TIFF documents on the Mobile Browser on
Mobile Approval Portal.
Web Viewer is installed on a web server. It generates HTML pages containing the
document to be displayed and sends them to the browser. The Web Viewer can be
used by any leading application server configured appropriately.
Notes
• OpenText strongly recommends that you implement Web Viewer to display
images on the Mobile Approval Portal.
• For further information about Web Viewer, see OpenText Imaging Web Viewer
- Installation and Configuration Guide (CLWEBV-IGD), available in the
Knowledge Center: http://knowledge.opentext.com/knowledge/cs.dll/Open/
19644858
You configure the Web Viewer integration in the Approval Admin page, Mobile
Configuration tab. In particular, you must enter the Web Viewer server Host/IP and
Port of the Web Viewer, and enable the display of invoice images on your mobile
device.
1. Open the Approval Admin page using the following URL: http://
<host>:<port>/vimportal/admin
• WebViewer Host/IP
• TomcatServer Port
If the Web Viewer server is hosted on a NetWeaver 7.3 or 7.4 instance, enter
the NetWeaver port.
Note: This feature is only applicable for the Mobile Approval Portal.
If you configure more fields, you might run into performance issues on mobile
devices.
4. Select the Default Language, your preferred Decimal Notation, and your
preferred Date Format from the drop-down lists.
This part covers administration tasks that must be carried out regularly. These tasks
are not executed on a daily basis by an agent, but must be carried out by a
responsible to keep the business process running.
Substitutes can be set up for the SAP inbox and for the Invoice Approval (IAP)
process. If a work item owner is on vacation or leaves the company, the substitute
can “adopt” the work items owned by the substituted user.
• For the SAP inbox substitution, see the SAP Help: http://help.sap.com/
saphelp_erp60_sp/helpdata/en/8d/25f558454311d189430000e829fbbd/
frameset.htm.
• For the Invoice Approval (IAP) process substitution, see section 5.5.5 “Setting up
a substitute for the IAP process” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide (VIM-CGD).
Type
US
ID
SAP user ID of the specific user
The report shows all SAP work items belonging to the user, regardless of
whether they are VIM work items or not.
VIM work items have the following task IDs:
TS00275278
DP Document Dashboard
TS00275267
PO Invoice Dashboard (Header WF)
TS00275262
PO Parked Invoice Dashboard
TS00275260
Non PO Invoice Dashboard
TS00275265
PO Invoice Dashboard (Line Level)
With the work item IDs, you can assign the work items to a different user; see
“Reassigning open SAP work items to a different user” on page 99.
1. To access the Execute work items without agent check screen, run the SWIA
transaction.
2. Enter the work item ID retrieved in “Retrieving open SAP work items of a
specific user” on page 97 and click to execute.
Before you can reassign, you must be an owner of the work item.
3. To own the work item, select it and click the Without check button in the
application tool bar.
This action leads you into either the VIM Dashboard or the DP Dashboard.
4. Click to return to the Execute work items without agent check screen.
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14.3. Reassigning Invoice Approval items to a different user
7. Enter the SAP user ID of the receiver of the work item and click to execute.
At the bottom of the screen, a confirmation message is displayed: Forwarding
carried out.
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14.3. Reassigning Invoice Approval items to a different user
4. To show the details of the invoice, click the document number in the navigation
panel on the left-hand side.
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Chapter 15
Administering workflows
15.1 Backup
The configuration of VIM is stored inside SAP ERP, in the OpenText product tables.
A backup of the underlying SAP ERP system ensures the backup of the appropriate
configuration, runtime and persistent data. In addition, system transports store any
configuration changes that are made.
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Chapter 16
Running year end/month end procedure for parked
and DP documents
Note: This chapter is relevant if you have activated the Parking functionality of
VIM. In addition, also DP documents can be handled.
Whenever the posting date of a parked document is changed so that the posting date
falls into a new fiscal year, there will be issues with the related workflow because
the key of the primary object associated with the workflows changes. This chapter
describes the processes you must perform so that the documents that are carried
over to the next fiscal year work seamlessly.
The processes mentioned in this chapter must be followed when the fiscal year ends.
This does not necessarily be at December 31st but it is dependent on the fiscal year
variants that are used.
Notes
• During processing of the reports/transactions included in this procedure,
normal processing of the parked documents is not possible. So, these reports/
transactions have to run when no user is trying to create or process parked
documents in the system.
• Sufficient testing of the process has to be done in the development or testing
systems to make sure the parked invoices are carried over to the new fiscal
year correctly.
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Chapter 16 Running year end/month end procedure for parked and DP documents
Vendor Invoice Management (VIM) invoices that are not processed in a given fiscal
year get parked. At fiscal year end, special processing procedures must be followed
so that these invoices are carried over to the next fiscal year properly. The year end
procedures for parked invoice processing must be performed at your fiscal year end.
The year end processing for parked invoices includes running the year end
programs provided to you by OpenText. These programs were delivered to you as
part of your original implementation and are already in your VIM system. You may
have also received these programs as part of various patches which have been
delivered to you in the past.
Installation of the year end program patches should be viewed as a required update
to all VIM installations. They include important fixes which may be essential to the
operating environment. Customers should install the year end program patches
prior to commencing any fiscal year end activities. This will help you to run the year
end programs provided to you by OpenText successfully.
OpenText recommends that you run the year end procedures for parked invoice
processing in a test environment before attempting them in your production
environment. This will allow you to resolve any issues that arise with Customer
Support so they don’t impact your fiscal year end activities.
Fiscal year end procedures for parked invoice processing should only be run in your
production environment after the last posting period in the previous fiscal year is
closed and when no user is trying to create or process parked invoices in the system.
Furthermore, changing the posting date of a parked invoice so that it carries over to
the next fiscal year should only be done by running the year end programs.
Manually changing the posting date of an invoice so that it falls into the next fiscal
year during processing through a workflow or outside a workflow process will have
adverse effects on the existing workflows that are associated with that invoice and
should not be performed.
Systems Affected
OpenText will provide programs to change the posting date on parked invoices
(“year end programs”) for all versions of VIM.
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16.2. Changing the posting date for a bulk of DP invoices
DP documents to move them into the new posting period. See “Changing the
posting date for a bulk of DP invoices” on page 109.
Important
OpenText recommends doing tests of the report on a test system. OpenText
also recommends running the report when no users work on the system,
because this can cause unexpected values in the posting date field. There are
no locks for any objects implemented.
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Chapter 16 Running year end/month end procedure for parked and DP documents
Settings
Document options - All ranges in this area are standard search criteria for DP
invoices.
2. To execute the bulk change, clear the Test mode check box and click .
A dialog box opens, asking for confirmation. In the dialog box, you still can
cancel the whole processing.
At this stage, the runtime workflow instances based on this parked document will be
rendered unusable as the object key of the parked document is changed now. All the
OpenText application tables will be out of sync, as well.
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16.3. Processing Non PO based FI documents
99775
FIPP: FBV4 bulk change of posting date/fiscal year
You can also search for other relevant notes in the SAP Market Place in case of issues
you find during testing of this process.
When the document is originally parked, the fiscal year is calculated from the
posting date specified (for example year 2007). Now, the document is carried over to
the next year (2008), and, at the current time (2008), the posting date is changed
using the FBV4 transaction. The original parked document object (with fiscal year
2007) is changed with the new fiscal year (2008) in the standard SAP ERP system.
At this stage, the workflows that are referencing to the original parked document
will have runtime errors because the original object with fiscal year 2007 as its object
key no longer exists.
If the business needs mandates that the parked documents have to be carried over to
the next year, implement the solution described below.
You must follow the solution described below only if the posting date has to be
changed before posting them in the new fiscal year.
If custom extensions were implemented that store the SAP parked document
number, you have to make appropriate code corrections to avoid inconsistencies.
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Chapter 16 Running year end/month end procedure for parked and DP documents
• You can run the report either in an online mode or scheduled as a batch job.
In the batch mode, all the parked documents that match the selection criteria
will be processed automatically without user intervention.
• You must specify the new posting date so that all the documents will have
the posting dates modified to the new date. Make sure the posting period for
the new posting date is open.
• If changing the posting date leads to no fiscal year change, use the month
end report.
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16.3. Processing Non PO based FI documents
• The selection options Company Code and Fiscal Year are mandatory.
• You can run the report either in an online mode or scheduled as a batch job.
In the batch mode, all the parked documents that match the selection criteria
will be processed automatically without user intervention.
• If changing the posting date leads to no fiscal year change, use the month
end report.
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Chapter 16 Running year end/month end procedure for parked and DP documents
At this stage, the runtime workflow instance based on this parked document will be
rendered unusable as the object key of the parked document is changed now. All the
OpenText application tables will be out of sync, as well.
598018
MIR4: New Document number: Information is lost
554030
MIR4: Fiscal year / document type change
366965
MIR4: Changing posting date of parked documents
137988
FIPP: not all original documents are reassigned
You can also search for other relevant notes in the SAP Market Place in case of issues
you find during testing of this process.
When the document is originally parked, the fiscal year is calculated from the
posting date specified (for example year 2007). Now, the document is carried over to
the next year (2008), and, at the current time (2008), the posting date is changed
using the MIR4 transaction.
The original parked document object (with fiscal year 2007) is deleted from the
system and a new object with the new fiscal year (2008) is created by the standard
SAP ERP system. Also, the user exit to collect the Parking reason is triggered,
requesting the user to enter a Parking reason.
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16.4. Processing PO based documents (LIV invoices)
At this stage, the workflows that are referencing to the original parked document
will have runtime errors because the original object is deleted by SAP ERP.
If the business needs mandates that the parked documents have to be carried over to
the next year, implement the solution described below.
You must follow the solution described below only if the posting date has to be
changed before posting them in the new fiscal year.
If custom extensions were implemented that store the SAP parked document
number, you have to make appropriate code corrections to avoid inconsistencies.
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• You can run the report either in an online mode or scheduled as a batch job.
In the batch mode, all the parked documents that match the selection criteria
will be processed automatically without user intervention.
• The selection options Company Code and Fiscal Year are mandatory.
• You must specify the new posting date so that all the documents will have
the posting dates modified to the new date. Make sure the posting period for
the new posting date is open.
• If changing the posting date leads to no fiscal year change, use the month
end report.
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16.5. Testing the year end procedure
• You can run the report either in an online mode or scheduled as a batch job.
In the batch mode, all the parked documents that match the selection criteria
will be processed automatically without user intervention.
• If changing the posting date leads to no fiscal year change, use the month
end report.
• You can run the /OPT/VIM_MEND_PO transaction with certain filter if needed.
In dialog mode, you can restrict the output set by using the various selection
criteria available.
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• The programs can be run in dialog mode to investigate any errors that might be
encountered.
• Keep the log for the program executions so that you will have a record of what
invoices were changed in case something goes wrong.
Depending on what is implemented at your site, you need to come up with a set of
scenarios to be tested.
5. Check to see if the approver gets a workitem to approve in the web portal or in
the SAP GUI, depending on how it is configured.
7. Access the approver's inbox and execute the workitem. You should notice that
the new fiscal year and possibly new document number is there in the details.
Make sure the comments are showing up properly.
8. Run VIM Analytics and give the new document key. See if the result shows the
old document number in the details.
9. Make sure the image can be displayed properly from FBV3 or any invoice
display transaction.
10. Check if the OpenText Dashboard (accessable from the Object Services menu
from invoice display transaction) shows the correct information for the new
invoice key.
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16.6. Using the Year End Run Log
You can use the log to check for a list of all documents that were processed
through year end processing.
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Chapter 17
Archiving VIM information
You can archive the DP invoices and the reporting data from Central Reporting.
Data archiving removes bulk data from the database. Bulk data is no longer required
in the system but must be retained accessibly. The old data can be written to and
retrieved from some storage system.
Important
OpenText recommends archiving data of the VIM tables only, when the data
is not required in everyday tasks and it is not relevant from auditing
perspective. Make absolutely sure that you run license reporting before you
archive data. Otherwise, you might lose data that is needed for license
reporting. For more information, see “Using the ICC and VIM License
Report” on page 126.
Note: You must first archive all DP invoices from all connected SAP ERP
systems before you run the archiving of the reporting data.
To archive DP invoices:
3. Follow the SAP standard archiving processes for the archive object /OPT/DOC.
Note: Starting with VIM 7.5 SP4, the archiving object /OPT/DOC is
enhanced to delete VIM change documents. This refers to the change
document tables CDHDR and CDPOS, key /OPT/VIM_IDXDAT.
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• /OPT/VIM_1HEAD
• /OPT/VIM_1ITEM
• /OPT/VIM_1PROC
• /OPT/VIM_1WI_AGT
• /OPT/VIM_2HEAD
• /OPT/VIM_CWHTAX
• /OPT/VIM_HD_DP
• /OPT/VIM_HD_PO
• /OPT/VIM_MSG_T
• /OPT/VIM_PO_WIH
• /OPT/VIM_PO_WID
• /OPT/VIM_HD_NPO
• /OPT/VIM_NPO_WIH
• /OPT/VIM_NPO_WID
• /OPT/VIM_TITEM
• /OPT/VIM_WHTAX
• /OPT/VIM_1ATM_H
• /OPT/VIM_1BDCLOG
• /OPT/VIM_1LOG
• /OPT/VIM_1OCRLOG
• /OPT/VIM_1PO_DN
• /OPT/VIM_8HEAD
• /OPT/VIM_8LOG
• /OPT/AT_APPR_HIS
• /OPT/AT_LBA_LOG
• /OPT/CT_LG_EXC
• /OPT/CT_LG_HIST
• /OPT/CT_PMC_RG03
• /ORS/STACK_HDR
• /ORS/STACK_BODY
• /ORS/INV_ADD
• /ORS/INV_DATA
• /ORS/APPR_LOG
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• /ORS/PS_ITEM
• /PTGWFI/M_PRKMTR
• /PTGWFI/F_PIRMTR
• /PTGWFI/F_BIRMTR
• /PTGWFI/F_BIRMWI
• /PTGWFI/F_DELINV
• /PTGWFI/F_LIXMWI
• /PTGWFI/F_LIXMTR
Note: You must first archive all DP invoices using the archive object /OPT/DOC
from all connected SAP ERP systems before you run the archiving of the
reporting data.
3. Follow the SAP standard archiving processes for the archive object /OPT/REP.
The data from the following tables is archived:
• /OPT/VT_ATM_SRC
• /OPT/VT_DOC_HEAD
• /OPT/VT_KPI_SRC
• /OPT/VT_KPI_SRCE
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• /OPT/VT_WORKITEM
• /OPT/VT_WI_AGENT
• /OPT/VT_WI_AGNT
• /OPT/VT_WI_ACTN
• /OPT/VT_WI_STEPS
• /OPT/VT_DOC_H
• /OPT/VT_WI
• /OPT/VT_WI_ACTV
• /OPT/VT_WORK
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Chapter 18
License reporting
License audit for VIM and ICC is based on SAP System Measurement, using
transaction USMM. For more information, see the SAP documentation (http://
help.sap.com/saphelp_erp60_sp/helpdata/en/4e/c34d40e2b32571e10000000a155106/
content.htm).
VIM and ICC are configured to be included into the SAP system measurement. For
more information, see “Auditing using SAP System Measurement” on page 125. For
details and prerequisites running the SAP tools, check the SAP documentation, for
example about required SAP authorizations.
VIM provides an additional license report. You can use it to get a more detailed
output and to select in a more flexible manner. For example, it lists the number of
invoices triggering a VIM DP workflow and number of invoices in VIM without any
workflow. You should use this report if a license audit is requested by OpenText and
you do not want to provide the full SAP output of USMM to OpenText.
For this auditing purpose, you can use SAP System Measurement.
Note: The VIM package contains two TUAPP entries, one for VIM, and one
for ICC.
2. Check the existence of the two SAP defined applications IDs with function
modules for ICC and VIM license measurement. They should look like in the
following screenshot:
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Note: Make sure you use the application numbers 1150 for VIM and 1151
for ICC.
After you have checked the system, trigger SAP System Measurement. For more
information, see the SAP Documentation (https://support.sap.com/keys-systems-
installations/measurement/information/Documentation.html). ICC and VIM are
counted separately.
Prerequisites
• If a multiple backend system is configured, it must use central numbering where
DOCIDs are unique.
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18.2. Using the ICC and VIM License Report
• If VIM tables are archived periodically, you must perform the archiving after
running the License Report. Ensure that a large enough time interval is
maintained. For example, archive those entries that are at least 2 years old. This
applies mainly to VIM table /opt/vim_1log.
In a multiple backend system with all satellite system clients in use, you can run the
License Report on the central system with satellite system data collection active.
Run in dialog To run the License Report in dialog, run the /n/OPT/LIC_COUNT transaction. You can
create, save and use report variants.
Run in You can use the report /OPT/VIM_COLLECT_NUMBERS in a background job definition.
background You can create, save and use report variants.
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Products
Select ICC and/or VIM.
Time Frame
Number of months
Enter the number of months that shall be counted into the past.
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The field is preset to 12 months. If you do not change the field, the
License Report will list data for the past 12 months (including the
current month as the highest month).
Satellite Systems
Clients
This area contains data on the local system clients.
Important
It is not possible to include clients on satellite systems.
3. After finishing your selection, click the button to run the License Report.
Results The result list displays the result of the license analysis. The following data is shown:
License count
Total number of licensing relevant items (VIM entries with workflow)
DP proc
Licensing relevant items with Document ID
NonDP proc
Licensing relevant items without Document ID, mainly relevant for older VIM
versions where parked workflows did not create a Document ID.
w/o Process
VIM entries without process: Not relevant for licensing. This number represents
entries in VIM Analytics, which are not related to an actual VIM process. That
means invoices posted directly in SAP standard, for which no VIM process is
started, but which are shown in VIM Analytics.
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You can print the result list or save it to a file for delivery.
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Part 4
Troubleshooting and Monitoring
Part 4 Troubleshooting and Monitoring
This part covers administration tasks for troubleshooting and monitoring. VIM
provides some helpful tools to monitor and administer VIM workflows. This part
also describes how to handle frequent abnormal functioning of workflows due to
missing or erroneous configuration in the role resolution or due to an invoice lock
happening during the approval process.
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Chapter 19
Security topics
Approval Portal
Browser authentication is possible through a single sign on mechanism like
SPNego and SAML. For more information, see section 13.3 “System
architecture” in OpenText Vendor Invoice Management for SAP Solutions -
Installation Guide (VIM-IGD).
On the Configuration tab of the Admin console, a dedicated area Security
Configuration is available.
To prevent Click Jacking and Cross Site Request Forgery (CSRF), there is a
corresponding check box available on the Configuration tab of the Admin
console. For Click Jacking, the X-FRAME options have been restricted to same
origin. For more information, see “Configuration” on page 69.
If you deploy the Approval Portal inside of the SAP NetWeaver Portal,
NetWeaver user authentication will take place. For more information, see the
SAP documentation. In this scenario, two views are normally created, one for
approvals and one for administrative tasks like setting up server connections.
Make sure the roles are assigned to proper users.
In all deployment scenarios, SSL-based HTTPs communication is supported if
additional security is required.
Approval Portal, in both J2EE and NetWeaver portal deployment scenarios, runs
VIM application logic of all portal users using the same CPIC SAP user. For
more information, see section 13.1 “Installation prerequisites” in OpenText
Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-IGD). To
prevent misuse of dialog transactions, OpenText recommends that you create
this user as a system user and not a dialog user.
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For more information, see section 14.4.8 “User authorization” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD)
Tip: The standard Refer to... dialog might allow invoice processors to
modify the agent list. This depends on the process option override settings.
Similarly, Invoice Approval has options that can allow to override the next
approver automatically. You must verify the use of these override options
and switch them off if they are unwanted.
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19.2. Data and functional security
Note: Running actions in other users’ view may require you to have
additional SAP authorizations. In particular, this refers to the authorization
for the SWIA transaction and potentially for other workflow administration
functions. These checks are imposed by SAP if you are managing work
items of other users.
Note: For lists and descriptions of authorization objects that are available for
specific VIM components, see the subsections of section 7.1 “Available
authorization checks” in OpenText Vendor Invoice Management for SAP Solutions
- Configuration Guide (VIM-CGD).
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Monitoring VIM workflows
WS00275269
Document process workflow (from receiving the scanned invoice info until the
invoice is parked or posted or the document is marked as obsolete or duplicate)
WS00275260
Parked PO invoice workflow (from the time a PO invoice is parked until the
invoice is posted or deleted)
WS00275254
Non PO parked invoice workflow (from the time a Non PO invoice is parked
until the invoice is posted or deleted)
WS00275252
Web approval of parked invoice workflow (from the time an invoice is sent for
web approval action until approval is completed or invoice is fully rejected)
WS00275264
Blocked PO invoice workflow (from the time a PO invoice is blocked for
payment until it is released or cancelled)
WS00275266
Blocked PO invoice header level action workflow (from the time that a blocked
invoice is authorized for header level action until the action is completed or AP
sends back)
1. To access the Selection Report for Work Items, run the SWI1 transaction.
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Type
F (for Workflow, also subworkflow)
Task
Click the multiple selection button to enter all workflows:
• WS00275269
• WS00275260
• WS00275254
• WS00275252
• WS00275264
• WS00275266
Date created
Enter date range.
Time created
Enter time range.
Tip: You can save the selection criteria as a variant. From the menu, click
Goto > Variants > Save as variant.
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Possible states in the Status column:
STARTED
Workflow is in progress.
COMPLETED
Workflow is completed.
CANCELLED
Workflow has been cancelled.
The Work item text column indicates the type of block (1 = price block, 2 =
quantity block), the type of parked invoice workflow and other workflow item
text.
In the Workflow log screen, click the button in the application tool bar to
display a list with technical details.
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The St (Status) column indicates the status of each individual step of the
workflow:
Completed
Error
Click the icon next to a workflow step to display the agents who own this
work item (or possible or excluded agents).
5. A workflow might be in Error status.
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In the Workflow Log (View with technical details), click the highlighted Error
field to display the error messages generated by the system.
If the error message shows the indicator Error or exception resolving role
<...>, role maintenance is required through the role maintenance transaction.
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Chapter 21
In some situations, a workflow results in an error because the agent resolution fails.
SAP ERP cannot determine a valid user ID for a workflow role. This kind of error is
called a role error. This chapter describes the following tasks:
1. To access the Selection Report for Work Items, run the SWI1 transaction.
Type
F (for Workflow, also subworkflow)
Status
ERROR
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Task
Click the multiple selection button to enter all workflows:
• WS00275269
• WS00275260
• WS00275254
• WS00275252
• WS00275264
• WS00275266
Date created
Enter date range.
Time created
Enter time range.
Tip: You can save the selection criteria as a variant. From the menu, click
Goto > Variants > Save as variant.
In the Workflow log screen, click the button in the application tool bar to
display a list with technical details.
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21.1. Determining a role error in a workflow
5. In the Workflow Log (View with technical details), click the highlighted Error
field to display the error messages generated by the system.
6. In the Workflow Log (View with technical details), click the icon next to the
error indicator to view the workflow container.
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The element ACTOR or Next Role indicates which role is causing the error. In
the example above, the error role is INFO_PROVIDER.
1. To access the Workflow Restart After Error screen, run the SWPR transaction.
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21.2. Restarting workflow after fixing a role error
Task ID
Click the multiple selection button ( ) to enter all workflows:
• WS00275269
• WS00275260
• WS00275254
• WS00275252
• WS00275264
• WS00275266
Tip: You can save the selection criteria as a variant. From the menu, click
Goto > Variants > Save as variant.
4. Select the workflow you want to restart and click the Restart workflow button.
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If the workflow is restarted successfully, the entry in the Status column changes
from ERROR to STARTED.
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Chapter 22
Releasing invoice lock for Invoice Approval
The Invoice Approval process has a web front-end which approvers can log in to
approve invoices. In some cases, if the user closes the web browser window
incorrectly without logging out of an invoice, the invoice can be locked. As a VIM
workflow administrator, you can release a locked invoice.
2. In the Invoice Lock Clean up program screen, enter the following information:
Invoice Type
Invoice Key
Enter the invoice key which is composed as follows:
Test Only
Select this check box and click to display invoices that are currently
locked.
Tip: If you leave the Invoice Type and Invoice Key fields empty, all
currently locked invoices are displayed.
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Chapter 23
Administering workflows
This chapter covers general activities for checking the system status of VIM.
The following sections describe how to use the SAP Standard CCMS functionality
for alert monitoring.
For more information, see the SAP NetWeaver Administrator’s Guide (https://
help.sap.com/saphelp_nwesrce/helpdata/en/45/2bdafff14003c3e10000000a1553f6/
frameset.htm).
VIM does not need a separate Central Monitoring System (CEN) system. To monitor
VIM, use the existing CEN system that is connected to the SAP ERP system on
which VIM is installed. For configuring the CEN, see the SAP online help: http://
help.sap.com/saphelp_nw70/helpdata/EN/9d/df1241c738f423e10000000a155106/
frameset.htm
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Notes
Monitor Usage
Availability: Availability monitoring of selected systems and their application servers
Selected
Systems
Background Background processing of the SAP ERP systems and their application
Processing servers
Buffers The various SAP buffers, their hit rates, and swap rates
Change & Transports for a system
Transport
System
Communicatio Data transfers (SAPconnect, SAP Gateway, Application Link Enabling,
ns LDAP, RFC)
Data Archiving Monitored data archiving sessions
Database Database (such as table status, performance, backups, data consistency)
Dialog Overview of the dialog system, broken down by performance attributes
Overview
Enqueue Enqueue service. This service allows ABAP applications to lock data so
that only they can use it. The locking of the data avoids parallel changes to
the data, which would lead to data inconsistency.
Entire System Entire system (including detailed information about SAP services)
Operating Operating system data for any application servers and host systems
System
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23.1. Monitoring alerts
Security Security Audit Log and security-relevant messages in the system log
Spool System Spool system of the SAP ERP system and the individual output servers
Syslog System log broken down by application servers and individual topic areas
System Number of logged-on users and configuration settings of application
Configuration servers
You can copy these monitors and change them. See the SAP online help for more
details: http://help.sap.com/saphelp_nw70/helpdata/en/28/
83493b6b82e908e10000000a11402f/content.htm.
1. Run the RZ20 transaction and select the menu option Extras > Activate
maintenance function.
In the CCMS Monitor Sets screen, expand the SAP CCMS Monitor Templates
menu.
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As CCMS is a standard monitoring tool from SAP, VIM does not require
specific values for the property thresholds. SAP basis needs to decide the level
and to set the thresholds for this.
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23.2. Monitoring activity
2. Select the required trace modes and click on the appropriate button under Trace
Requests to start the performance analysis.
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SAP workflow logs are written for every activity of the process and therefore are
always available.
In addition to the standard system logs, you can use the SM21 transaction to check
system activities. See “Frequently used SAP workflow administration transactions”
on page 159 for transactions you can use for activity logging and traces.
VIM also writes log to the standard system log infrastructure. See “Working with the
application log“ on page 169 for details.
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23.8. Restart mechanism
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To execute, click .
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23.10. Analyzing work items
Amongst others, the Receiver function module and the status of the action
is displayed.
You can also access the reports directly by their transaction codes:
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The following list shows all dialog standard tasks that can be used for SAP standard
reports:
TS00275278
DP Document Dashboard
TS00275267
PO Blocked Invoice Dashboard (Header WF)
TS00275265
PO Blocked Invoice Dashboard (Line Level)
TS00275262
PO Parked Invoice Dashboard
TS00275260
Non PO Parked Invoice Dashboard
TS00275253
Invoice awaiting web approval
Note: The web approval work items are always assigned to WF-BATCH
because the actual action is performed by the user on the web approval
page.
According to OSS 1227739, it is no longer possible to forward dialog work
items to a background user. You can apply the correction according to the
OSS note or the corresponding SAP Support Package. In function
SWW_WI_FORWARD, an additional check is applied to retrieve the user type
(dialog or background).
Solution: Work items that have to be executed by a non SAP user must be
assigned to a dialog user and not to WF-BATCH.
Correction instructions: Create a dummy user of type dialog user in the
SAP ERP system. You do not have to assign specific authorizations to the
user. Then overwrite the existing default entry WF-BATCH for parameter
SAP_PROXY_ID (Product Code IAP) in table /PTGWFI/Z_CONST with the
dummy user, using the SM30 transaction.
For a list of workflow templates for the VIM process, see “Monitoring VIM
workflows“ on page 137.
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23.11. Frequently used SAP workflow tables
SWWWIHEAD
Work item header table for all types of work items
SWW_CONT
Container contents for work item (non-object referenced)
SWW_CONTOB
Container contents for work item (objects only)
SWIVOBJECT
Join SWW_CONTOB with SWWWIHEAD
SWELOG
Event log table
SWWORGTASK
Agent assignment of work item. The agent assignment information for a
particular work item is deleted once the work item is completed.
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Chapter 24
You can use report /OPT/CR_PDF_LOG to create a PDF log file with history
information of the VIM process. For more details to the PDF history log in general,
see section 31.3 “PDF history log” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide (VIM-CGD).
If configured properly, the PDF history log file can be created automatically at the
end of the VIM process, this means at the end of the DP document workflow.
However, in the following cases, it may be required to create the PDF history log file
manually:
• in case of an error
• in case of old scenarios (direct posting or direct parking)
• for testing purposes
Selection Fields
Use these fields to select the DP documents for which a PDF history log
shall be created.
Processing Options
This section comprises the following fields:
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Chapter 24 Creating a PDF history log file
Language Key
Select a language key to specify in which language the PDF history log
shall be created.
If no language key is selected, the language key from the PDF
customizing profile is taken.
Test mode
Select this check box if you want to test the PDF history log in display
mode only. It is neither archived nor linked to the DP document.
Report output
Test mode
When running the report in test mode, you get a dialog box to enter printer
parameters.
Enter the OutputDevice. You can use printer LP01 for test purposes. To view the
PDF history log, use the Print preview button.
In the print preview, you can enter the function code PDF! to create a PDF
document of the PDF history log.
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Real mode
When running the report with the Test mode check box cleared, a PDF history
log file is created, archived, and linked to the DP document and its SAP invoice.
A final protocol informs you about any issues.
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Chapter 25
This section describes how to create and display VIM application log.
Note: Some of the functions described here are standard SAP functions; see
SAP Help for more details.
The application log is also used to store any issues during the creation of the PDF
history log. For more information about the PDF history log, see section 31.3 “PDF
history log” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide (VIM-CGD).
FUNCTION /opt/vim_application_log.
*"------------------------------------------------------------
*"*"Local interface:
*" IMPORTING
*" VALUE(OBJECTID) TYPE BALNREXT OPTIONAL
*" VALUE(LOG_POINT) TYPE /OPT/IC_LOGPOINT_DE
*" TABLES
*" MESSAGE TYPE BAL_T_MSG
*" EXCEPTIONS
*" LOG_HEADER_INCONSISTENT
*" LOG_NOT_FOUND
*" MSG_INCONSISTENT
*" LOG_IS_FULL
*" SAVE_NOT_ALLOWED
*" NUMBERING_ERROR
*"------------------------------------------------------------
Input parameters
OBJECTID
The Object ID is the currently processing document number, for example the DP
Document number, IDOC number, Work Item, or Financial Document number.
LOG_POINT
The log point is a unique identifier of the calling application or application area.
Using this value, you can identify the area that is generating the message.
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MESSAGE
Actual system message that will be used to store.
2. To open, the Details view for a log point, double-click its line.
In case the log level is not maintained at Log Point level, you can maintain it at
Object and Sub-object level.
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Select the Object Vendor Invoice Management and double-click Sub-objects in the
navigation panel.
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• Object
• Sub-object
• External ID: Enter the DP document number or the IDoc number.
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3. Time restriction - Specify a date and time range to display the messages
generated in a particular period.
4. Log class - Specify the log class of the messages you want to display.
• OBJECT
• SUBOBJECT
• EXTERNAL_NUMBER
• DATE_FROM
• SUPPRESS_SELECTION_DIALOG: enter X.
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Select the Object /OPT/VIM and double-click Sub-objects in the navigation panel.
Note: In the CRM system, custom configuration for application logging is not
available as it is in the ERP system.
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Chapter 26
Troubleshooting business rules simulation
The simulate business rules option in the DP dashboard provides access to all
business rules that have been or will be processed for the corresponding document,
according to the configuration. If the system is configured accordingly, you can also
bypass further rules. For more information, see section 4.4 “Simulating business
rules” in OpenText Vendor Invoice Management for SAP Solutions - User Guide (VIM-
UGD).
During simulation, the icon can be displayed, meaning: “Business rule run was
not logged.” The following list shows possible reasons for this behavior.
• VIM administration team changed the business rule (in the document type
configuration) or the business rule framework configuration.
• VIM has been recently upgraded to a new version and the document existed
before.
• Business rule framework contains check types random, conditional, counter
based, rule inactive, periodic, or once.
• User changed the document type of the document.
• VIM logging table is empty because the VIM administration team did not
activate BC set /OTEXVIM/VIM60_SP3_KPI during upgrade from a previous
version to VIM 7.0. You can check that by looking into table /OPT/CT_LG_REG:
Make sure that most of the log events are active. Events not set active are parking
and posting events from outside VIM.
Note: The icon can disappear if the user performs an activity that triggers
the rules for another run.
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Chapter 27
Troubleshooting SAP NetWeaver BW
Amount class 2 stands for invoices with medium amounts. The range for
amount class 2 is changed from 1,000 to 10,000 Euro to 10,000 to 100,000
Euro. The VIM invoice 4711 has a gross amount of 5,000 Euro. Before the
customizing change, the VIM invoice was treated as a medium amount
invoice (amount class 2).
After the customizing change, the VIM invoice is treated as a small amount
invoice (amount class 3). The VIM invoice is already loaded to an InfoCube
with amount class 2 (medium amount). This may be what is wanted because
this VIM invoice was a medium amount invoice at the point of time when it
was loaded into the BW system. But it could also be confusing as amount
class 2 (medium amounts) now stands for invoices from 10,000 to 100,000
Euro whereas the invoice has a gross amount of 5,000 Euro.
Solution If you want to reclassify old invoices according to the most current KPI customizing
settings, you must recalculate the characteristics of these invoices.
One way to reclassify old invoices is to reload the affected invoices. In this case, start
the KPI collection report with an appropriate range for the process start date without
the Delta mode processing option. Then start reloading the VIM invoices into the
BW.
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Chapter 28
This section lists some common issues that can occur in the context of Invoice
Approval. See symptoms, reasons, and solutions. For general information about
configuring Invoice Approval, see section 13 “Invoice Approval” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD).
Symptom: Approval workflow does not start (for DP and parked invoices)
Reason
The most common reason is missing or wrong configuration of the COA. When
starting the approvals, VIM must be able to find the first approver (coder or
requester). If this is not possible, the workflow does not start.
Solution
Check if the coder determination is set to another value than Use requester. In
this case, verify in the COA maintenance whether the coder list is maintained
accordingly, for example, if coders are provided for the company code used in
the invoice. If necessary, configure the COA.
In case of DP documents, the DP workflow creates a dialog work item. Using the
process option Start approval workflow, start the approval process with this
work item. The /ORS/000007_SUBMIT_INV program can help if there is no
dialog DP work item but the DP workflow is waiting for the approval workflow
to finish.
In case of parked invoices, the parked workflow creates a work item for the
background user. You can try to start the approval workflow using the /ORS/
000007_SUBMIT_INV program.
Reason
There may be several reasons:
• The parking monitor table does not have a requester stored. This can happen
if parking is done in background, or if you use a custom parking reason.
• Another common reason is inactive event linkage. In the SWE2 transaction,
verify if the following event linkages are active:
• /OPT/B2081 ZWFI_PARKED
• /OPT/FIPP ZWFI_CREATED
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Solution
Fix the configuration. Then, try restarting the workflow with the /ORS/
000007_SUBMIT_INV program, as described in Symptom: Approval workflow
does not start (for DP and parked invoices) on page 179.
Reason
The COA is not properly maintained. Under certain circumstances, the COA
structure becomes very complicated. This can happen if you use many records
per level, depending on different cost elements. You can use multiple cost
elements per COA line, which can be switched on in configuration. You can also
use asterisks in place of cost element values. In these cases, you might miss some
combinations of cost elements.
Solution
Verify the COA data, paying attention to the use of asterisks and different flags
set for the AFS ID that corresponds to the invoice data.
Symptom: Approval workflow does not start for posted SAP documents
Solution
Configure the event linkage /ORS/INVAP POSTED to be active and the processing
set to Event queue.
In addition, verify the general posted approval settings in VIM customizing, and
whether the posted SAP document is actually blocked for payment.
Solution
Verify that the referral task is set to general in the PFTC transaction. If you have
upgraded from a very old VIM version, the task may be not set to general.
Symptom: When referring an invoice with the Wait for feedback check box set,
the invoice is not moved into the resubmission folder
Reason
This can happen if authorizations are missing.
Solution
Verify that all approvers working in SAP GUI are given the authorization
S_WF_WI, activity 12 (resubmit). For Approval Portal and Mobile Approval
Portal, the CPIC user must have this authorization.
Solution
Check if a special handling instruction (entered by a coder) exists for the invoice.
Invoices with special handling are excluded from automatic posting by VIM
design.
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Symptom: You open an invoice from SAP inbox and get a message: “You are
not setup to approve this invoice. Do you want to send it back to the following
original approver?”
Reason
This may happen if the invoice is assigned to another approver, and you are not
that approver’s substitute. However, the invoice is forwarded into your inbox,
for example, using the SWIA transaction.
Solution
Confirm the message to send the invoice to the actual approver because you are
not authorized for that invoice.
Note: If sending back does not work, you can use the Replace or Forward
functions of the SAP inbox.
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Monitoring and troubleshooting the Approval Portal
You can change the size and number of the Approval Portal log files. See “To change
the size and number of log files:“ on page 184.
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5. Select the Severity level you need, click Save and select one of the following
options, according to your needs:
For more details, also consult the SAP NetWeaver Application Server Java
Administration Guide.
Log level Info is used to log the initial Servlet loading information and when an
RFC is called.
The name of the log will be VimlapLog<Logindex>.log. These logs will contain all
application's Info log level. Up to 10 files will be created and will be reused.
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Limit
for log file size
Count
for number of log files
These trace files include the import, export parameters of functions, and the RFC the
application is calling. These trace files are useful to troubleshoot any error when
connecting and retrieving data from SAP ERP. Make sure that you turn the level
back to Info or Error in the production environment.
To determine that NWAS writes the trace files to the location specified above instead
of defaultTrace.trc, you must perform the following setting.
For NetWeaver 7.3 and 7.4, this is configured in the J2EE Config Tool. For details
about the J2EE Config Tool, see section 15.2 “Preparing the installation” in OpenText
Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-IGD).
Change this setting to NO. Then NWAS will produce multiple trc files.
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8. Select the required severity level from the Severity drop-down list.
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29.2. Working with logging and tracing (NetWeaver 7.3 and 7.4)
Logging (Categories)
Categories contain log information for the system administrator. You can use
them to check the system status.
Tracing (Locations)
Locations contain trace information that is intended for the developer. You can
use them to check the program flow and to detect program errors.
If you want the application to write different Logging and Tracing, you first must
disable ForceSingleTraceFile in the Log Manager. So, the application can
implement its own logic.
To disable ForceSingleTraceFile:
2. Navigate to cluster > data > instance > managers > LogManager.
3. Click ForceSingleTraceFile.
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3. Click New. In the New Log Controller dialog box, enter /Appliccations/
VIMIAP and click OK.
A new application entry VIMIAP is created.
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2. Navigate to cluster > data > instance > log configuration > categories > Root
Category > Applications > VIMIAP.
Destination If you do not want the application to write to the default application.log file, you
have to manually create the destination.
To create destinations:
Example: D:\usr\sap\W73\J00\j2ee\cluster\server0\log
Note: All generated Log and Trace files will be generated in this folder.
3. Navigate to cluster > data > instance > log configuration > destinations.
5. Click New.
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8. Click the created destination and change the Pattern value to the following: ./
log/VIMIAP/VIMIAP_${NODE_INDEX}.log
The following step is optional. If you want to change the default severity level,
you must perform this step; otherwise, you can skip it.
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9. Navigate to cluster > data > instance > log configuration > categories > Root
Category > Applications > VIMIAP.
10. Click Add and select the destination you just created.
2. Navigate to cluster > data > instance > log configuration > destinations
4. Click New.
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6. Click the created destination and change the Pattern value to the following: ./
log/VIMIAP/VIMIAPTrace_${NODE_INDEX}.trc
The following procedure is optional. If you want to change the default severity level,
you must perform this step; otherwise, you can skip it.
2. Navigate to cluster > data > instance > log configuration > locations > Root
Location > com > opentext > vim > portal > util > LogUtil.
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Destination If you do not want the application to write to the default application.log file, you
have to manually create the destination.
To change destinations:
2. Navigate to cluster > data > instance > log configuration > destinations.
4. Click New.
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3. Configure HTTP:
Property name
url
Property value
http://<NWAS>:<NWASHOST>/vimportal<Support Package>/
GRMGServlet
For example: http://opwast38:50100/vimportalSP3/GRMGServlet
4. Configure the Java Connector (JCo). You also must monitor the JCo connection
from Approval Portal to SAP ERP.
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While configuring a single JCo component, give the name as JCo1. If you need
to configure multiple SAP ERP backend systems, increment the index suffix to
JCo, like JCo2, JCo3.
In the application, the list of components is read with the component name from
scenario. As the JCo component can be repeated multiple times, add an index
number to identify the specific component.
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Note: It is not necessary to enter a value for the Component type field.
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propname: client
propvalue: the SAP ERP Client
propname: username
propvalue: the CPIC user ID
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propname: password
propvalue: the CPIC user password
propname: language
propvalue: the language
propname: apphost
propvalue: the application host
propname: sysnumber
propvalue: the system number
propname: client
propvalue: 800
propname: username
propvalue: otapportal
propname: password
propvalue: xxxxxx
propname: language
propvalue: EN
propname: apphost
propvalue: 10.2.192.49
propname: sysnumber
propvalue: 00
propname: client
propvalue: the SAP ERP Client
propname: username
propvalue: the CPIC user ID
propname: password
propvalue: the CPIC user password
propname: language
propvalue: the language
propname: mhost
propvalue: the message host
propname: r3name
propvalue: the R/3 name
propname: group
propvalue: the group
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29.4. Managing backup and restore
propname: client
propvalue: 800
propname: username
propvalue: otapportal
propname: password
propvalue: xxxxxx
propname: language
propvalue: EN
propname: mhost
propvalue: 10.2.192.49
propname: r3name
propvalue: T38
propname: group
propvalue: 00
See the appropriate guide and SAP Help for more details:
http://help.sap.com/saphelp_nw70/helpdata/EN/cf/
504a550ae6274495e2ce30d176f33b/content.htm
http://help.sap.com/saphelp_nw70/helpdata/EN/34/
60cdd0d3fdeb4cb8cbc4eac681f961/content.htm
For NetWeaver 7.3 and 7.4, follow the steps in the SAP NetWeaver Administration
Guide, section “Monitoring Portal Availability”: https://help.sap.com/
saphelp_nwesrce/helpdata/en/47/1027b37dfe4ef9e10000000a1553f6/content.htm. If
you need more assistance, contact OpenText Customer Support.
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Also backup a copy of the .sca or .sda file. If restoring is needed, do the following:
To perform a restore:
2. Redeploy the backup or the original delivery of the .sca or the .sda file. See
OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-
IGD).
If a restore is needed, see “Managing backup and restore” on page 203 for
information how to restore.
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29.9. Restart and monitoring of asynchronous interfaces concept
29.12 Troubleshooting
The following issues can occur on the Approval Portal. See symptoms and solutions.
Symptom
The end user receives a message: “Exception: Please consult with your
administrator”
Solution
Review the logs and check for relevant information. Send the NWAS server
trace and the VIM trace to OpenText.
Symptom
You are not able to save the Configuration information to the configuration.
xml file
Solution
Make sure the <Approval_Portal_installdir>/invoiceCfg folder has write
permission.
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Symptom
The user is not able to view the image and the SAP ERP side is configured
correctly.
Solution
Make sure the Image Display Type in the Configuration section of the
Administration page is configured correctly.
Issue #4: Some of the texts in other languages display in English only
Symptom
Some of the texts in other languages display in English only when user selects
other languages.
Solution
The language properties file for that language might not have the translation;
this might be due to the release date of the build. Change accordingly or contact
OpenText Customer Support to obtain the latest language properties files.
Security logs
Security related log information is available in the following path. Pick the latest
files.
<drive>:\usr\sap\<SAP instance>\JC00\j2ee\cluster\server0\log\
system
where <drive> is the SAP NetWeaver Portal instance having Approval Portal.
Capture the following files: security.XX.log (for NetWeaver Server 7.0),
security_XX.X (for NetWeaver Server 7.3)
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Application logs
Application log information is available in the following path. Pick the latest
files.
<drive>:\usr\sap\<SAP instance>\J00\j2ee\cluster\server0\log
where <drive> is the SAP NetWeaver Portal instance having Approval Portal.
Capture the following files: In NetWeaver 7.0, capture applications.XX.log
and defaultTrace.XX.trc files. In NetWeaver 7.3, capture applications_XX.
X and defaultTrace_XX.X.
Note: This is the default log location for both standalone WAS and
NetWeaver landscapes.
The following screenshot helps in identifying the deployed Approval Portal version
and build information.
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Note: Do not forget to delete the breakpoint(s) that you have set for
debugging.
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In your Advanced settings, you might have cleared the Display a notification about
every script error option. In this case, even if you have the status bar visible, you
will not know there was an error. The only hint of a JavaScript error would be if the
page did not respond properly (something did not load for example).
If you double-click anywhere on the status bar, if there was a JavaScript error on the
page, the error log will open.
In the developer tools (press F12 as shortcut key), the Console tab shows all
JavaScript errors on the page since the Developer Tools window has been opened.
The trick with the Console tab of the developer tools is that the error log only starts
logging errors after the developer tools window is opened.
To see the error in the Console tab, you must repeat the action that triggered the
error in the first place.
The following is a screenshot of the Console tab with a JavaScript error logged.
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The Console tab of the developer tools (F12) will also give you a list of all JavaScript
errors that happened on the page.
1. Before accessing the Approval Portal in the browser, click F12 developer tools
on the Tools menu.
3. Save the Network traffic in XML and send it to OpenText Customer Support for
further investigation.
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Check the SU53 transaction for the CPIC user ID when this error is shown.
It is important to check if Web Viewer is up and running where the Web Viewer is
installed.
To ensure that Web Viewer is up and running, invoke the following URL. It should
display the Web Viewer is up home page: http://<Configured ip:port>/
WebViewer/.
For more information, see “Configuring the Web Viewer integration” on page 89.
Google Chrome
To manually allow pop-ups from a site:
1. At the end of the address bar, click the pop-up blocker icon .
2. Click the link for the pop-up window that you want to see.
3. To always see pop-ups for the site, select Always show pop-ups from [site].
The site will be added to the exceptions list, which you can manage in the
Content Settings dialog.
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Internet Explorer
To manually allow pop-ups from a site:
Mozilla Firefox
To manually allow pop-ups from a site:
Mac OS Safari
To manually allow pop-ups from a site:
1. Select the settings gear, then click Preferences. Mac users click Safari >
Preferences.
5. Select the Approval Portal application instance and click the Edit button.
6. On the Authentication Stack tab, change the Used Template value to ticket.
Then, click the Save button.
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Chapter 30
Troubleshooting the Mobile Approval Portal
This chapter gives some troubleshooting hints for the Mobile Approval Portal. For a
description of the configuration of the Mobile Approval Portal, see “Configuring the
Mobile Approval Portal“ on page 89.
To avoid errors when using the Mobile Approval Portal, perform the following
configurations.
JavaScript In the browser settings of the mobile device, enable JavaScript before launching the
Mobile Approval Portal.
If JavaScript is not enabled, AJAX calls to the server are interrupted and there is no
response on the Mobile Inbox.
Login user To change the Login user, clear Browser cache, cookies and form data.
change
Logging You cannot view or extract logging information on mobile devices themselves.
information Instead, you must open the Mobile Approval Portal URL on the Chrome desktop
browser. Developer Tools are part of Chrome. They offer various information and
useful features. To open the Developer Tools, click Wrench Menu > Tools >
Developer Tools.
Inside the Developer Tools, you can view detailed logging information on the
Console tab. You can view network traffic on the Network tab. To extract
information, copy specific text parts out of the Console tab.
For more information, see the Google Developer Tools documentation: https://
developers.google.com/web/tools/chrome-devtools/
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Glossary
AAK
See SAP Add-On Assembly Kit (AAK).
After Image
Technical option to realize an delta upload from the source systems into the SAP
NetWeaver BW system. A data record loaded as After Image provides the status
of the record after it has been changed, or after data has been added.
Aging Report
Part of the Central Reporting infrastructure. The Aging Report reports about the
aging of documents and work items in the current system.
AP processor
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).
Approval Portal
Archive system
ArchiveLink
Service integrated in the SAP NetWeaver Application Server ABAP for linking
archived documents and the application documents entered in the SAP ERP
system
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Glossary
Authorization profiles
The SAP administrator assigns authorizations to the users that determine which
actions a user can perform in the SAP ERP system. These authorizations are
stored in Authorization profiles.
Automation Report
Tool that provides data about automated and manual processing steps of VIM
documents
BAdI
See Business Add-Ins (BAdI).
BAPI®
Baseline
BasisCube
See InfoCube.
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).
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Business Center
OpenText Business Center for SAP Solutions. OpenText product that helps
receiving incoming documents, capturing processes, and filing them within a SAP
system. VIM is tightly integrated with Business Center.
Business rules
Rules that describe the operations, definitions and constraints that apply to an
organization
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.
Central Reporting
Reporting infrastructure that provides several reports that enable you to measure
certain properties of VIM documents and their work items, in order to optimize
working with VIM. Central Reporting comprises the following individual reports:
Aging Report, Central Audit Report, Exception Analysis Report, Key Process Analytics
Report, Productivity Report, and Summary Report.
Characteristic
COA
See Approval chart of authority (COA).
Coding
Contract agent
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Dashboard
User interface that organizes and presents information in a way that is easy to
read. Users can also perform actions from the dashboard.
Object in SAP NetWeaver BW to transfer data from source objects to target objects
DataSource
Set of fields in SAP NetWeaver BW that provide the data for a business unit for
data transfer to the SAP NetWeaver BW system; technically, it contains an extract
structure and an extraction function module.
DocuLink
OpenText™ DocuLink for SAP Solutions enables the archiving, management and
retrieval of SAP CRM or SAP ERP documents from within the SAP infrastructure.
VIM component that captures invoice metadata including line items for PO and
performs preconfigured business rules
Document type
DP
See Document Processing (DP).
DSO
See DataStore Object (DSO).
DTP
See Data Transfer Process (DTP).
Duplicate analyzer
EDI
See Electronic Data Interchange (EDI).
Method for transferring data between different application systems in the form of
messages. SAP applications support EDI with messages sent in an SAP
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Glossary
Error handling method. Event Type Linkage determines what the application
should do in case an error could not be handled.
Exception
FI
See Financial Accounting (FI).
IAP
See Invoice Approval (IAP).
ICC
See Invoice Capture Center (ICC).
IDoc
See Intermediate Document (IDoc).
IE
See Invoice Exception (IE).
Indexer
Indexing
InfoArea
InfoCube
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Glossary
enhanced star schema: A large fact table in the middle surrounded by several
dimension tables
InfoObject Catalog
InfoObject
Smallest information unit in SAP NetWeaver BW. Key figures and Characteristics
are collectively called InfoObjects.
InfoPackages
Object in SAP NetWeaver BW that specifies when and how to load data from a
given source system to the SAP NetWeaver BW system
InfoProvider
Information provider
VIM component that enables users to perform coding, approving and rejecting
invoices
Invoice approver
Invoice characteristic
A value specific to each invoice (for example country) that allows flexible
processing in VIM. An invoice characteristic is determined during runtime and
depends on the corresponding index data of the document.
Invoice coder
Person who enters the accounting info on invoices to allocate the cost
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VIM component that handles the exceptions that arise after an SAP invoice is
created
Invoice requester
Key Figure
Part of the Central Reporting infrastructure. The Key Process Analytics Report
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.
KPI Dashboard
Tool for managers showing VIM related process data at a glance in graphical
charts.
LIV
See Logistic invoice (LIV).
MM
See Materials Management (MM).
MultiProvider
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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
Number range
Array of numbers that can be used for an object in the SAP ERP system
OCR
See Optical character recognition (OCR).
Park
Situation where an invoice is not posted and is waiting for further processing
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).
Invoice that has already been posted in SAP ERP. 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).
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Price variance
Situation where the price on the invoice is different from the price in the purchase
order
Process Chain
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.
Productivity Report
PSA
See Persistent Staging Area (PSA).
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.
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 ERP
Requisitioner
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Glossary
Roles
SAP application that provides software for ticket systems, for example in the
Accounts Payable department.
SAP software that contains a rich set of tools to improve and automate Shared
Service Center operations.
Scan operator
Person who scans the invoices into images (may not have a SAP ID)
Service approver
Service requisitioner
Summary Report
Swimlane
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Tax expert
Person who advises on invoices that need tax audit. Normally tax department
personnel.
Transformation (TRF)
TRF
See Transformation (TRF).
VAN
See VIM Analytics (VAN).
Vendor maintenance
Person who is responsible for creating and maintaining the vendor master
records
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.
VIM Workplace
Tool for VIM super users, which allows users to display lists of their work items
that meet a selection they have entered before. Users also can display work items
of other users and of their team as a whole.
Workflow
SAP Business Workflows can be used to define business processes that are not yet
mapped in the SAP ERP system.
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