OpenText Vendor Invoice Management For SAP Solutions 7.5 SP4 - Administration Guide English (VIM070500-04-AGD-En-2)

OpenText™ Vendor Invoice Management
for SAP® Solutions
Administration Guide
This guide describes the technical and functional aspects of

administering OpenText Vendor Invoice Management.
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
1 About this document ............................................................... 11

1.1 Target readership ............................................................................ 11
1.2 Related documents ......................................................................... 11
2 Customer support ................................................................... 13
3 High availability ....................................................................... 15
4 Understanding VIM .................................................................. 17

4.1 Delivery model ................................................................................ 17
4.2 Workflow scheme ............................................................................ 18
4.3 Process swimlanes ......................................................................... 19
4.4 Extensions to VIM ........................................................................... 20
Part 2 One-time administration tasks 21
5 VIM batch jobs ......................................................................... 23

5.1 Scheduling batch jobs for workflows ................................................. 23
5.2 Scheduling batch jobs for VIM Analytics ........................................... 25
5.3 Scheduling batch jobs for Central Reporting ..................................... 25
5.4 Scheduling batch jobs for VIM Workplace ......................................... 26
5.5 Scheduling batch jobs for the KPI Dashboard ................................... 27
5.6 Scheduling batch jobs for Supplier Self Service ................................. 27
5.7 Scheduling batch jobs for the Ariba network ...................................... 28
5.8 Scheduling batch jobs for SAP NetWeaver BW ................................. 29
6 Scheduling batch jobs for data download from SAP ERP

for ICC integration ................................................................... 31
6.1 Downloading the vendor database from SAP ERP ............................ 31
6.2 Downloading PO data from SAP ERP ............................................... 35
6.3 Batch Program /OPT/VIM_ICC_DL_CLEANUP ................................. 40
7 Roles ......................................................................................... 41
7.1 Maintaining the Fail Safe user key .................................................... 41
8 Maintaining Chart of Authority ............................................... 43
9 Administering workflows ........................................................ 45

9.1 Configuring VIM .............................................................................. 45
9.2 Linking events for VIM workflows ..................................................... 45
10 Using the SAP early watch service ........................................ 49
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Table of Contents
10.1 Creating a role for VIM configuration display ..................................... 49
11 Administering the Approval Portal ........................................ 59

11.1 Configuring the Approval Portal ........................................................ 60
11.2 Configuring search helps with pre-filled values .................................. 74
11.3 Configuring multilingual support ....................................................... 75
11.4 Configuring attachment support ....................................................... 81
11.5 Branding ......................................................................................... 84
11.6 Releasing invoice locks when logging out from Approval Portal .......... 86
12 Configuring the Mobile Approval Portal ................................ 89

12.1 Introducing the Mobile Approval Portal interface ................................ 89
12.2 Configuring the Web Viewer integration ............................................ 89
12.3 Configuring mobile page fields ......................................................... 91
12.4 Configuring regional settings ............................................................ 92
Part 3 Regular administration tasks 93
13 Setting up substitutes for workflow processes .................... 95
14 Reassigning work items belonging to another user ............ 97

14.1 Retrieving open SAP work items of a specific user ............................ 97
14.2 Reassigning open SAP work items to a different user ........................ 99
14.3 Reassigning Invoice Approval items to a different user .................... 101
15 Administering workflows ...................................................... 105

15.1 Backup ......................................................................................... 105
15.2 Data archiving ............................................................................... 105
16 Running year end/month end procedure for parked and

DP documents ....................................................................... 107
16.1 Customer Advisory ........................................................................ 108
16.2 Changing the posting date for a bulk of DP invoices ........................ 109
16.3 Processing Non PO based FI documents ........................................ 110
16.4 Processing PO based documents (LIV invoices) ............................. 114
16.5 Testing the year end procedure ...................................................... 117
16.6 Using the Year End Run Log .......................................................... 118
17 Archiving VIM information .................................................... 121
18 License reporting .................................................................. 125

18.1 Auditing using SAP System Measurement ...................................... 125
18.2 Using the ICC and VIM License Report ........................................... 126
Part 4 Troubleshooting and Monitoring 131
iv OpenText Vendor Invoice Management for SAP Solutions – Administration Guide

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Table of Contents
19 Security topics ....................................................................... 133

19.1 Technical security and authentication ............................................. 133
19.2 Data and functional security ........................................................... 134
20 Monitoring VIM workflows .................................................... 137
21 Solving a role error in a workflow ........................................ 143

21.1 Determining a role error in a workflow ............................................. 143
21.2 Restarting workflow after fixing a role error ..................................... 146
22 Releasing invoice lock for Invoice Approval ...................... 149
23 Administering workflows ...................................................... 151

23.1 Monitoring alerts ........................................................................... 151
23.2 Monitoring activity ......................................................................... 157
23.3 Analyzing system performance ...................................................... 157
23.4 Using logs and traces .................................................................... 158
23.5 Using Solution Manager Diagnostics .............................................. 158
23.6 System availability ......................................................................... 158
23.7 Adaptive computing ....................................................................... 158
23.8 Restart mechanism ....................................................................... 159
23.9 Frequently used SAP workflow administration transactions .............. 159
23.10 Analyzing work items ..................................................................... 161
23.11 Frequently used SAP workflow tables ............................................. 163
24 Creating a PDF history log file ............................................. 165
25 Working with the application log ......................................... 169

25.1 Creating the application log ............................................................ 169
25.2 Displaying log messages ............................................................... 172
25.3 Application logging for the CRM system .......................................... 174
26 Troubleshooting business rules simulation ....................... 175
27 Troubleshooting SAP NetWeaver BW ................................. 177

27.1 Changing KPI customizing ............................................................. 177
28 Troubleshooting Invoice Approval ...................................... 179
29 Monitoring and troubleshooting the Approval Portal ........ 183

29.1 Working with log and trace files ...................................................... 183
29.2 Working with logging and tracing (NetWeaver 7.3 and 7.4) .............. 189
29.3 Monitoring and measuring performance .......................................... 196
29.4 Managing backup and restore ........................................................ 203
29.5 Restoring the application ............................................................... 204
OpenText Vendor Invoice Management for SAP Solutions – Administration Guide v

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Table of Contents
29.6 Performing periodic tasks .............................................................. 204

29.7 Technical configuration data .......................................................... 204
29.8 High availability and load balancing concept ................................... 204
29.9 Restart and monitoring of asynchronous interfaces concept ............. 205
29.10 Starting and stopping Approval Portal ............................................. 205
29.11 Performance improvements ........................................................... 205
29.12 Troubleshooting ............................................................................ 205
30 Troubleshooting the Mobile Approval Portal ...................... 215
GLS Glossary 217
vi OpenText Vendor Invoice Management for SAP Solutions – Administration Guide

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Part 1
About Vendor Invoice Management
Part 1 About Vendor Invoice Management
SAP Invoice Management by OpenText (VIM) is a packaged business solution for

managing vendor invoices.
• VIM solves a business problem - paying correct amount to vendors on time and
with the lowest cost.
• VIM delivers not technology but best-practice business processes.
• VIM provides values to customers in process efficiency, visibility and
compliance.
• VIM is tightly integrated with OpenText™ Business Center for SAP® Solutions.
VIM is SAP® centric.

• VIM is an add-on to your SAP ERP system, the majority of the functions and
processes run inside your SAP ERP system.
• VIM deals only with invoices that will be posted to SAP ERP.
• VIM uses SAP technology: ABAP®, Workflow, SAP Fiori®, and SAP NetWeaver®
Portal.
• VIM integrates with standard SAP functions: Invoice Verification, Financial
Processing, etc.
VIM consists of the following components:
Figure 1: VIM components
8 OpenText Vendor Invoice Management for SAP Solutions – Administration Guide

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ICC (OpenText™ Invoice Capture Center for SAP® Solutions)
• Automate the capture of paper invoices by using OCR to extract invoice data.
BCC (OpenText™ Business Center Capture for SAP® Solutions)

• Business Center component: Automate the capture of paper invoices by
using OCR to extract invoice data.
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.
Invoice Approval for SAP GUI users

• Receive a list of invoices to be approved.
• Code and approve the invoices.
Approval Portal
• Java based Approval Portal infrastructure running on SAP NetWeaver
Application Server Java.
• Similar to Invoice Approval but with Web interface.
OpenText Vendor Invoice Management for SAP Solutions – Administration Guide 9

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Part 1 About Vendor Invoice Management
Mobile Approval
• Approve invoices on a mobile device, for example a Blackberry, an iPhone,

or an iPad.
Exception Handling (Invoice Exception)
• Handle the exceptions that arise after a SAP invoice is created.
VIM Reporting / VIM Analytics
• VIM Reporting: Use various reports to analyze the status of invoices in your
system.
• VIM Analytics 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.
Supplier Self Service
• Provide a web interface that enables suppliers to keep track of the status of
their invoices.
Ariba® Network Integration
• 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 CRM SSF Integration
• Integrate VIM with SAP Customer Relationship Management (SAP CRM)

SAP Shared Service Framework to create Service Requests from VIM
dashboards.
• Provide VIM invoice information in Vendor Factsheet inside the Accounting
Interaction Center (AIC).
SAP NetWeaver BW
• Integrate VIM with SAP NetWeaver® Business Warehouse (SAP NetWeaver

BW) to integrate, transform, and consolidate relevant business information
from productive SAP applications and external data sources.

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Chapter 1
About this document
1.1 Target readership

This document addresses workflow administrators who are in charge of maintaining
VIM.
1.2 Related documents

You can find the product documentation in the following locations:
• The product ISO image comprises the complete product in one *.iso file. The
product ISO image is available in the OpenText Knowledge Center. To access the
ISO image, select the product family page, and click the Downloads link.
• The documentation for all products and all supported versions is available in the
OpenText Knowledge Center. See the Release Notes for details and links. In the
Knowledge Center, select the product family page, and then click the
Documentation link. If the required product belongs to the OpenText™ Content
Server family, click the Content Server Module Documentation link, and then
select the product from the list.
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.
For VIM, the product ISO image is available here: https://knowledge.opentext.com/

knowledge/llisapi.dll?func=ll&objId=14583402
You find the documentation for VIM here: https://knowledge.opentext.com/

knowledge/llisapi.dll?func=ll&objId=10151494

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Chapter 2
Customer support
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.
Important note for SAP Reseller Customers
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.
To view logs, VIM provides the read-only transactions /OPT/VIM_7AX8_DIS and /

OPT/VIM_VA2.
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.

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Chapter 3
High availability
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.

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Chapter 4
Understanding VIM
4.1 Delivery model

As VIM is basically a scenario, its function may best be described as a problem
solution. It enables the flexible configuration of a company's payment workflow. To
this end, VIM is delivered with a so-called Baseline Configuration, a set of pre-defined
configurations that work out of the box. In conjunction with other OpenText
products such as OpenText™ Archive Center it is possible to realize comprehensive
solutions. Core Functions are the technical foundation of VIM: SAP screens, functions,
workflow templates, web pages, etc.
Note: Only end user screens are translated in additional languages other than
English. Customizing screens are provided in English language only.

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Chapter 4 Understanding VIM
4.2 Workflow scheme
Figure 4-1: Workflow scheme
Each VIM workflow process has the same basic steps:
Validate metadata
The metadata or index data are validated against the SAP database. If validation
fails, an exception is triggered.
Check duplicates
The validated metadata is used to check whether the new invoice has been
entered already. If the new invoice is suspected to be a duplicate of any existing
invoice, an exception is triggered.
Apply business rules

Invoice pre-processing: Business rules are applied to detect additional
exceptions before posting.
Post for payment
The invoice is posted and released for payment.

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4.3. Process swimlanes
4.3 Process swimlanes

Business blue print sessions result in a set of finalized swimlane diagrams
representing the to-be process. Figure 4-2 on page 20 is an example of such a
process swimlane that is delivered with the VIM Baseline Configuration. A swimlane
diagram comprises the following main items:
Process Description
The description in the headline represents the process scenario.
Roles
Each lane represents a business role, a unique grouping of people required to
collaborate to complete the process.
Dashboard
The dashboard is the user interface for the actors in the process. The dashboard
type identifies the VIM component that is used to realize a specific functionality.
The following dashboard types are available:
DP dashboard
The DP dashboard represents a process as implemented in the Document
Processing component of VIM.
See 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).
VIM line dashboard

The VIM line dashboard represents a process as implemented in the Invoice
Exception component of VIM for blocked PO based invoices for line level
blocks.
VIM header dashboard

The VIM header dashboard represents a process as implemented in the
Invoice Exception component of VIM for blocked PO based invoices for
header level processes.
Options
Various options are available to the actors during the processing of invoices.
These are represented as individual items next to the dashboard block.

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Chapter 4 Understanding VIM
Figure 4-2: Swimlane example
4.4 Extensions to VIM

You can extend or customize the VIM functionality to meet your requirements. You
should create Custom Development objects in your customer namespace. Plug the
Custom Development objects into the appropriate user exits that OpenText provides
in VIM.
The SAP transport management system will handle the custom development and
configuration changes.
For detailed information on technical and functional configuration, refer to OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD).

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Part 2
One-time administration tasks
Part 2 One-time administration tasks
This part covers administration tasks that must be carried out only once.

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Chapter 5
VIM batch jobs
To ensure that VIM works properly, schedule the batch jobs in this section
appropriately, based on your system requirements.
5.1 Scheduling batch jobs for workflows

Program: RM08RELEASE
Description: Releases blocks on MM documents and payment blocks on FI
documents (equivalent to MRBR transaction).
Suggested minimum frequency: Once a day
Parameters: Select Automatic Release check box.
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.
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.
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

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Chapter 5 VIM batch jobs
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.
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.

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5.2. Scheduling batch jobs for VIM Analytics
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.

Parameters: Select Rerun waiting in background and Write log background
processing.
For a comprehensive description, see section 36 “Rerunning waiting process
types” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide (VIM-CGD).
5.2 Scheduling batch jobs for VIM Analytics

The “old” VIM Analytics, which was in use in VIM prior to version 7.5, has been
replaced with the new VIM Analytics. Therefore, batch jobs for the “old” VIM
Analytics are no longer necessary. For documentation of the “old” VIM Analytics
batch jobs, see section 5.2 “Scheduling Batch Jobs for VIM Analytics” in OpenText
Vendor Invoice Management for SAP Solutions - Administration Guide (VIM070000-
AGD).
5.3 Scheduling batch jobs for Central Reporting

The underlying document and workflow data of Central Reporting is being updated
as documents get processed. Therefore it is necessary to regularly run the data
extraction reports for Central Reporting. This applies to the following reports:
• Collection Report
• User Master Report
• Text Master Report
• Aggregation Report
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

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consider how often it is necessary to update the respective data and schedule the job
accordingly.
5.4 Scheduling batch jobs for VIM Workplace

Program: /OPT/CR_PMC_PRC_DEL_COMPL_SYNC
Description: Synchronizes logically deleted and/or completed processes with
the VIM Workplace.
Example: If any DP workflows have been started before VIM 7.0, no automatic
synchronization is possible for logically deleted and/or completed workflows.
The reason is that the required technical components are not available within the
corresponding workflow runtime instances.
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_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.
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

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5.5. Scheduling batch jobs for the KPI Dashboard
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.
5.5 Scheduling batch jobs for the KPI Dashboard

To make data available in the KPI target tables, you must set up periodic jobs for
collection and aggregation. This applies to the following jobs:
• Collection job
• Aggregation job
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).
5.6 Scheduling batch jobs for Supplier Self Service

With the Supplier Self Service component, the new report /OPT/WR_3S_COLLECTION
is introduced. The report is necessary to fill the relevant data in the tables that will
be used in the RFC function modules. Therefore it is mandatory to schedule the
report as a job.
Suggested minimum frequency - OpenText recommends to execute the job once a

day, which results in a daily status of the invoices.
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.

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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).
To clean up the collection tables of Supplier Self Service, the /OPT/WR_3S_CLEANUP

report is available. The report deletes all entries of tables /OPT/WT_3S, /OPT/
WT_3S_PYMNT, and /OPT/WT_3S_VALUE.
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).
5.7 Scheduling batch jobs for the Ariba network

To process the inbound cXML messages, the following programs must be scheduled
to run periodically. These are standard SAP programs for Ariba.
• ARBFND_FETCH_CXML_MESSAGES (ARBFND_FETCH_CXML_MESSAGES_NEW for SAP

components ARBERP SP2 and higher)
• ARBFND_FETCH_CXML_MSG on SAP S/4HANA on Premise.
To process the outbound cXML messages, the program

ARBERP_BUS2081_EXTRACT_STS_UPD must be scheduled to run periodically. This is a
standard SAP program for Ariba. With a selection by object type /OPT/V1001, you
can also select specific VIM document IDs.
On S/4HANA on Premise, in addition to the SAP program

ARBERP_BUS2081_EXTRACT_STS_UPD, schedule OpenText program /OPT/
VIM_ARB_STATUS_UPDATE (available since OTVIMARB 7.2 SP1 for S/4).
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).
When a vendor has decided to cancel an invoice, a cXML cancellation message is

sent from Ariba Network. The processing is done with the program
ARBFND_FETCH_CXML_MESSAGES or ARBFND_FETCH_CXML_MESSAGES_NEW /

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5.8. Scheduling batch jobs for SAP NetWeaver BW
ARBFND_FETCH_CXML_MSG. In case of cancellations, no mapping is involved and the

original inbound document is marked for cancellation.
The cancellation itself is implemented in the program /OPT/

VIM_ARB_CANCELLATIONS that must be scheduled to run periodically.
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.
5.8 Scheduling batch jobs for SAP NetWeaver BW

Note: Unlike the other batch jobs described in this chapter, this is a batch job
that does not run on the system where VIM is installed, but on a BW system
with component OTVIMBW. For detailed information about SAP NetWeaver BW,
see section 25 “SAP NetWeaver Business Warehouse content” in OpenText
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:
Note: VIM 7.0 BW content is also used for VIM 7.5.
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.
You can use report /OPT/VIM_TRIGGER_PC_START to trigger the scheduled process

chain. You can set up a periodic job for this report to extract VIM data to the BW on
a regular basis.

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Alternatively, you can manually trigger the events /OPT/VIM_TRIGGER_PC_01 or /

OPT/VIM_TRIGGER_PC_02, using the SM64 transaction. Event /OPT/
VIM_TRIGGER_PC_01 triggers process chain /OPT/VIM_ALL_01. Event /OPT/
VIM_TRIGGER_PC02 triggers process chain /OPT/VIM_ALL_02.
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.
Suggested minimum frequency - Depending on the needed up-to-dateness of SAP

NetWeaver BW data for example once a day. Ensure that the KPI Collection Report
is run and finished on the OLTP system before the BW extraction process is started
by report /OPT/VIM_TRIGGER_PC_START.
Process options
Delta Load with Corp. Mem.

Triggers process chain /OPT/VIM_ALL_02, which uploads master data (full
update) and transaction data (delta update) with additionally storing data
records in the Corporate Memory Layer.
Delta Load w/o Corp. Mem.

Triggers process chain /OPT/VIM_ALL_01, which uploads master data (full
update) and transaction data (delta update) without storing data records in the
Corporate Memory Layer.

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Chapter 6
Scheduling batch jobs for data download from SAP

ERP for ICC integration
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.
Note: If you use Business Center Inbound Configuration to handle incoming

document processing, the download programs are also relevant.
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.
The following download programs are available:
• Downloading the vendor database from SAP ERP

• Downloading PO data from SAP ERP
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.
6.1 Downloading the vendor database from SAP ERP

To integrate ICC into VIM, you must download the vendor database from SAP ERP
to the staging table /OPT/VIM_STG_LIF.
To download the vendor database:
1. Run the /OPT/IR_DL_VENDOR_TO_STG_TABLE program.

The Download Vendor Data to Staging table selection screen is displayed.

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Chapter 6 Scheduling batch jobs for data download from SAP ERP for ICC integration
2. Enter the parameters for the download:

Vendors panel
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.
Bank accounts per Vendor panel
One selected bank account (default setting)

Click this option to read the first bank account in the vendor master data.
The choice can be altered by a user exit.
All bank accounts
Click this option to generate a line for each bank account in the vendor
master data.
IBAN only
Select this check box to clear bank number and bank account whenever an
IBAN is found for an entry. This setting improves the recognition of the
IBAN by ICC.

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6.1. Downloading the vendor database from SAP ERP
Importance of bank accounts

Bank account data is one of many criteria to identify a vendor. It is easier
to identify the vendor with two or more bank accounts.
Company code panel
Ignore company code

Select this check box to improve the performance of the search. If you select
this check box, you must select the Ignore company code and SAP system
at vendor detection check box in ICC.
The search works only on the LFA1 table. The deletion and posting block
flags are not evaluated in relationship to the company code (that means,
from the LFA1 table). The entries in the staging table do not contain
company codes.
If you clear the Ignore company code check box, the processing and the
entries in the staging table depend on the selections you make in the
Company Code selection.
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.

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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).
Table /OPT/VIM_STG_LIF contains the following information:
• 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.
Add Selection ENHANCEMENT-POINT /OPT/ES_VIM_ICC_IR_DL_VTST_01
Add Data ENHANCEMENT-POINT /OPT/ES_VIM_ICC_IR_DL_VTST_02

Definition

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6.2. Downloading PO data from SAP ERP
Before Insert to ENHANCEMENT-POINT /OPT/ES_VIM_ICC_IR_DL_VTST_03

Staging Table
Before Append ENHANCEMENT-POINT /OPT/ES_VIM_ICC_IR_DL_VTST_04
in PERFORM
store_to_stg_ta
bles 6.2 Downloading PO data from SAP ERP
To integrate ICC into VIM, you must download the purchase order data (PO data)
and the delivery note numbers from SAP ERP and store them to staging tables /
OPT/VIM_STG_POH and /OPT/VIM_STG_POI.
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.
To download purchase order data:
1. Run the /OPT/IR_DL_PO_TO_STG_TABLES program.

The Download Purchase Order Data to Staging tables selection screen is
displayed.

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2. Enter the parameters for the download:

Vendors panel
Vendor
Enter the vendor number (range).
Company code
Enter the company code (range).
Download - Delta/Normal panel
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:
• Purchase Orders from
• Sched. agreements from
• Goods receipt from

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Document selection panel
Purchasing Doc. Type

Enter the purchasing document type. The default value is NB (Standard PO).
But you may want to include FO (Framework order) and LP (Scheduling
agreement) also.
Purchase Orders from

Enter a date. Orders older than this date are not included in the download.
Sched. agreements from

Enter a date. Scheduling agreements older than this date are not included in
the download.
Goods receipt from
Enter a date. Goods receipts older than this date are not included in the
download.
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.
Processing Options panel
Open only check

Select this check box to ignore all items for which an invoice has already
been received.
Vendor substitution by invoicing party

Select this check box to substitute the vendor that is taken from the
purchase order by the invoicing party that is to be expected on the invoice.
Vendor substitution by alternate payee

Select this check box to substitute the vendor that is taken from the
purchase order by the alternate payee from the vendor data base, which is
to be expected on the invoice.
Create header table only

Select this check box if you do not need the data of the PO item at the ICC
for line item matching. The runtime of the program improves considerably
if you do not need the PO item data.
No delivery data in header table

Select this check box if you do not need the delivery note number and
delivery date in the header table. In a standard ICC application, ICC does
not make use of these data. The runtime of the program improves if you do
not need the delivery data in the header table.

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Open only - options for service POs panel

The “Open only” option treats a PO material (stock) line as closed if it is fully
invoiced; that means if invoices exist for full PO line quantity. Partially invoiced
stock lines are considered open.
A PO is considered closed if all of its lines are closed. If it has at least one open
line, the PO will be downloaded into ICC.
For service lines of POs, the following alternatives are provided:
Use Final invoice indicator

Select this check box to check the “Finally invoiced” indicator on the PO
line. A PO line is closed if this indicator is set (by enabling it during invoice
posting).
Check if PO items have invoices

Select this check box to treat partially invoiced lines as closed.
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.
3. To perform the download, click in the application toolbar.

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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.

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6.3 Batch Program /OPT/VIM_ICC_DL_CLEANUP

You can clean the application log from entries that were created by the download
interface (subobject ICC_DL). For this purpose, you can schedule the /OPT/
VIM_ICC_DL_CLEANUP program in background.
OpenText recommends that you schedule the program once a week.
You can use the /OPT/VIM_ICC_DL_CLEANUP program in a dialog mode as well.
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
If the program is run in background, Skip dialogs is selected automatically.
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.
The program writes an output log.

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Chapter 7
Roles
The VIM role concept is comprehensively described in section 5 “Roles” in OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD), which
covers the following topics:
• Defining roles
• Defining role templates
• Assigning templates to roles
• Maintaining role determination settings
7.1 Maintaining the Fail Safe user key

If role resolution brings no result, the system first checks the Default Key. When the
Default Key is not maintained, the system uses the Fail Safe user key.
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.
To maintain the Fail Safe or default user key:
1. Run the /OPT/CP_9CX10 transaction.

Alternatively, click OpenText Vendor Invoice Management > SAP menu >
Roles > Fail_Safe Role Maintenance.

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Chapter 7 Roles
2. Maintain the Fail Safe user key types Fail Safe and Default Key for all roles,
using the following parameters:
Notes
• You only need to maintain one type, based on your requirements.

• For self directed roles, do not set the Default Key agent. When changing
the Fail Safe agent, make sure that the default agent is empty. Also, if
you do not select the Use only in background check box (explained
below), the role effectively ceases to be self directed as the maintained
Fail Safe agent will appear in the proposed agent list in dialog mode.
Agent Type
Select the agent type.
Agent Id
Select the agent Id.
Use only in background

Maintain the Fail Safe agent for the self directed role in question and select
the Use only in background check box.
With this check box selected, the role behaves as self directed in dialog. The
users must specify the agents, but if the role must be resolved in
background during the business rules rerun, the new work item is created
for the Fail Safe agent specified in the configuration. Thus, selecting this
check box prevents the workflow from going into error because of missing
agents during background role resolution.

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Chapter 8
Maintaining Chart of Authority
The maintenance of the Chart of Authority is comprehensively described in section

5.5 “Maintaining Chart of Authority” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide (VIM-CGD).

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Chapter 9
Administering workflows
This chapter covers one-time workflow administration tasks.
9.1 Configuring VIM

The configuration of VIM is performed through the product specific IMG. It is
documented in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide (VIM-CGD).
9.2 Linking events for VIM workflows

Note: The entries should have been installed by the activation of the BC sets.
But you have to activate the linkages and switch on the event queue. If an entry
is missing, add the entry.
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.
Note: OpenText advises against parking documents outside of VIM and

strongly recommends parking documents through the DP workflow. If parking
is done outside the DP workflow, then sometimes, due to system limitations,
parking events are not raised properly. In this case, parked documents do not
show up in the VAN report. To prevent this issue (if it occurs), OpenText
recommends queuing the parking events.
In case of not properly raised parking events, perform the following actions:
1. To queue parking events, run the SWE2 transaction.

Select the check box Enable event queue for the events /OPT/B2081 -
ZWFI_PARKED and /OPT/FIPP - ZWFI_CREATED and save the configuration.
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:

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Chapter 9 Administering workflows
Table 9-1: Event linkages for VIM workflows
Object type Event Receiver function module Usage

comments
Receiver type Check function module
FIPP DELETED SWW_WI_CREATE_VIA_EVENT Invoice
Approval (IAP)
TS00275270 —
FIPP POSTED SWW_WI_CREATE_VIA_EVENT IAP
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
— —

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9.2. Linking events for VIM workflows
Object type Event Receiver function module Usage

comments
Receiver type Check function module
BUS2081 CANCELLED /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.
One of the two event linkages must be activated.
To enable and disable VIM workflows:
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.

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Chapter 10
Using the SAP early watch service
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.
10.1 Creating a role for VIM configuration display

To create a role for VIM configuration display:
Note: Depending on the SAP version, the following screens might look
different on your system.
1. Run the PFCG transaction.
2. Enter a new role name and click the Create button.

The Create Roles screen is displayed.
3. Click to save the role and select the Menu tab.

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Chapter 10 Using the SAP early watch service
4. In the Copy menus panel, click the From area menu button.

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10.1. Creating a role for VIM configuration display
5. Enter /OPT/VIM in the Area menu field and click to start the search.
6. Click to execute the search.

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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.
9. Click the Propose Profile Name button .

The Profile name and Profile text fields are filled automatically.
10. To change the authorization data, click the button.

If prompted, save the role.

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The Define Organizational Levels screen is displayed.
11. Enter appropriate values in the From and To field and click the Full
authorization button.
12. Click the button to transfer your settings.

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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.

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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).

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17. Enter /OPT/* in the From field and click to save.
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.
22. Save your settings.

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Users assigned to the new role are allowed to view the VIM configuration with
“display only” authorization.

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Chapter 11
Administering the Approval Portal
This chapter describes the administration of the OpenText Approval Portal

(Approval Portal). The Approval Portal provides a concise and user-friendly web
interface for approving invoices. The interface is designed to deliver the right
amount of information to the approvers to make a quick decision.
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
• The Approval Portal component is an optional component.

• If you are not using the Approval Portal component, you can skip this
chapter.
• See section 13.3 “System architecture” in OpenText Vendor Invoice
Management for SAP Solutions - Installation Guide (VIM-IGD) for architecture
diagrams.
• For a detailed description of “Portal Usage and Administration”, refer to the
SAP NetWeaver documentation: http://help.sap.com/saphelp_nw73/
helpdata/en/1e/c5f120acc9424e92df9d97d417a373/frameset.htm
As the administrator, you need to access the Administration page to perform various
administration activities for the Approval Portal.
For NWAS authentication, navigate to http://$NWAS$:$NWASPORT$/vimportal/

admin.
For Portal authentication, navigate to the Administrator iView created before.
All configurations are saved into the configuration.xml file located in

<Approval_Portal_installdir>/invoiceCfg.
HTTPS support
• Approval Portal supports HTTPS configuration.

• OpenText recommends that a NetWeaver Administrator performs the HTTPS
configuration because it includes certificate generation. Accordingly, the HTTPS
port of your landscape must be used.
• For more details, check with your NetWeaver Administrator.

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Chapter 11 Administering the Approval Portal
11.1 Configuring the Approval Portal

The Administration page comprises the following tabs:
• “SAP Connection for JCo2” on page 61

• “SAP Connection for JCo3” on page 63
• “Mobile Configuration” on page 68
• “Configuration” on page 69
• “Administration” on page 74
To access the Approval Admin page, log in to the Approval Portal as an

Administrator. You can access the Approval Admin page only using the Internet
Explorer.
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:
• for the JCo2 version: im_approval_portal7_5sp<XX>.zip

• for the JCo3 version: im_approval_portal7_5sp<XX>_JCo3.zip .
where <XX> refers to the Support Package number.
Figure 11-1: im_approval_portal7_5sp<XX>_JCo3.zip

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11.1. Configuring the Approval Portal
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.
Figure 11-2: im_approval_portal7_5sp<XX>.zip
To add SAP connections, follow the description in “SAP Connection for JCo2”
on page 61.
11.1.1 SAP Connection for JCo2

The SAP Connection tab allows you to configure which SAP ERP system the
Approval Portal connects to. VIM allows you to connect to multiple SAP ERP
backend systems.
Note: If the Approval Portal is connected to multiple SAP ERP backend

systems, the OpenText User Id for a particular user must be the same in all
SAP ERP systems. For more information, see section 5.5.1 “User Details View”
in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide
(VIM-CGD).
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.

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Edit Connection
Edit an existing SAP connection. Opens the Connection Details panel. See
“Connection Details” on page 62.
Delete Connection
Delete a SAP connection.
Refresh All Connections

Refresh the connections after you made changes. Without the refresh, the
Approval Portal will continue to use existing connections.
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

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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
You can perform the following actions:
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.
11.1.2 SAP Connection for JCo3

Note: Approval Portal with JCo3 is supported with SAP NetWeaver server
version 7.3 or higher.
On the SAP Connection tab, click Enable JCo3 to start the configuration.
To configure JCo RFC destinations:
1. In the JCo RFC Destination box, enter the <system ID>, for example TW6.

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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.
11.1.2.1 Configuring the RFC destination name on SAP NetWeaver

Administrator
To configure the RFC destination name:
1. Launch SAP NetWeaver Administrator using the following URL:

http://<hostname>:<port number>/nwa
2. Click the Configuration tab, and then click Destinations.
3. To navigate to the Destination Wizard, click Create in the Destination List.
4. Configure the RFC destination name, using the following parameters.
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

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<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>
Configuration.
Language Destination
Destination Name = VIMPOOL_<XX>_<YY>
Configuration, and
Note: For the destination name, observe the naming convention as

specified in this step. The destination name is technically accessed in the
Approval Portal for JCo3 communication. For multiple-language support,
create language destinations as mentioned in this step.
Example 11-1: Destination names for an SAP system ID

For an SAP system ID TW6, the customer supports languages English,
German, and French. The destination names for TW6 should be the
following.
• VIMPOOL_TW6
• VIMPOOL_TW6_EN
• VIMPOOL_TW6_DE
• VIMPOOL_TW6_FR

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11.1.2.2 Creating an RFC destination on SAP NetWeaver Administrator

To create an RFC destination:
1. Configure the destination name

Launch SAP NetWeaver Administrator using the following URL:
http://<hostname>:<port number>/nwa
2. Click the Configuration tab, and then click Destinations.

3. To navigate to the Destination Wizard, click Create in the Destination List.
4. Configure the RFC destination name, using the following parameters.
Hosting System
Enter the available Local NetWeaver Instance
Destination Name
Enter the destination names: VIMPOOL_<XX> and VIMPOOL_<XX>_<YY>
Configuration, and
Destination Type
Enter RFC.
5. Click Next.

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6. Configure connection and transport security settings
In the Connection and Transport screen, provide the following information.

The necessary settings depend on which host you use.
For target (application) host
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.
For message server
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.

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7. Configure logon data

On the Logon Data screen, configure logon data, using the following
parameters:
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:
• Pooled Connection Mode

• Max. Connections
• Pool Size
• Max. Wait Time in ms
Click Finish.
11.1.3 Mobile Configuration

Click the Mobile Configuration tab.

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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
CGD).
Click the Configuration tab.
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
Configure the following parameters for the Approval Portal:
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

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the profitability segment feature” in OpenText Vendor Invoice Management for SAP
Limitations for the Profit Segment dialog box
• Either the Item Amount or Percentage field must have a value.

• The INVOICE_DOC_ITEM field must be enabled for the Line Item /
Additional Accounting Entry sections.
• INVOICE_DOC_ITEM cannot be blank. It must provide a unique
number that associates the item with the Profit Segment to be saved.
• A new line item must be saved by saving the invoice, before the
corresponding Profit Segment can be saved.
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).
Domain (Standalone WAS WebApproval Portal & Mobile Portal)

Enter the authentication domain for users. This is needed if you want to install
the Approval Portal or the Mobile Approval Portal on Unix or Linux. See section
20 “Supporting installation of the standalone NWAS Portal and Mobile
Approval Portal on Unix or Linux” in OpenText Vendor Invoice Management for
SAP Solutions - Installation Guide (VIM-IGD).
Search Help Maximum No. of Hits

Specify the maximum number of hits that are returned from SAP ERP for the
Search Help in the line level, for example G/L Account. The default value is 100.
History Count for SAP System

The Approval Portal provides this setting to improve the performance of the
Approval Portal during History operations.
Enter the number of invoices that are loaded when the user clicks the More
Invoices link in the History. This feature is applicable only for the History, not
for the Inbox and History search criteria.
The default value is 10. If you enter zero or space, the Approval Portal will load
all records of the respective user. That means, you turn off the History Count
feature.
The More Invoices link is not available if one of the following conditions apply:
• The History Count value is higher than the History invoices count
• There are no more invoices in the History.

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Display Warning Message for Unsaved Cost Assignment Data

Select this check box to display a warning message if the user performs changes
and then switches from the Cost Assignment tab to a different tab or work item
without saving.
Limitations
• This feature is only implemented for Non PO invoices.
• The user might revert unsaved data back to the original field values. In this
case, the original data is not tracked. The warning message for saving the
data appears nevertheless.
• The warning message is only displayed when the user tries to switch
between tabs or to a new work item in the inbox from the Cost Assignment
tab.
RFC Logging Level

Using this setting, you can log the input parameters passed to the RFC. You can
also log the output data that is returned by the RFC. In the RFC Logging Level
list, click the appropriate log level.
• To turn off this feature, click NONE.

• To log all RFC communications, click ALL.
• To select multiple log levels, use the CTRL or SHIFT key when clicking. This
is not available for NONE and ALL.
Security Configuration
Enable CSRF and X-FRAME-OPTIONS

Select this check box to enable the security features implemented to prevent
security vulnerabilities like Cross Site Request Forgery (CSRF) and “Click
Jacking”.
Portal Host(s) List

This is a security feature, only valid for the SAP NetWeaver Portal scenario. This
list represents the white list of the SAP NetWeaver Portal (NWP) server with an
AppIntegrator iView linked to the Approval Portal J2EE application.
If the NWP is not in this list and a user tries to access it, the user will get a
message: “Login Error- Authentication Failed”.
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.

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Image Configuration
Image Display Type

Specify how the Archive Server is configured: Select URL or JPEG(TIF). Most of
the systems are configured to use URL.
Attachments File Size (in kb)
You can add attachments to the invoice from the Approval Portal. Enter the
maximum size of files that can be attached. Example: 10240 means 10 MB.
Document Types Supported For Attachments
To configure document types for attachments:
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:
a. Navigate to <Approval_Portal_installdir>/invoiceCfg and open

the mime.types.properties file.
b. Add an entry for the respective Microsoft Office document type in the
format <file extension> = application/<file extension> at the
end of the file.
Example: If you want to add the msg (Microsoft Outlook message) file
extension, add the entry msg = application/msg.
c. Reinitialize the application, see “Administration” on page 74.
Note: After reinitializing the application, you might still be

unable to upload files of the configured document type. In this
case, restart the Approval Portal application. See “To restart the
Approval Portal application (NetWeaver 6.0 or 7.0):“ on page 79
or “To restart the Approval Portal application (NetWeaver 7.3 and
7.4):“ on page 80.
UX Configuration
Select First Work Item at the Start of Application

Select this check box to automatically load the details of the first invoice when
the Approval Portal starts. This is the default behavior of the Approval Portal.
Clear the check box to configure that the details of the first invoice are not
loaded automatically when the Approval Portal starts.
Note: However, for all other inbox-refreshing scenarios (for example, if

you click the inbox icon), the details of the first invoice are loaded
automatically.

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Enable Coding Templates

Starting with VIM 7.5 SP3, the Approval Portal allows coders to download
(export) the line item data of an invoice in Microsoft® Excel® format. Coders can
edit the downloaded coding template and upload it to the invoice again, using
this feature.
Note: The coding templates feature has been tested on Windows.
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.

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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.
Click the Administration tab.
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.
11.2 Configuring search helps with pre-filled values

You can enhance the configurable search helps in the Approval Portal to have pre-
filled values in the Search Help Fields. When the user clicks Search Help in the
Approval Portal, data is prepopulated in the Search Help Fields.
To configure the prepopulation, you must implement a custom function module in

the following Z constant:
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

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11.3. Configuring multilingual support
*" RETURN STRUCTURE BAPIRET2 OPTIONAL

*" FIELDLIST STRUCTURE /ORS/SEARCHHELP_FIELD_LIST
*" ACCT_DATA STRUCTURE /ORS/INVOICE_ACCT_DATA OPTIONAL
*" EXCEPTIONS
*" NOT_FOUND
*"-----------------------------------------------------------------
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.
11.3 Configuring multilingual support

Changing language resources and adding additional languages in the Approval
Portal requires some configuration, which is described in this section.
11.3.1 Changing language resources

All the texts on the end user screens are changeable for all languages. If there is a
need to change the text to suit your needs, perform the following steps:
To change language resources:
1. Navigate to the <Approval_Portal_installdir>/invoiceCfg and open up

the properties file that you want to edit, for example: Lang_DE.properties
2. Find the text that you want to change.
3. Change the text and save it.
When changing the text, convert non-ASCII characters to Unicode
representative format (\u<XXXX>).

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Example: Converted German (Lang_DE.properties):

nonpo.invoice.hdr.due.date=F\u00e4lligkeitsdatum for the German word
“Fälligkeitsdatum”.
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.
If you need additional help, contact OpenText Customer Support.
11.3.2 Configuring additional languages

The Approval Portal supports the following predefined languages:
• Czech (CZ)
• German (DE)
• English (EN)
• Spanish (ES)
• French (FR)
• Hungarian (HU)
• Italian (IT)
• Japanese (JA)
• Dutch (NL)
• Polish (PL)
• Portuguese (PT)
• Romanian (RO)
• Russian (RU)
• Slowakian (SK)
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:

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• Modify the Lang_Support.properties file

• Add a new Lang_<XX>.properties file
• Include a new stylesheet
• Modify JavaScript for the Calendar popup
• Add the new language to the constant LANGUAGE
• Restart the Approval Portal application
To modify the Lang_Support.properties file:
1. Navigate to the installation directory, for example \usr\sap\<instance name>

\SYS\global\opentext\invoiceCfg.
2. Open the Lang_Support.properties file.
3. Add a key-value entry of the new language.
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. Save and close the Lang_Support.properties file.
To add a new Lang_<XX>.properties file
1. Navigate to the installation directory.
2. Copy the existing Lang_EN.properties file and rename it to

Lang_<XX>.properties, where <XX> is the two-letter language code.
Example: For Swedish, the new file is named Lang_SV.properties.
3. Store the new file in the installation directory.
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.

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5. Save and close the Lang_<XX>.properties file.
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.
To modify CSS styles:
1. Navigate to the application deployment folder, for example \usr\sap

\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.vim.
portal\VimPortalWeb\servlet_jsp\vimportal\root\styles; where <JC> is
the system number.
For NetWeaver 7.3 and 7.4 Portal, the folder is the following: \usr\sap
\<instance name>\J<System number>\j2ee\cluster\apps\opentext.com\
IM_APPROVAL_PORTAL7_0\servlet_jsp\vimportal\root\styles.
2. To modify any styles, perform the changes in the global CSS file.
• If the Approval Portal is deployed in SAP NetWeaver Application Server

Java, modify StyleOT.css .
• If the Approval Portal is deployed in SAP NetWeaver Portal, modify
StyleOTNWP.css.
Note: These changes will reflect in all languages.
3. Save your changes.
You must include calendar popup strings in the new language to the
localization.js JavaScript file.
To modify JavaScript for the Calendar popup:
1. Download the ExtJS 4.2 package from Sencha (http://www.sencha.com/

products/extjs) and extract the archive to a local folder.
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).
4. Navigate to the application deployment folder, for example \usr\sap

\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.vim.
portal\VimPortalWeb\servlet_jsp\vimportal\root\script; where <JC> is
the system number.
For NetWeaver 7.3 and 7.4 Portal, the folder is the following: \usr\sap
\<instance name>\J<System number>\j2ee\cluster\apps\opentext.com\
IM_APPROVAL_PORTAL7_0\servlet_jsp\vimportal\root\script
5. Open the localization.js file.

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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.
Example 11-2: Adapting the localization.js file for Swedish

else if(langId == 'SV') {
if (Ext.Date) {
Ext.Date.monthNames = ["januari", "februari", "mars", "april", "maj",
"juni", "juli", "augusti", "september", "oktober", "november",
"december"];
Ext.Date.dayNames = ["söndag", "måndag", "tisdag", "onsdag",
"torsdag", "fredag", "lördag"];
}
Ext.define("Ext.locale.sv_SE.picker.Date", {
override: "Ext.picker.Date",
todayText: "Idag",
minText: "Detta datum inträffar före det tidigast tillåtna",
maxText: "Detta datum inträffar efter det senast tillåtna",
disabledDaysText: "",
disabledDatesText: "",
nextText: 'Nästa månad (Ctrl + högerpil)',
prevText: 'Föregående månad (Ctrl + vänsterpil)',
monthYearText: 'Välj en månad (Ctrl + uppåtpil/neråtpil för att
ändra årtal)',
todayTip: "{0} (mellanslag)",
format: "Y-m-d",
startDay: 1
});
}
…
8. Save and close the localization.js file.
To add the new language to the constant LANGUAGE:
1. Run the SM30 transaction for table /PTGWFI/Z_CONST.
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.
3. Save your changes.
To restart the Approval Portal application (NetWeaver 6.0 or 7.0):
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.

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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.
3. Select the Approval Portal application.
4. Click Stop Application at the right of the window.
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.
To restart the Approval Portal application (NetWeaver 7.3 and 7.4):
1. Log in to SAP NetWeaver Administration.
2. Navigate to Operations > Systems, and then click Start & Stop.

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11.4. Configuring attachment support
3. Click the Java Applications tab and mark the Approval Portal application.
4. Click Restart to restart the application.
Important
To make the language change effective, the end user must clear the
browser cache.
11.4 Configuring attachment support

You can add attachments to the invoice from the Approval Portal; see
“Configuration” on page 69. The original configuration in Visual Admin only allows
you to attach small files. So, you need to perform some configurations to support
bigger attachments. The following example is laid out for a maximum attachment
size of 10 MB.
To configure Visual Admin properties for attachment support (NetWeaver 6.0

or 7.0):
For a description for NetWeaver 7.3 and 7.4, see “To configure attachment support
(NetWeaver 7.3 and 7.4):“ on page 83.
1. Log in to Visual Admin.
2. Navigate to Instance > Server > Services > HTTP Provider.
3. Click the Properties tab.

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4. Set the FileBufferSize value to 10485760.
5. Set the ServletInputStreamTimeout value to 180000.
6. Set the ServletLongDataTransferTimeout value to 120000.
7. Click Update.
8. Navigate to Instance > Dispatcher > Services > HTTP Provider.
9. Click the Properties tab.

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11.4. Configuring attachment support
10. Set the ReadBufferSize value to 10485760.
11. Click Update.
Note: You do not need to restart your cluster.
To configure attachment support (NetWeaver 7.3 and 7.4):
Note: By default, no adjustment should be necessary to support large file

attachments. If a file cannot be uploaded for any reason, apply the following
steps.
1. Log in to SAP NetWeaver Administration.
2. Navigate to Configuration > Infrastructure, and then click Java System

Properties.

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3. Make sure Advanced Properties are displayed.
4. Click the Services tab, and mark HTTP Provider.
5. Change the value of FileBufferSize to 10485760.
Note: You do not need to restart your cluster.
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.
To change the logo:
1. To rename the OpenText brand image

headerbar_vendor_invoice_management.png, navigate to the following
directory:

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11.5. Branding
Before rename:
• SAP NetWeaver Portal 7.0 branding image path:

<Drive>:\usr\sap\<instance>\JC00\j2ee\cluster\server0\apps
\opentext.com\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\VimPortal
\root\images\headerbar_vendor_invoice_management.png
• SAP NetWeaver Portal 7.3/7.4 branding image path:
<Drive>:\usr\sap\<instance>\JC00\j2ee\cluster \apps\opentext.com
\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\vimportal\root\ images
\headerbar_vendor_invoice_management.png
After rename:

\root\images\headerbar_vendor_invoice_management_old.png
<Drive>:\usr\sap\<instance>\JC00\j2ee\cluster \apps\opentext.com
\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\vimportal\root\ images
\headerbar_vendor_invoice_management_old.png
2. Copy the customer specific brand image to the following directory:

\root\images
<Drive>:\usr\sap\<instance>\JC00\j2ee\cluster\apps\opentext.com
\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\vimportal\root\images
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.

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11.6 Releasing invoice locks when logging out from

Approval Portal
The configuration in this section supports SAP NetWeaver Portal 7.3 and 7.4. It is
applicable for SAP NetWeaver Portal using standard SAP Logoff button for logout.
The configuration describes SAP NetWeaver Portal UME parameters with the
OpenText Approval Portal Redirect URL to release locks from the SAP table /ORS/
INV_LOCK during logout from SAP NetWeaver Portal. When closing the browser,
this configuration does not work, and locks are not released.
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.
To release invoice locks when logging out from Approval Portal:
1. Log on to SAP NetWeaver Portal with a user having the Administrator role.
2. In the application toolbar, click System Administration. Then, in the navigation

panel, click UME Configuration. Click the Open Expert Mode button at the
very right of the window.
The Expert View dialog box opens, showing UME parameters.
3. Search for ume.logoff.redirect as search string. The following parameters

are retrieved. Click the Modify button to enter the parameters:
ume.logoff.redirect.silent = false
ume.logoff.redirect.url = http(s)://<host>:<port>/vimportal/
LogOutServlet?nwpParam=X
<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

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11.6. Releasing invoice locks when logging out from Approval Portal
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.
6. Launch Approval Portal in SAP NetWeaver Portal.

When invoices are loaded, click the logoff button.
The Redirect URL is called and clears the locks from SAP table /ORS/INV_LOCK
of the specific user. When locks are released, the URL redirects to the SAP
NetWeaver Portal standard logon page.
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.

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Chapter 12
Configuring the Mobile Approval Portal
This chapter describes the configuration of the Mobile Approval Portal, an

enhancement to Invoice Approval. Users can approve their invoices, using a mobile
device, for example a Blackberry, an iPhone, an iPad, or an Android smartphone.
The Mobile Approval Portal bases on HTML5.
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.
12.1 Introducing the Mobile Approval Portal interface

The Mobile Approval Portal login URL is http://<host name>:<port number>/
vimportal/mapp.html.
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
12.2 Configuring the Web Viewer integration

Mobile Approval Portal users can display invoices using OpenText Imaging Web
Viewer. Web Viewer is a web application for displaying and printing documents in
Web-based scenarios and for appending comments to these documents. The
documents may be stored in OpenText Archive Center or other repositories.
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.

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Chapter 12 Configuring the Mobile Approval Portal
Web Viewer supports documents from the following products:

• OpenText™ Archiving and Document Access for SAP Solutions
• OpenText™ DocuLink for SAP Solutions
Limitation Web Viewer does not support MS Office documents.
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.
To configure Web Viewer for the Mobile Approval Portal:
1. Open the Approval Admin page using the following URL: http://
<host>:<port>/vimportal/admin
2. Enter Administrator credentials:
For standalone NWAS 7.0/7.3/7.4

User with VIMIAdministrator role
For NetWeaver Portal 7.0/7.3/7.4

User with ApprovalPortal Admin role
3. On the Approval Admin page, click the Mobile Configuration tab.
4. Enter the following parameters of the Web Viewer:

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12.3. Configuring mobile page fields
• 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: If the Mobile Approval Portal is accessed outside the firewall

and hosted with Virtual host, the TomcatServer Port parameter is not
required. For the WebViewer Host parameter, enter Virtualhost.
• Document Types require license for WebViewer
Enter document types, for example PDF.
The entered document types will be opened in the native browser plug-in
instead of the Web Viewer. You can enter multiple document types,
separated by commas.
Note: This feature is only applicable for the Mobile Approval Portal.
5. In the View Image Display list, select Yes.
12.3 Configuring mobile page fields

You configure fields and buttons of the Mobile 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) and section 13.5.12.4
“Configuring buttons” in OpenText Vendor Invoice Management for SAP Solutions -
Note: OpenText recommends configuring the following number of fields on

the mobile device:
• 5 to 10 fields on the Mobile Inbox (Invoice List Field)
• 5 to 10 fields on the Mobile Detail Page header (PO Header Fields and Non
PO Header Fields)
• 5 fields only for Cost Assignment (Accounting Assignment Fields) and Line
Item Fields
If you configure more fields, you might run into performance issues on mobile
devices.

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Chapter 12 Configuring the Mobile Approval Portal
12.4 Configuring regional settings

You configure regional settings, like language, decimal notation, and date format, on
the Personalization page of the Approval Portal. The other configurations on the
Personalization page are not relevant for the Mobile Approval Portal.
For detailed information on the Personalization page, see section 8.14

“Personalizing your views of the Approval Portal” in OpenText Vendor Invoice
To configure regional settings:
1. Log in to the Approval Portal using one of the following URLs:
For standalone NWAS 7.0/7.3/7.4

http://<host>:<port>/vimportal
For SAP NetWeaver Portal 7.0/7.3/7.4

http://<host>:<port>/irj/portal
2. Provide valid credentials for the respective portal.
3. In the Approval Portal, click Personalize. In the Personalization page, scroll to

Region and Language.
4. Select the Default Language, your preferred Decimal Notation, and your
preferred Date Format from the drop-down lists.

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Part 3
Regular administration tasks
Part 3 Regular administration tasks
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.

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Chapter 13
Setting up substitutes for workflow processes
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

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Chapter 14
Reassigning work items belonging to another user
OpenText recommends all workflow users setting up a substitute; see “Setting up

substitutes for workflow processes“ on page 95. If a work item owner is on vacation
or leaves the company, the substitute can “adopt” the work items owned by the
substituted user. However, situations might occur when a user has not set up a
substitute and the work items needs immediate attention. As a VIM workflow
administrator, you can reassign such work items to one or more other user(s).
14.1 Retrieving open SAP work items of a specific

user
You can retrieve open work items belonging to a specific user through the SAP
standard Workload Analysis report. Each work item has a Work Item ID which is a
unique number identifying the work item.
To retrieve open SAP work items of a specific user:
1. To access the Workload Analysis report, run the SWI5 transaction.
2. Enter the following information in the selection screen:
Type
US

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Chapter 14 Reassigning work items belonging to another user
ID
SAP user ID of the specific user
Click To be processed by.
3. To run the report, click .
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)
4. Click the icon to view the work item IDs.

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14.2. Reassigning open SAP work items to a different user
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.
14.2 Reassigning open SAP work items to a different

user
After you have identified the work item IDs, you can reassign them through the SAP
standard transaction Execute work items without agent check.
Note: If the reassignment is permanent due to an organizational change,

ensure the role maintenance setups are completed before reassigning the work
item. For more information, see section 5.4 “Maintaining role determination
settings” in OpenText Vendor Invoice Management for SAP Solutions -
To reassign a work item to a different user:
1. To access the Execute work items without agent check screen, run the SWIA
transaction.

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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.
5. Click in the application tool bar to display the work item.
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14.3. Reassigning Invoice Approval items to a different user
6. Click in the application tool bar to forward the work item.
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.
14.3 Reassigning Invoice Approval items to a

different user
For invoices awaiting approval, you perform the following steps to reassign the
invoice to another approver, using the OpenText Usermap Maintenance Utility.
To reassign an Invoice Approval item to a different user:
1. Run the /ORS/UMREASSIGNED transaction.

Alternatively, click OpenText Vendor Invoice Management > SAP menu > WF
Administration > Reassignment Utility.
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2. Enter search criteria to limit the results.

If you search for a specific User Id, select the Unreserve Invoices check box to
move also invoices that are in process or reserved.
If the Invoice Data is known, enter the Company Code, the Document
Number, and the Fiscal Year for the invoice you want to reassign and click
to execute.
The system retrieves the current approver for this invoice and the rest of the
invoices waiting for his or her approval.
3. In the Invoice Approval - Usermap Maintenance Utility screen, click Usermap
Id > <user name> > Invoice List, to display the list of invoices for the current
approver.
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14.3. Reassigning Invoice Approval items to a different user
Note: To terminate the approval workflow with status Approval

Recalled, click the Recall Invoice button in the application toolbar. The
AP_PROCESSOR receives a work item with exception Approval
Required and status Approval Recalled in VIM Analytics.
4. To show the details of the invoice, click the document number in the navigation
panel on the left-hand side.
5. Click the Reassign button in the application tool bar.
6. Enter the new owner of the invoice.
Tip: Use the search help to locate the new owner.
7. Click the Reassign button to complete the reassignment.

The invoice is now assigned to the new owner.
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VIM070500-04-AGD-EN-2
Chapter 15
This chapter covers regular workflow administration tasks.
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.
15.2 Data archiving

You can archive old data using the SAP archiving objects WORKITEM, BKPF, and
others. Before removing any old data, consider carefully the business requirements
about data availability. Specially, since the business objects in scope of the VIM
processes are financial in nature, local regulations need to be considered in making
such decisions. OpenText generally recommends that such initiatives are performed
as a part of an overall data archiving initiative.
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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.
The processing of the documents differs based on the type of document:

• For Non PO invoices parked using F-63, F-43, FB60, FV60, MR01, or MRHR,
transaction FBV4 must be used to change the posting manually.
• For PO invoices created using MIRO or MIR7, transaction MIR4 must be used in a
change mode to change the posting manually.
• For DP documents, see “Changing the posting date for a bulk of DP invoices”
on page 109.
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
16.1 Customer Advisory

The OpenText Vendor Invoice Management year end procedures for parked invoice
processing must be followed so that parked invoices can get carried over to the next
fiscal year.
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
All versions of VIM
OpenText will provide programs to change the posting date on parked invoices
(“year end programs”) for all versions of VIM.
OpenText also provides a program and corresponding transaction code to perform a

mass update to the posting date in DP documents.
With the introduction of DP-based invoice approvals, DP documents have longer

processing cycles. Customers may encounter a situation where changing the fiscal
year or fiscal month may result in them having to update the posting date for many
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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.
16.2 Changing the posting date for a bulk of DP

invoices
VIM provides the Bulk Change of Posting Date for DP documents program. This
program allows you to perform a bulk change of posting dates of DP invoices to
avoid any issues with closed periods. The program updates DP invoices, except the
following:
• invoices that already have an existing SAP document

• invoices with status Deleted, Obsolete, or Cancelled
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.
To change the posting date for a bulk of DP invoices:
1. Run the /OPT/DP_POST_DT_UPD transaction.
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Settings
New Posting Date

This field is mandatory.
Test mode (display invoices)

This check box is selected by default. The invoices resulted from the search
are only displayed.
There is no VIM functionality available in the test mode but you can add
and change the displayed fields, using the standard SAP layout button.
Exclude empty posting dates

Select this check box only in special cases where the posting date is not
filled and should not be updated.
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.
3. Confirm the execution.

All selected invoices are updated with the entered posting date and displayed
in a new view.
The bulk change also updates VIM Analytics and writes an entry in the process
logs.
16.3 Processing Non PO based FI documents

16.3.1 Symptoms
A document (Non PO based FI document) is parked in a particular fiscal year, but
the processing of the document is not completed in that year. It is carried over to the
next year. If the posting date has to be changed, use the FBV4 transaction to post it in
the new posting period.
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
16.3.2 Reference SAP note

The following is an important SAP OSS note that pertains to the issues with
standard SAP ERP system regarding parked document changes relating to fiscal
year change:
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.
16.3.3 Preconditions and cause

The fiscal year of an accounting document is calculated from the posting date of the
parked document. So, the fiscal year is part of the object key that identifies a
particular parked document object.
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.
16.3.4 Solution details

You can prevent the entire scenario: Make sure that all parked documents created in
a particular fiscal year get posted in the same year. Possibly, keep the posting period
open a little longer.
If the business needs mandates that the parked documents have to be carried over to
the next year, implement the solution described below.
Runtime instances of parked document workflows might have been created in a

previous fiscal year. If they are present in the system and their posting date does not
need to be changed before posting them, nothing needs to be done.
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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16.3.5 Running the year end and month end procedure

To actually implement the solution, you have to run two reports:
• Year end procedure
• Month end procedure
To run the year end procedure:
1. Run the /n/OPT/VIM_YEND_NPO transaction.

Alternatively, run the /n/OPT/VIM transaction and navigate to SAP menu >
Reports > Periodic Processing > Year End Run > Year End Report Run - Non
PO Based Invoices
2. Run the report, taking the following considerations into account:
• 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
• You can run the /OPT/VIM_YEND_NPO transaction with certain filter if

needed. In dialog mode, you can restrict the output set by using the various
selection criteria available.
• The selection options Company Code and Fiscal Year are mandatory.
To run the month end procedure:
1. Run the /n/OPT/VIM_MEND_NPO transaction.

Reports > Periodic Processing > Month End Run > Month End Report Run -
Non PO Based Invoices
end report.
• You can run the /OPT/VIM_MEND_NPO 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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16.4 Processing PO based documents (LIV invoices)

16.4.1 Symptoms
A document (Logistics Invoice Verification) is parked in a particular fiscal year, but
the processing of the document is not completed in that year. It is carried over to the
next year. If the posting date has to be changed, use the MIR4 transaction to post it in
the new posting period.
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.
16.4.2 Reference SAP notes

The following are some of the important SAP OSS notes that pertain to the issues
with standard SAP ERP system regarding parked document changes relating to
fiscal year change:
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.
16.4.3 Preconditions and cause

The fiscal year of an accounting document is calculated from the posting date of the
parked document. So, the fiscal year is part of the object key that identifies a
particular parked document object.
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.
16.4.4 Solution details

You can prevent the entire scenario: Make sure that all parked documents created in
a particular fiscal year get posted in the same year. Possibly, keep the posting period
open a little longer.
If the business needs mandates that the parked documents have to be carried over to
the next year, implement the solution described below.
Runtime instances of parked document workflows might have been created in a

previous fiscal year. If they are present in the system and their posting date does not
need to be changed before posting them, nothing needs to be done.
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.
16.4.5 Running the year end and month end procedure

To actually implement the solution, you have to run two reports:
• Year end procedure
• Month end procedure
To run the year end procedure:
1. Run the /n/OPT/VIM_YEND_PO transaction.

Reports > Periodic Processing > Year End Run > Year End Report Run - PO
Based Invoices
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• 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.
end report.
To run the month end procedure:
1. Run the /n/OPT/VIM_MEND_PO transaction.

Reports > Periodic Processing > Month End Run > Month End Report Run -
PO Based Invoices
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16.5. Testing the year end procedure
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.
16.5 Testing the year end procedure

OpenText highly recommends that you consider the following as you conduct your
testing for the year end procedure:
• Simulate various scenarios.

• Run the programs in the order mentioned.
• Make sure the image links are transferred correctly.
• Make sure the logs and reports show the correct information.
• Make sure the comments are showing up properly.
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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.
The following is an example scenario you can be use for testing:
To test the year end procedure:
1. Start a Document processing workflow. (Depending on if OCR is implemented

or not, the step can differ.)
2. Create an invoice using the FV60 transaction.
3. Insert some comments during parking.
4. Choose an approval parking reason and select the appropriate requestor.
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.
6. Run the year end transactions as appropriate.
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.
16.6 Using the Year End Run Log

If certain errors happen during the processing of the year end procedure, you can
use the following transaction to reprocess the errors so that all the data is
consistently updated. You need to run this only if the invoice posting date has
changed but there was an error that occurs in updating various tables etc.
To invoke the Year End Run Log:
• Run the /n/OPT/VIM_YEND_AUDIT transaction.

Reports > Periodic Processing > Year End Run > Year End Run Log
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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:
1. Run the standard SAP transaction SARA.
2. Use the archiving object /OPT/DOC to archive the 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.
The data from the following tables is archived:
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Chapter 17 Archiving VIM information
• /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: The /OPT/VIM_LIC_VD table is not deleted using the standard

archiving because it is relevant for licensing.
To archive reporting data:
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.
1. Run the standard SAP transaction SARA.

2. Use the archiving object /OPT/REP to archive the VIM Central Reporting
information.
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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Chapter 17 Archiving VIM information
• /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.
18.1 Auditing using SAP System Measurement

If you are responsible for licenses, you must run a report once a year, to find out
how many ICC extractions have been performed and how many VIM workflows
have been started in the observation period (1 year). You must send the report to
SAP.
For this auditing purpose, you can use SAP System Measurement.
To check your system for SAP System Measurement:
1. Run the SM30 transaction and open table TUAPP.
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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Chapter 18 License reporting
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.
18.2 Using the ICC and VIM License Report

VIM 7.0 SP4 introduced the ICC and VIM License Report.
The License Report counts the following documents:

• ICC is selected
Counts all ICC documents with status Extraction Completed at some point of
time in the selected period.
• VIM is selected
Counts all VIM documents with start date in the selected period and status in
VIM workflow or completed.
Background - The values in tables /OPT/VIM_HD_DP, /OPT/VIM_HD_NPO, and /
OPT/VIM_HD_PO are basis for the selection. The License Report checks if a
workflow process (dialog and/or background steps) exists for the selected
entries.
Table entries without VIM related workflow process are listed in the output list
of the report but do not count in the license audit. This situation occurs if
customers configure the system to include invoices in the VIM Analytics report
that are posted outside VIM. Depending on the global VIM settings, these
invoices are shown in VIM Analytics, but no work process is started. For more
information, see “Linking events for VIM workflows” on page 45 (entries “VIM
Analytics” or “VAN” in table column Usage comments).
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.
18.2.1 Running the License Report

You must run the License Report on every VIM system and client in productive use.
For large systems, OpenText recommends that you run the License Report in
background.
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.
To use the selection screen:
1. To open the selection screen, run the /n/OPT/LIC_COUNT transaction.
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2. Configure the selection, using the following parameters:
Products
Select ICC and/or VIM.
Time Frame
End date for collection

Enter the collection end date for the selection of documents.
This date refers to the start date of the VIM workflow / the date when
Extraction Completed has been reached by ICC. The date is prefilled
with the current system date. You can change it to a previous date.
Future dates do not make sense.
Number of months
Enter the number of months that shall be counted into the past.
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18.2. Using the ICC and VIM License Report
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
Satellite systems (clients)

In a multiple backend system, there will be entries in this field. You can
change the satellite systems.
Include satellite systems

To include the satellite systems in the count, select this check box.
Clients
This area contains data on the local system clients.
Include all local clients

To include the local clients in the count, select this check box.
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.
Tip: License count is the sum of DP proc and NonDP proc.
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
This section provides an overview of security-related topics in VIM. Where

applicable, this section adds links to more detailed descriptions.
19.1 Technical security and authentication

ICC
ICC documentation discusses security topics related to ICC user authentication
and the data transfer between SAP systems and ICC. For more information, see
chapter 6 - “Security” in ICC/BCC Administrator's Guide.
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.
Fiori-based applications for approval, coding, and exception handling

Fiori-based applications use SAP user authentication. The communication with
SAP ERP backends is done with trusted RFC connections, with the authenticated
SAP user.
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Chapter 19 Security topics
For more information, see section 14.4.8 “User authorization” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD)
19.2 Data and functional security

General authorization checks
When implementing VIM, OpenText recommends that you restrict the access to
administrative (configuration) transactions and utilities reports through SAP
authority checks like S_TCODE and S_PROGRAM. Ideally, invoice processors
should be restricted, in addition to the authorizations for standard SAP
transactions, to performing workflow items either from the SAP inbox or VIM
Workplace.
During invoice processing, running SAP transactions from within VIM can be
required. For example, posting of an invoice in dialog mode results into the call
of FB60 or MIRO transactions. The called standard transactions implement their
own authority checks. This is normally part of the project authorization concept,
but you can adjust it in the context of the implementation.
Roles and COA
VIM provides means to direct invoices to specific persons or groups, depending
on the invoice data. VIM roles are used in DP and invoice exceptions workflows.
The responsibility based (COA) setup is used in Invoice Approval. This helps to
ensure that the data gets processed by the right agents, and misuse chances are
minimized. For more information, see section 5 “Roles” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD), especially
section 5.5 “Maintaining Chart of Authority” in OpenText Vendor Invoice
Roles typically used for invoice processing are delivered in BC sets and are
normally created during VIM installation. This configuration must be verified
and restricted if needed, depending on your process.
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.
COA maintenance authorization checks

The COA maintenance transactions for Invoice Approval allow you to restrict
the data that is displayed and maintained by checking authorization for
company code and user groups (from SAP user master records). In addition,
using the authorization checks by company code allows to maintain COA in
parallel, as long as different maintaining users are responsible for different
company codes. For more information, see section 7.1.2 “COA maintenance” in
CGD).
VIM Workplace authorization checks
VIM Workplace provides the concept of action authority groups. For more
information, see section 18.5 “Defining action authority groups for the VIM
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19.2. Data and functional security
Workplace” in OpenText Vendor Invoice Management for SAP Solutions -

VIM Workplace supports several authorization checks that allow you to restrict
different functions. For example, you can restrict the use of other users’ view.
When VIM Workplace is started, an authorization check is performed. For more
information, see section 18.6 “Configuring scanning in VIM Workplace” in
CGD).
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.
Reports authorization checks

VIM reports, including VIM Analytics and central reporting, allow you to
restrict the displayed data by checking authorization for company code. For
more information, see section 7.1.1 “Reporting” in OpenText Vendor Invoice
Supplier Self Service authorization checks

Users of the SAP NetWeaver Gateway are grouped in roles. You must enhance
the roles with the authorizations contained in the authorization template /
IWFND/RT_GW_USER. For more information, see section 23.1.3 “Configuring
Gateway users” in OpenText Vendor Invoice Management for SAP Solutions -
KPI Dashboard authorization checks

Access is limited to users that have a SAP user on the central SAP ERP system.
For more information, see section 26.3 “Authorizations” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD).
Using Z constant KPI / DO_NOT_CHECK_BUKRS, you can configure that, for each
KPI Dashboard user, the company code authorization is checked. For more
information, see section 26.4.10.6 “Company code authority check” in OpenText
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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Chapter 20
Monitoring VIM workflows
OpenText recommends monitoring the VIM workflows on a regular basis (daily or

weekly). This helps to quickly detect invoices or processes which are in trouble so
they can be handled timely. Use the standard SAP transaction SWI1 (Selection
Report for Work Items) to monitor the VIM workflows.
For VIM processes, the following workflow templates exist:
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)
To monitor VIM workflows:
1. To access the Selection Report for Work Items, run the SWI1 transaction.
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Chapter 20 Monitoring VIM workflows
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.

All VIM workflows that have been started during the specified interval are
displayed on the Work item selection screen.
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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.
4. To display further details of a workflow instance, double-click the respective

line.
In the Workflow log screen, click the button in the application tool bar to
display a list with technical details.
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Chapter 20 Monitoring VIM workflows
The St (Status) column indicates the status of each individual step of the
workflow:
Ready for processing
In process, but not completed
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
Solving a role error in a workflow
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:
• “Determining a role error in a workflow” on page 143

• “Restarting workflow after fixing a role error” on page 146
21.1 Determining a role error in a workflow

The following steps describe how to retrieve workflow instances with a role error.
To determine a role error in a workflow:
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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Chapter 21 Solving a role error in a workflow
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.

All VIM workflows with status Error that have been started during the specified
period are displayed on the Work item selection page.
4. To display details of a workflow instance, double-click the respective line.
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.
A role error is indicated with a message reading Error or exception

resolving role <...>.
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.
7. Fix the error, using standard SAP workflow debugging methods.
21.2 Restarting workflow after fixing a role error

After the role error has been corrected, you must restart the respective workflow
instance.
To restart a workflow after fixing an error:
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
3. To display all workflows in error status, click .
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.
To release an invoice lock for Invoice Approval:
1. Run the /ORS/RELEASE_LOCK transaction.
2. In the Invoice Lock Clean up program screen, enter the following information:
Invoice Type
• for Non PO invoices: BKPF

• for PO invoices: RMRP
Invoice Key
Enter the invoice key which is composed as follows:
• for Non PO invoices: <company code> + <invoice number> + <fiscal year>
Example: An invoice with company code 1000, invoice number 1900000036

and fiscal year 2009 results in the invoice key 100019000000362009.
• for PO invoices: <invoice number> + <fiscal year>
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.
3. To release the lock, click .

A confirmation message is displayed.
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Chapter 23
This chapter covers general activities for checking the system status of VIM.
23.1 Monitoring alerts

System availability and performance depend on the availability of the underlying
SAP ERP system. It is possible to deactivate some of the VIM features using various
criteria, as described in OpenText Vendor Invoice Management for SAP Solutions -
• You can conduct system performance checks using the SAP standard tools. The
SE30 transaction, for example, provides a runtime analysis of projects and
components.
• Resource consumption information can be monitored using the SM50 transaction
and other SAP administration utilities that are part of the SAP Computing Center
Management System (CCMS).
• You can use all the SAP standard logs and other infrastructure like the SM13 and
SM21 transactions for monitoring.
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).
23.1.1 Setting up central alert monitoring

VIM is completely embedded inside the SAP ERP system. Hence, you can use the
entire general alert monitoring infrastructure for checking the health of the system
and VIM.
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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23.1.2 Registering a CCMS agent

VIM is an ABAP Add-On and all the functionality is embedded in the SAP ERP
ABAP system. The standard CCMS agent SAPCCM4X can be used. If the underlying
SAP ERP system is already registered in a CEN, you do not need to register
anything. See the SAP online help for registering a CCMS agent: http://help.sap.com/
saphelp_nw70/helpdata/EN/ca/118110ff542640b7c86b570cc61ae3/frameset.htm.
23.1.3 Monitoring using CCMS templates

Various monitors based on CCMS templates are available for system checking
purposes. You can use the following SAP CCMS Monitor Templates monitor sets:
Notes
• The VIM SAP Shared Service Framework integration (OTVIMSSF) is based on

ABAP core technology and standard CCMS. Therefore, you can use CCMS
monitoring templates to monitor the VIM SAP Shared Service Framework
integration.
• Depending on your SAP ERP system, some of the templates might not be
available.
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.
To start a CCMS templates based monitor:
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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2. Double-click a monitoring tree element (MTE), for example Background

Processing.
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23.1. Monitoring alerts
3. Double click on a line item, for example AbortedJobs, to see details.
4. Return to the SAP CCMS Monitor Templates screen.

Click on a line item, for example Utilisation, and click the Properties button in
the application tool bar.
The Monitoring: Properties and Methods screen displays other settings like
methods used and threshold values set.
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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.
To set threshold values:
a. In the Monitoring: Properties and Methods screen, click .

b. Enter the threshold values and save.
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23.2. Monitoring activity
23.2 Monitoring activity

VIM uses the SAP Workflow Engine to realize the process setup of the business
processes. You can effectively use the workflow runtime and administration tools to
monitor the activity and resources as the business processes are proceeding. For
activity monitoring purposes, see “Frequently used SAP workflow administration
transactions” on page 159.
23.3 Analyzing system performance

For analyzing the system performance, use the standard ABAP tool set as the ABAP
based components of VIM reside inside the SAP ERP system.
To analyze the system performance:
1. Run the ST05 transaction.

Alternatively, select the menu option System > Utilities > Performance trace
2. Select the required trace modes and click on the appropriate button under Trace
Requests to start the performance analysis.
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23.4 Using logs and traces

VIM uses the SAP Workflow Engine to realize the process setup of the business
processes. Hence, you can activate and use traces to check specific sets of activities
as a part of problem analysis.
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.
23.5 Using Solution Manager Diagnostics

After the Solution Manager Diagnostics add-on is installed, you have access to all
the necessary information for performing a root-cause analysis through the Solution
Manager tools. No separate external logs are generated during the use of VIM.
23.6 System availability

The availability of VIM is based on the availability of the underlying SAP ERP
system. It is possible to selectively roll out VIM, based on a set of criteria including
document types, company codes etc. so that VIM is active only in those business
scenarios. For further details, see the rollout criteria sections in OpenText Vendor
23.7 Adaptive computing

VIM as an ABAP based component is running on SAP ERP system. Therefore, any
adaptive computing technologies are supported. Users log on to VIM using the SAP
GUI logon screen which supports virtual IP addresses and hostnames. There is no
separate starting mechanism because the process is controlled by the underlying
SAP settings in SAP ArchiveLink® and workflow as well as in the VIM
configuration.
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23.8. Restart mechanism
23.8 Restart mechanism

In general, all workflows in error status can be restarted after performing an
appropriate configuration or runtime data changes. There are no other
asynchronous interfaces for VIM.
23.9 Frequently used SAP workflow administration

transactions
There are a couple of SAP workflow administration transactions that you can use to
administer VIM workflows:
SWIA: Execute work items without agent check

To reassign open SAP work items to a different user, run the SWIA transaction.
See the description in “Reassigning open SAP work items to a different user”
on page 99.
SWI1: Selection Report for Work Items

To display all work items (workflow template, dialog task, wait step,
background task) based on a custom selection, run the SWI1 transaction.
See the description in “Monitoring VIM workflows“ on page 137.
SWE2: Event Type Linkages

To display or change event type linkages for VIM workflows, run the SWE2
transaction.
See the description in “Linking events for VIM workflows” on page 45.
SWEL: Display Event Trace
To display lists of events published during a specific duration:
1. Run the SWEL transaction.
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2. Select the Creation date and Creation time range.
To execute, click .
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23.10. Analyzing work items
3. Select a line item and click to display details.
Amongst others, the Receiver function module and the status of the action
is displayed.
23.10 Analyzing work items

To access the work item analysis reports, select the SAP menu option Tools >
Business Workflow > Development > Reporting > Work Item Analysis.
You can also access the reports directly by their transaction codes:
SWI2_FREQ: Work Items Per Task

Analyze work items grouped by date, agent and task.
SWI2_DURA: Work Items By Processing Duration

Analyze work items by duration of their execution.
SWI2_DEAD: Work Items With Monitored Deadlines

Analyze work items by preset deadline.
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Note: This is not applicable for VIM process work items.
SWI5: Workload Analysis

Retrieve open work items belonging to a specific user. See “Retrieving open SAP
work items of a specific user” on page 97.
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
23.11 Frequently used SAP workflow tables

The following list shows SAP workflow tables that are frequently used for VIM:
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
Creating a PDF history log file
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
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
To create a PDF history log file manually:
1. Run the /n/OPT/VIM_PDF_LOG transaction.

Alternatively, run the SA38 transaction with program /OPT/CR_PDF_LOG.
2. Enter selection criteria and processing options.
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.
Note: For handling reasons, the test mode is supported for a

maximum of 5 DP documents only. Clear this check box if you
want to create the PDF history log, archive it and link it to the DP
document.
3. To create the PDF history log, click on the application toolbar.
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
Working with the application log
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.
25.1 Creating the application log

The application log is used to store various information mainly on irregularities.
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).
To view the application log, run the SLG1 transaction.
Use function module /OPT/VIM_APPLICATION_LOG to store the application log:
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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Chapter 25 Working with the application log
MESSAGE
Actual system message that will be used to store.
25.1.1 Log point

The log point is a unique identifier for application or application area which helps in
finding the area that is generating the message. The log point determines the
program and screen from where the error is generated. Since the system is
maintained using Object and Sub-object, the log point also determines them.
To maintain log points:
1. Run the /n/OPT/IT_LOG_PNTV transaction.
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.
3. Therefore, run the /n/OPT/VIM_LOG_CFG transaction.
4. To open the Details view, double-click the appropriate line.
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25.1. Creating the application log
25.1.2 Object and SubObject

Every log entry is associated with an object and possibly with one of its sub-objects,
for example the object /OPT/VIM and the sub-object ICC. To maintain object and sub-
object, run the SLG0 transaction.
Select the Object Vendor Invoice Management and double-click Sub-objects in the
navigation panel.
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25.1.3 Log classification

Log messages are classified in the following log levels:
Very important logs

all error messages
Important logs
all error and warning messages
Less important logs
messages of all types
25.2 Displaying log messages

You can view the log messages in a report or use a function module to display the
log.
To view log messages in a report:
1. Run the SLG1 transaction.

2. Supply the following parameters:
• Object
• Sub-object
• External ID: Enter the DP document number or the IDoc number.
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25.2. Displaying log messages
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.
5. Click to execute your query.
To get the application log using a function module:
1. Use the function module APPL_LOG_DISPLAY to display the application log.

*"----------------------------------------------------------------------
*"*"Lokale Schnittstelle:
*" IMPORTING
*" VALUE(OBJECT) LIKE BALHDR-OBJECT DEFAULT SPACE
*" VALUE(SUBOBJECT) LIKE BALHDR-SUBOBJECT DEFAULT SPACE
*" VALUE(EXTERNAL_NUMBER) LIKE BALHDR-EXTNUMBER DEFAULT SPACE
*" VALUE(OBJECT_ATTRIBUTE) DEFAULT 0
*" VALUE(SUBOBJECT_ATTRIBUTE) DEFAULT 0
*" VALUE(EXTERNAL_NUMBER_ATTRIBUTE) DEFAULT 0
*" VALUE(DATE_FROM) LIKE BALHDR-ALDATE DEFAULT SY-DATUM
*" VALUE(TIME_FROM) LIKE BALHDR-ALTIME DEFAULT '000000'
*" VALUE(DATE_TO) LIKE BALHDR-ALDATE DEFAULT SY-DATUM
*" VALUE(TIME_TO) LIKE BALHDR-ALTIME DEFAULT SY-UZEIT
*" VALUE(TITLE_SELECTION_SCREEN) DEFAULT SPACE
*" VALUE(TITLE_LIST_SCREEN) DEFAULT SPACE
*" VALUE(COLUMN_SELECTION) LIKE BALDISP STRUCTURE BALDISP DEFAULT
*" '11112221122 '
*" VALUE(SUPPRESS_SELECTION_DIALOG) DEFAULT SPACE
*" VALUE(COLUMN_SELECTION_MSG_JUMP) LIKE BALDISP2-MSG_JUMP DEFAULT
*" '1'
*" VALUE(EXTERNAL_NUMBER_DISPLAY_LENGTH) TYPE I DEFAULT 20
*" VALUE(I_S_DISPLAY_PROFILE) TYPE BAL_S_PROF OPTIONAL
*" VALUE(I_VARIANT_REPORT) TYPE SY-REPID DEFAULT SPACE
*" EXPORTING
*" VALUE(NUMBER_OF_PROTOCOLS) LIKE SY-DBCNT
*" EXCEPTIONS
*" NO_AUTHORITY
*"-----------------------------------------------------------------------
2. Enter (at least) the following parameters:
• OBJECT
• SUBOBJECT
• EXTERNAL_NUMBER
• DATE_FROM
• SUPPRESS_SELECTION_DIALOG: enter X.
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25.3 Application logging for the CRM system

To view the application log in the CRM system, run the SLG1 transaction in the CRM
system. The object for the VIM CRM component is /OPT/VIM.
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
This chapter describes troubleshooting for the SAP NetWeaver BW component of

VIM. For a detailed description of the SAP NetWeaver BW component, see section
25 “SAP NetWeaver Business Warehouse content” in OpenText Vendor Invoice
27.1 Changing KPI customizing

You can change the KPI customizing, for example the amount class ranges or the
mapping of vendors to vendor groups. This can influence the evaluation of VIM
data in BW. VIM documents already loaded to BW keep their characteristic values
whereas the meaning of this value may have changed.
Example 27-1: Changes in amount class
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
Troubleshooting Invoice Approval
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
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.
Note: For the /ORS/000007_SUBMIT_INV program, you must provide the

object type (BKPF, RMRP, DPNPO or DPPO) and the object key.
Symptom: Approval workflow does not start for parked invoices
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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Chapter 28 Troubleshooting Invoice Approval
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.
Symptom: The next approver cannot be found
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.
Symptom: In case of approval referrals, the “Refer” task is not assigned to

anyone
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.
Symptom: Invoice is not automatically posted after the final approval
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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Chapter 29
Monitoring and troubleshooting the Approval Portal
This chapter describes monitoring and troubleshooting of the OpenText Approval

Portal (Approval Portal). For information about configuring and administering the
Approval Portal, see “Administering the Approval Portal“ on page 59.
29.1 Working with log and trace files

For troubleshooting, the Approval Portal provides log files and trace files.
29.1.1 Log files

Approval Portal provides default log for troubleshooting. You can set the log level
to suit your needs or to help identify issues you are experiencing. Mainly Info and
Error log levels are used in the application; the default level is Info.
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.
To change the log level:
2. Navigate to Instance > Server > Services > Log Configurator.
3. On the right panel, select the Runtimes > Categories tab.
4. Select the VIMIAP application under the Applications tab.

You see a Severity drop down list on the right hand side.
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Chapter 29 Monitoring and troubleshooting the Approval Portal
5. Select the Severity level you need, click Save and select one of the following
options, according to your needs:
• Apply to current node only
• Apply to all "server nodes"
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.
Log level Error is used to log in the exception blocks.
Logs are created under \applications\com\opentext\vim\portal in the log

directory in the SAP NetWeaver Application Server Java (NWAS), for example E:
\usr\sap\T38\JC01\j2ee\cluster\server0\log\applications\com\opentext\
vim\portal.
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.
To change the size and number of log files:
2. Navigate to Instance > Server > Services > Log Configurator.
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29.1. Working with log and trace files
3. Click the To advanced mode button.
4. In the Log Controllers area, click VIMIAP.
5. Click the right destination, and click Edit.
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6. Change the following parameters:
Note: See SAP Help for more details.
Limit
for log file size
Count
for number of log files
29.1.2 Trace files

If Debug or All is set for the severity, the additional RFC trace files will also be
created under \applications\com\opentext\vim\portal in the log directory in
the NWAS, for example: E:\usr\sap\T38\JC01\j2ee\cluster\server0\log
\applications\com\opentext\vim\portal. The name of the trace will be
VimIapTrace<Logindex>.trc. Up to 10 files will be created and will be reused.
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).
By default, ForceSingleTraceFile will be YES. Then, the trace is written only to

\logs\defaultTrace.trc.
Change this setting to NO. Then NWAS will produce multiple trc files.
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29.1. Working with log and trace files
29.1.3 Log configuration for vimIapTraceLogindex.trc

This configuration allows you to configure the log severity. If you do not perform
the following steps, the severity will always be set to All.
To configure vimIapTrace<Logindex>.trc for logging:
1. Log in to SAP Visual Administrator with Administrator credentials.
2. Go to Services > Log Configurator.

3. Click the To advanced mode tab in the right frame.
4. Expand the ROOT LOCATION node under the Locations tab.
5. Expand the com node until you see LogUtil.
6. Click the LogUtil node.

In the Destinations field, the destination trace path is displayed.
7. Select the destination trace path and click Edit.
Note: Do not select any other destinations.
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The Destinations tab is displayed with the default Severity All.
8. Select the required severity level from the Severity drop-down list.
9. Click Save and then Apply to current node only.
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29.2. Working with logging and tracing (NetWeaver 7.3 and 7.4)
29.2 Working with logging and tracing (NetWeaver 7.3

and 7.4)
NetWeaver 7.3 and 7.4 no longer supports the log-configuration.xml file that is
built-in to the application. NetWeaver 7.3 and 7.4 requires manual implementation
to support additional logging and tracing. By default, the severity level is set to
Info.
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:
1. Login to the J2EE Config Tool.
2. Navigate to cluster > data > instance > managers > LogManager.
3. Click ForceSingleTraceFile.
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4. Set the Custom Value to No and save.
Note: You might need to restart the cluster.
29.2.1 Logging (Categories)

To create an approval portal entry in the applications category:
2. Navigate to cluster > data > instance > log configuration > categories > Root
Category > Applications.
3. Click New. In the New Log Controller dialog box, enter /Appliccations/
VIMIAP and click OK.
A new application entry VIMIAP is created.
To change the severity level:

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Category > Applications > VIMIAP.
3. Change the Severity and save.
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:
1. As a prerequisite, create a folder named VIMIAP in the following location:

<Instance directory>/usr/sap/<instance name>/J<instance number>/
j2ee/cluster/server/log
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.
4. Click the applications_log destination.
5. Click New.
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6. Enter a name, for example VIMIAP.
7. Click OK and save.

The created destination is displayed.
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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Note: The default severity level is Info.
Category > Applications > VIMIAP.
10. Click Add and select the destination you just created.
Note: You might get prompted to restart the cluster.
29.2.2 Tracing (Locations)

To create a destination for Trace files:
2. Navigate to cluster > data > instance > log configuration > destinations
3. Click the applications_log destination.
4. Click New.
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5. Enter a name, for example VIMIAPTrace and click OK.

The created destination is displayed.
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.
Note: The default severity level is Info.
To change the severity level:
2. Navigate to cluster > data > instance > log configuration > locations > Root
Location > com > opentext > vim > portal > util > LogUtil.
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3. Change the severity and save.
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.
3. Click any destination.
4. Click New.
5. Enter a name, for example VIMIAPTrace.
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7. Navigate to cluster > data > instance > log configuration > locations > Root
Location > com > opentext > vim > portal > util > LogUtil.
8. Click Add and select the destination you just created.
Note: You might get prompted to restart the cluster.
29.3 Monitoring and measuring performance

Approval Portal provides default monitoring capability using the Generic Request
and Message Generator (GRMG). Standard Introscope Instrumentation is
implemented for performance measuring. Application start and shutdown, Invoice
List display, and all SAP JCo communicating classes and methods are monitored.
Regarding Introscope Instrumentation and PBD file, contact the SAP Supportability
Team or OpenText Customer Support for more details.
To configure Visual Administrator for GRMG:
See also SAP Help for more details: http://help.sap.com/saphelp_nw70/helpdata/EN/

f0/49fd3f0521c842e10000000a1550b0/frameset.htm
1. Log in to Visual Administrator with Administrator privileges and navigate to

Server > Services > Monitoring > GRMG Customizing.
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29.3. Monitoring and measuring performance
2. Click on the sap.com/com.sap.engine.heartbeat component.

The default GRMG Customizing scenario with default values is displayed in the
right panel.
The default scenstarturl for the scenario should be http://

<NWAS>:<NWASPORT>/GRMGHeartBeat/EntryPoint.
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For example http://OPWAST38.optura.local:50100/GRMGHeartBeat/

EntryPoint
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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5. Navigate to the JCo component and click Add.
6. Enter values, see screenshot above.
Note: It is not necessary to enter a value for the Component type field.
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7. Navigate to properties and click Add.

Enter the JCo component properties, like you did for the component in Step 6
on page 200. This is the same information already entered in the SAP
Connection tab of the Administration page; see “SAP Connection for JCo2”
on page 61.
Enter the following properties parameters for the Application Host.
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
Example 29-1: Properties parameters for the Application Host
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
Enter the following properties parameters for the Message host:
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
Example 29-2: Properties parameters for the Message host
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
Monitoring with the GRMG scenario in SMD
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.
29.4 Managing backup and restore

There is no database, so only the files located in <Approval_Portal_installdir>,
such as invoiceCfg, need to be backed up. The configuration.xml file stores the
configuration data, and also some language resources files (.properties files). Even
without backup, these files can be redeployed from the delivery and reconfigured in
a short amount of time.
In addition to the configuration.xml and the language resources files, also

perform an online backup of the log and trace files; this is necessary if any
troubleshooting is needed. Follow your corporate standard on how often you should
back up logs and for how old.
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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:
1. Replace the backup version configuration.xml and language resource files to

the <Approval_Portal_installdir> location.
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).
29.5 Restoring the application

If an unexpected crash occurs, perform the following actions:
• Check in the Visual Admin if the application has been restarted and is running.
• Login to the Administration page of the Approval Portal to see if all the
configurations are still correct.
• Ask the end user to try to access the application to see if everything is working.
If a restore is needed, see “Managing backup and restore” on page 203 for
information how to restore.
29.6 Performing periodic tasks

There are no periodic tasks needed except doing the backup of log and trace files.
See “Managing backup and restore” on page 203 for details.
29.7 Technical configuration data

There is no technical configuration data. All the configurations are done through the
Administration page and are stored in configuration.xml.
29.8 High availability and load balancing concept

Approval Portal supports standard SAP NetWeaver Application Server Java high
availability and load balancing.
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29.9. Restart and monitoring of asynchronous interfaces concept
29.9 Restart and monitoring of asynchronous

interfaces concept
Standard SAP NetWeaver Application Server Java monitoring and Introscope
instrumentation is implemented.
29.10 Starting and stopping Approval Portal

If there is a need to start or stop the Approval Portal, it can be started and stopped
from Visual Administrator. Standard starting and stopping application in Visual
Administrator applies.
29.11 Performance improvements

The following improvements regarding performance of the Approval Portal have
been implemented:
• With VIM 7.5 SP4 and later, the initial load time of the Approval Portal is
improved by reducing the Read Preference RFC calls.
• JS Minified version is available from the VIM 7.5 SP3 JCo3 version for good
performance.
Note: Use latest browsers like Microsoft® Internet Explorer® 11 or Google

Chrome™. These browsers have a good cache mechanism to improve the
performance.
29.12 Troubleshooting
The following issues can occur on the Approval Portal. See symptoms and solutions.
Issue #1: The user received an exception message
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.
Issue #2: Not able to update the configuration
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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Issue #3: The invoice image is not working
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.
29.12.1 Where to find logs?

Where can you find all logs that are needed for analyzing the issue? What log is for
what situation? Approval Portal provides access to different types of application and
customized logs. SAP ABAP logs might also be relevant.
29.12.1.1 Application logs

Approval Portal logs the information about Protocols, Security and other actions
performed on the application that are described in the following.
Protocol logs (http logs)

Http response log information is available in the following path. Pick the latest
files.
<drive>:\usr\sap\<SAP instance>\JC00\j2ee\cluster\server0\log\
system\httpaccess
where <drive> is the SAP NetWeaver Portal instance having Approval Portal.
Capture the following files: responses.XX.trc (for NetWeaver Server 7.0),
responses_XX.X (for NetWeaver Server 7.3)
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
Capture the following files: security.XX.log (for NetWeaver Server 7.0),
security_XX.X (for NetWeaver Server 7.3)
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29.12. Troubleshooting
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
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.
29.12.1.2 Customized logs

See “Working with log and trace files” on page 183 for NetWeaver 7.0 and “Working
with logging and tracing (NetWeaver 7.3 and 7.4)” on page 189 about the
customization of logs. Here, the log location will be defined at the time of
configuration.
29.12.1.3 SAP ABAP logs

For information about SAP ABAP logs, see “Using logs and traces” on page 158.
29.12.2 Preparing a remote debugging session

For a remote debugging session, prepare the following information.
1. SAP NetWeaver Portal administrator access to Content Administration for

accessing iViews. For example: http://<host>:<port>/irj/portal
2. SAP NetWeaver Portal administrator access to View or Modify Configuration
settings. For example: http://<host>:<port>/nwa
3. SAP NetWeaver Portal administrator privileges to access the SAP NetWeaver
Portal instance where Approval Portal is deployed. This access is required to
view the troubleshooting logs available under server directories and OpenText
Configuration files.
4. Deployed Approval Portal Support Package information:
a. Deployed Approval Portal Support Package and its version.
b. Build date of the deployed Support Package.
c. Configurations about the Admin Console page
d. Compatibility with SAP backend system connected to Approval Portal
e. Approval Portal does not have any automated process of capturing customer
specific Correction Instruction (CI) applied on any Support Package. Keep
track of this information and forward it before a remote session.
The following screenshot helps in identifying the deployed Approval Portal version
and build information.
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When the Approval Portal version is deployed on standalone landscapes, do not

forget to specify the Windows domain, which is configured in the COA table.
Example 29-3: Windows domain
In the COA table, if OPTURA is configured as the Windows domain, make

sure the OPTURA domain is also configured in the Configuration tab of the
Admin console. See the following screenshots of the COA table and the
Admin console.
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Access to debugging editor

• The SAP User or the Communication User should have Dialog user access to
debug the function modules in the Function Builder screen (SE37 transaction).
• OpenText recommends that you set an External breakpoint at the beginning and
end of the function before debugging is started.
Note: Do not forget to delete the breakpoint(s) that you have set for
debugging.
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29.12.3 Is debugging of the Java portal possible?

No, debugging of Java code is not possible in Productive Client Environments.
29.12.4 JavaScript errors

JavaScript error reporting is a bit different in Internet Explorer 9 and 10 compared to
previous Internet Explorer browsers. By default, the status bar is not visible.
Depending on your settings, this might be the only place that would indicate if there
is an error on the page.
• You can turn on the status bar through the menu: press ALT on the keyboard to
show the menu bar and then navigate to View > Toolbars > Status bar.
• Another approach to show the status bar is to right-click the title/tab area and
select Status bar from the context menu.
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.
29.12.4.1 Viewing JavaScript errors from the developer tools

The status bar is no longer reliable for viewing if there was a JavaScript error on the
page. However, there is another approach available for viewing JavaScript errors.
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.
To provide information for troubleshooting JavaScript or Client Side issues:
1. Before accessing the Approval Portal in the browser, click F12 developer tools
on the Tools menu.
2. Click the Network tab, and then click Start capturing.
3. Save the Network traffic in XML and send it to OpenText Customer Support for
further investigation.
29.12.5 Invoice image troubleshooting

You might encounter the following error message while trying to view the invoice
image on Approval Portal. In this case, use the following troubleshooting techniques
to resolve the invoice image problem(s).
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29.12.5.1 Authorization issues with CPIC

When SAP GUI perfectly displays the invoice image and when only Approval Portal
shows the error message when viewing the image, cross-check that the necessary
authorizations are granted for the logged-in user in viewing the images.
Check the SU53 transaction for the CPIC user ID when this error is shown.
29.12.5.2 Image RFC does not return URL

Run the RFC /ORS/000007_IMAGE_DISP_URL and verify whether the IMAGE_URL is
returned from RFC or not.
29.12.5.3 Web Viewer configuration for Web and Mobile

If you are using Web Viewer to access the invoice image, cross-check the settings
that are configured in the Mobile Configuration tab of the Admin console of
Approval Portal.
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.
29.12.5.4 Supported documents on browser

The configurations above might be in place and you still encounter issues in viewing
the images. In this case, check if the invoice image file type is supported by the
respective browser.
29.12.5.5 Pop-up blocker

Approval Portal is supported on different browsers. Therefore, perform the
following settings when accessing images on the respective browser type.
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
1. Open the Tools menu, and point to Pop-up Blocker.
2. Click Turn Off Pop-up Blocker.
Mozilla Firefox
1. Click the menu button and click Options.
2. In the Options dialog box, open the Content panel.
3. Clear the Block pop-up windows check box.
Mac OS Safari
1. Select the settings gear, then click Preferences. Mac users click Safari >
Preferences.
2. Click Security at the top of the window.
3. Clear the check box Block pop-up windows.
29.12.6 Issue with repeated authentication

In SAP NetWeaver Portal 7.3 and higher versions, Approval Portal might again
prompt for authentication even after a successful login into SAP NetWeaver Portal.
To resolve the repeated authentication issue:
1. Log in to the SAP NetWeaver Portal as an administrator using the following

link:
http://<host>:<port>/nwa
2. Access the Configuration tab.
3. Click Authentication and Single Sign-On.
4. To filter the components, enter opentext in the Policy Configuration Name

column and Web in the Type column.
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.
VIM070500-04-AGD-EN-2
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/
VIM070500-04-AGD-EN-2
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
Accounts Payable personnel
Application Component Hierarchy
Hierarchy of folders to structure DataSources in SAP NetWeaver BW.
Approval chart of authority (COA)
The Approval chart of authority (COA) determines first approver and next
approver for an invoice by combinations of Company Code (specific or range),
Expense Type (marketing expense, utility), Cost Objects (G/L account, Cost
Center), and HR objects (Position, Job code).
Approval Portal
VIM web interface for approving invoices.
Archive system
Computer system that enables storage, management and retrieval of archived

data and documents
ArchiveLink document types
Document types that need to be customized for ArchiveLink
ArchiveLink
Service integrated in the SAP NetWeaver Application Server ABAP for linking
archived documents and the application documents entered in the SAP ERP
system
VIM070500-04-AGD-EN-2
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®
SAP programming interface: Business Application Programming Interface
Baseline
Set of functionality with pre-defined configuration and the starting point to

implement VIM
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).
Business Add-Ins (BAdI)
Business Add-Ins (BAdI) is an SAP enhancement technique based on ABAP

objects. BAdI can be inserted into the SAP ERP system to accommodate user
requirements too specific to be included in the standard delivery.
Business Center Capture
OpenText Business Center Capture for SAP Solutions. Business Center

component for use in VIM. Automates the capture of paper invoices by using
OCR to extract invoice data.
VIM070500-04-AGD-EN-2
Glossary
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
Business Transaction Event (BTE)
Event used for extending a Non PO invoice functionality to call a custom program
Buyer
Person who is in charge of the PO. This role should have authorization to create
and change the purchase order. This role is also responsible for negotiating and
communicating with vendors.
Central Audit Report
Part of the Central Reporting infrastructure. The Central Audit Report is a

slimmed VIM Analytics (VAN). The main difference to VAN is that the Central
Audit Report serves as a single point of access in a multiple backend scenario.
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
Type of InfoObject in SAP NetWeaver BW that represents descriptions of fields,

such as Vendor ID, Invoice Number, Unit of Measure, and Posting Date.
COA
See Approval chart of authority (COA).
Coding
Coding allocates an invoice to G/L account and cost object if required.
Contract agent
Person who can create and modify SAP contracts.
VIM070500-04-AGD-EN-2
Glossary
Dashboard
User interface that organizes and presents information in a way that is easy to
read. Users can also perform actions from the dashboard.
Data Transfer Process (DTP)
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.
DataStore Object (DSO)
Storage location for consolidated and cleansed data in SAP NetWeaver BW
DocuLink
OpenText™ DocuLink for SAP Solutions enables the archiving, management and
retrieval of SAP CRM or SAP ERP documents from within the SAP infrastructure.
Document Processing (DP)
VIM component that captures invoice metadata including line items for PO and
performs preconfigured business rules
Document type
Type of document such as PO, Non PO, OCR, Non OCR
DP
See Document Processing (DP).
DSO
See DataStore Object (DSO).
DTP
See Data Transfer Process (DTP).
Duplicate analyzer
Person who is responsible to identify duplicate invoices
EDI
See Electronic Data Interchange (EDI).
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
VIM070500-04-AGD-EN-2
Glossary
Intermediate Document (IDoc) format. VIM supports the creation of vendor

invoices through the EDI/IDoc interface.
Event Type Linkage
Error handling method. Event Type Linkage determines what the application
should do in case an error could not be handled.
Exception Analysis Report
Part of the Central Reporting infrastructure. The Exception Analysis Report

reports all work items with exceptions, grouped by exception, company code or
vendor.
Exception
Action that is not part of normal operations or standards
FI
See Financial Accounting (FI).
Financial Accounting (FI)
SAP module for the Finance and Accounting department
IAP
See Invoice Approval (IAP).
ICC
See Invoice Capture Center (ICC).
IDoc
See Intermediate Document (IDoc).
IE
See Invoice Exception (IE).
Indexer
Person responsible for entering index data
Indexing
Process of entering or storing data into the system
InfoArea
Folder in SAP NetWeaver BW to organize InfoCubes, DataStore Objects, InfoObjects,

and InfoObject Catalogs
InfoCube
Self-contained dataset in SAP NetWeaver BW, for example, of a business-oriented

area; an InfoCube is a quantity of relational tables arranged according to the
VIM070500-04-AGD-EN-2
Glossary
enhanced star schema: A large fact table in the middle surrounded by several
dimension tables
InfoObject Catalog
Folder structure in SAP NetWeaver BW to organize InfoObjects
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
Object in SAP NetWeaver BW for which queries can be created or executed.

InfoProviders are the objects or views that are relevant for reporting.
Information provider
Receiving role for option Refer for Information
Intermediate Document (IDoc)
Standard SAP message document format for the EDI interface.
Invoice Approval (IAP)
VIM component that enables users to perform coding, approving and rejecting
invoices
Invoice approver
Person who approves invoices
Invoice Capture Center (ICC)
Optional VIM OCR component
Invoice 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
VIM070500-04-AGD-EN-2
Glossary
Invoice Exception (IE)
VIM component that handles the exceptions that arise after an SAP invoice is
created
Invoice requester
Person who requested goods and services for Non PO invoices
Key Figure
Type of InfoObject in SAP NetWeaver BW that represents numeric values or

quantities, such as Number of Invoices and Gross Invoice Amount.
Key Process Analytics Report
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).
Logistic invoice (LIV)
purchase order invoice
Materials Management (MM)
Materials management module of the SAP ERP software package. Materials

management is used for procurement and inventory management.
MM
See Materials Management (MM).
Mobile Approval Portal
VIM component for approving invoices on mobile devices.
MultiProvider
Object in SAP NetWeaver BW that is based on InfoCube(s), DataStore Object(s),

and/or InfoObject(s). A MultiProvider is used as a layer for the creation of end user
queries; the MultiProvider itself does not contain any data; rather, data resides in
the BasisCubes.
VIM070500-04-AGD-EN-2
Glossary
Namespace
Name range reserved by SAP for customer objects and SAP objects to make sure
that objects are not overwritten by SAP objects during the import of corrections or
an upgrade
Non purchase order (Non PO)
Order that is not based on a PO
Non purchase order (Non PO) invoice (PIR)
Invoice based on a Non purchase order (Non PO)
Number range
Array of numbers that can be used for an object in the SAP ERP system
OCR
See Optical character recognition (OCR).
Optical character recognition (OCR)
Mechanical or electronic translation of images of handwritten, typewritten or

printed text (usually captured by a scanner) into machine-editable text
Park
Situation where an invoice is not posted and is waiting for further processing
Parked invoice document
Temporary document that the AP processor can change and post. SAP assigned
document number becomes real number when posted.
Persistent Staging Area (PSA)
Data staging area in SAP NetWeaver BW. It allows to check data in an

intermediate location before the data is sent to its destinations in SAP NetWeaver
BW.
PIR
See Non purchase order (Non PO) invoice (PIR).
PO
See Purchase order (PO).
Posted invoice document
Invoice that has already been posted in SAP 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).
VIM070500-04-AGD-EN-2
Glossary
Price variance
Situation where the price on the invoice is different from the price in the purchase
order
Process Chain
Sequence of processes in SAP NetWeaver BW that are scheduled to wait in the

background for an event; used to automate, visualize and monitor the processes.
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
Part of the Central Reporting infrastructure. The Productivity Report reports

about the productivity of users/roles and the activities of users/roles.
PSA
See Persistent Staging Area (PSA).
Purchase order (PO) invoice
Invoice based on a Purchase order (PO)
Purchase order (PO)
SAP module. PO indicates a document sent from a buyer to a seller. The purpose
of the document is to order the delivery of goods or services.
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
Person who requested goods and services
VIM070500-04-AGD-EN-2
Glossary
Roles
Set of predefined roles for the SAP user
SAP Add-On Assembly Kit (AAK)
Standardized delivery procedure for software
SAP Customer Relationship Management (SAP CRM)
SAP application that provides software for ticket systems, for example in the
Accounts Payable department.
SAP NetWeaver Business Warehouse (SAP NetWeaver BW)
SAP application that allows to integrate, transform, and consolidate relevant

business information from productive SAP applications and external data
sources.
SAP Shared Service Framework
SAP software that contains a rich set of tools to improve and automate Shared
Service Center operations.
SAP Supplier Relationship Management (SAP SRM)
SAP application that automates, simplifies, and accelerates procure-to-pay

processes for goods and services.
Scan operator
Person who scans the invoices into images (may not have a SAP ID)
Service approver
Person who approves a service entry
Service requisitioner
Person who enters a service entry
Summary Report
Part of the Central Reporting infrastructure. The Summary Report provides a

summary of all documents processed through VIM.
Swimlane
Diagram representing a specific VIM process. A swimlane comprises the process

description, roles, user interface and options of the process.
VIM070500-04-AGD-EN-2
Glossary
Tax expert
Person who advises on invoices that need tax audit. Normally tax department
personnel.
Transformation (TRF)
Object in SAP NetWeaver BW to connect source objects to data targets; it allows

to consolidate, cleanse and integrate data
TRF
See Transformation (TRF).
VAN
See VIM Analytics (VAN).
Vendor Invoice Management (VIM)
Packaged business solution that solves a business problem – paying correct

amount to vendors on-time and with the lowest cost. VIM delivers not technology
but best-practice business processes. VIM provides values to customers in process
efficiency, visibility and compliance.
Vendor maintenance
Person who is responsible for creating and maintaining the vendor master
records
VIM Analytics (VAN)
VIM component that gives users a clear data report on their invoices in progress.
VIM Analytics allows to track the documents routed through SAP workflows via
VIM.
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.
VIM070500-04-AGD-EN-2

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OpenText™ Vendor Invoice Management

for SAP® Solutions

This guide describes the technical and functional aspects of

40 Avenue Monterey , Luxembourg, Luxembourg L-2163

Open Text Corporation

275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1

No Warranties and Limitation of Liability

1 About this document ............................................................... 11

2 Customer support ................................................................... 13

3 High availability ....................................................................... 15

4 Understanding VIM .................................................................. 17

Part 2 One-time administration tasks 21

5 VIM batch jobs ......................................................................... 23

6 Scheduling batch jobs for data download from SAP ERP

8 Maintaining Chart of Authority ............................................... 43

9 Administering workflows ........................................................ 45

10 Using the SAP early watch service ........................................ 49

10.1 Creating a role for VIM configuration display ..................................... 49

11 Administering the Approval Portal ........................................ 59

12 Configuring the Mobile Approval Portal ................................ 89

Part 3 Regular administration tasks 93

13 Setting up substitutes for workflow processes .................... 95

14 Reassigning work items belonging to another user ............ 97

15 Administering workflows ...................................................... 105

16 Running year end/month end procedure for parked and

17 Archiving VIM information .................................................... 121

18 License reporting .................................................................. 125

Part 4 Troubleshooting and Monitoring 131

iv OpenText Vendor Invoice Management for SAP Solutions – Administration Guide

19 Security topics ....................................................................... 133

20 Monitoring VIM workflows .................................................... 137

21 Solving a role error in a workflow ........................................ 143

22 Releasing invoice lock for Invoice Approval ...................... 149

23 Administering workflows ...................................................... 151

24 Creating a PDF history log file ............................................. 165

25 Working with the application log ......................................... 169

26 Troubleshooting business rules simulation ....................... 175

27 Troubleshooting SAP NetWeaver BW ................................. 177

28 Troubleshooting Invoice Approval ...................................... 179

29 Monitoring and troubleshooting the Approval Portal ........ 183

OpenText Vendor Invoice Management for SAP Solutions – Administration Guide v

29.6 Performing periodic tasks .............................................................. 204

30 Troubleshooting the Mobile Approval Portal ...................... 215

GLS Glossary 217

vi OpenText Vendor Invoice Management for SAP Solutions – Administration Guide

SAP Invoice Management by OpenText (VIM) is a packaged business solution for

VIM is SAP® centric.

VIM consists of the following components:

Figure 1: VIM components

8 OpenText Vendor Invoice Management for SAP Solutions – Administration Guide

BCC (OpenText™ Business Center Capture for SAP® Solutions)

Invoice Approval for SAP GUI users

OpenText Vendor Invoice Management for SAP Solutions – Administration Guide 9

• Approve invoices on a mobile device, for example a Blackberry, an iPhone,

Exception Handling (Invoice Exception)

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

VIM Reporting / VIM Analytics

Supplier Self Service

Ariba® Network Integration

SAP CRM SSF Integration

• Integrate VIM with SAP Customer Relationship Management (SAP CRM)

• Integrate VIM with SAP NetWeaver® Business Warehouse (SAP NetWeaver

10 OpenText Vendor Invoice Management for SAP Solutions – Administration Guide