OpenText Vendor Invoice Management for

SAP Solutions

User Guide

This guide describes the typical tasks for end users in Vendor
Invoice Management (VIM) 7.0.

VIM070000-UGD-EN-2
OpenText Vendor Invoice Management for SAP Solutions
User Guide
VIM070000-UGD-EN-2
Rev.: 18. Sept. 2013
This documentation has been created for software version 7.0.
It is also valid for subsequent software versions as long as no new document version is shipped with the product or is
published at https://knowledge.opentext.com.

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mentioned herein are property of Open Text SA or other respective owners.

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Table of Contents

PRE Introduction vii

i About Vendor Invoice Management .................................................. vii
ii About This Document ...................................................................... vii
ii.i Target Readership .......................................................................... vii
ii.ii Conventions .................................................................................. viii
iii Contact Information .......................................................................... ix

1 Understanding Vendor Invoice Management ....................... 11

1.1 What Is Vendor Invoice Management? ............................................. 11
1.2 Workflow Scheme ........................................................................... 14

2 Accessing Workflows ............................................................. 15

2.1 Accessing Workflows Through SAP Business Workplace .................. 15
2.2 Accessing Workflows Through Integrated Invoice Cockpit .................. 16
2.3 Accessing Workflows Using VIM Workplace ..................................... 19

3 Working with the DP Dashboard ............................................ 25

3.1 Screen Layout ................................................................................ 25
3.1.1 Menu Toolbar ................................................................................. 26
3.1.2 Application Toolbar ......................................................................... 27
3.1.3 Process Options Pane ..................................................................... 28
3.1.4 Data Pane ...................................................................................... 28
3.1.5 Detail Pane ..................................................................................... 31
3.2 Simulating Business Rules .............................................................. 32
3.3 Validating and Indexing Invoice Metadata ......................................... 33
3.4 Checking for Duplicates ................................................................... 33
3.5 Posting Invoices for Payment ........................................................... 34
3.6 Running Year End or Month End Procedure for DP Documents ......... 35

4 Working with the Invoice Exception Dashboards ................ 37

4.1 General Screen Layout .................................................................... 38
4.2 Running Year End or Month End Procedure for Parked Documents ... 41

5 Using the OpenText Unified Dashboard ................................ 43

5.1 Accessing the Unified Dashboard ..................................................... 43
5.2 Displaying Invoices in the Unified Dashboard .................................... 44

6 Approving Invoices Using the New OpenText Approval

Portal Interface ........................................................................ 45

VIM070000-UGD-EN-2 OpenText Vendor Invoice Management for SAP Solutions iii

Table of Contents

6.1 Working with the New Approval Portal .............................................. 46

6.2 Approving Invoices .......................................................................... 47
6.3 Rejecting Invoices ........................................................................... 48
6.4 Forwarding Invoices ........................................................................ 48
6.5 Referring Invoices ........................................................................... 48
6.6 Viewing and Adding Handling Instructions ........................................ 49
6.7 Viewing and Editing Invoice Header Data ......................................... 49
6.8 Viewing and Adding Comments ....................................................... 50
6.9 Entering Accounting Information ....................................................... 50
6.10 Viewing and Uploading Attachments ................................................ 52
6.11 Viewing the Invoice Image ............................................................... 53
6.12 Processing Multiple Work Items ....................................................... 53
6.13 Displaying Information on Processed Invoices ................................... 53
6.14 Personalizing Your Views of the Approval Portal ............................... 54
6.15 Specifying Settings for Delegation .................................................... 55

7 Approving Invoices Using OpenText Approval Portal ......... 57

7.1 Working with the Invoice Approval Page ........................................... 57
7.1.1 Invoice Approval Page (Inbox) ......................................................... 58
7.1.2 Processed Invoices Page ................................................................ 59
7.2 Personalizing the Approval Portal ..................................................... 59
7.3 Working with the Processing Invoice Page ........................................ 63
7.3.1 Viewing Line Item Information (PO Invoices) ..................................... 64
7.3.2 Entering Accounting Information (Non PO Invoices) .......................... 65
7.4 Approving Invoices .......................................................................... 66
7.5 Rejecting Invoices ........................................................................... 66
7.6 Collaborating in the Approval Portal .................................................. 67
7.7 Managing Attachments .................................................................... 68

8 Approving Invoices Using the Mobile Approval Portal ........ 69

8.1 Signing in to the Mobile Approval Portal ............................................ 69
8.2 Adding a Bookmark to the Home Screen .......................................... 69
8.3 Working with the Mobile Approval Portal Interface ............................. 70
8.4 Approving an Invoice ....................................................................... 74
8.5 Approving Multiple Invoices ............................................................. 74
8.6 Approving Single Lines of an Invoice ................................................ 74
8.7 Rejecting an Invoice ........................................................................ 75
8.8 Referring an Invoice ........................................................................ 75
8.9 Forwarding an Invoice ..................................................................... 76

9 Approving Invoices in the SAP GUI ....................................... 77

9.1 Approve Invoice Entry Screen .......................................................... 77
9.2 Entering Accounting Information ....................................................... 79

iv OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

Table of Contents

9.3 Delegating the Information Entry ...................................................... 80

9.4 Approving Single Lines of an Invoice ................................................ 80
9.5 Approving the Invoice ...................................................................... 82
9.6 Rejecting the Invoice ....................................................................... 82
9.7 Collaborating in the Approval Process .............................................. 82
9.8 Adding and Viewing Attachments ..................................................... 84
9.9 Displaying Processed Invoices ......................................................... 84

10 Working with Shared Service Framework (SSF)

Integration ................................................................................ 85
10.1 SSF Integration Scenarios ............................................................... 86
10.2 Displaying a Service Request .......................................................... 86
10.3 Creating a Service Request Manually ............................................... 87
10.4 Displaying VIM Invoices in a Service Request ................................... 88
10.5 Linking VIM Invoices to a Service Request ........................................ 89
10.6 Feeding the Vendor Factsheet ......................................................... 90
10.7 Displaying Invoices of a Specific Vendor ........................................... 91

11 Working with Supplier Relationship Management (SRM)

Integration ................................................................................ 95
11.1 Emails from the SRM Integration ...................................................... 95
11.2 Handling SRM Related Work Items in the DP Dashboard .................. 96
11.3 Handling SRM Related Work Items in the VIM Dashboard ................. 97
11.4 Checking SRM Related Work Items from VIM Analytics ..................... 98

12 KPI Dashboard: Showing VIM Data in Graphical Charts ..... 99

13 Using VIM Reporting ............................................................. 103

13.1 VIM Analytics: Getting Data Reports ............................................... 103
13.2 Using the VIM Analytics Current Liability Report .............................. 104
13.3 Using the Summary Report ............................................................ 104
13.4 Using the Central Audit Report ....................................................... 105
13.5 Using the Key Process Analytics Report ......................................... 105
13.6 Using the Exception Analysis Report .............................................. 106
13.7 Using the Productivity Report ......................................................... 106
13.8 Using the Aging Report ................................................................. 107
13.9 Using the License Report ............................................................... 107

GLS Glossary 109

VIM070000-UGD-EN-2 User Guide v

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

ii About This Document

VIM can be configured to specific customer needs and to address customer specific
business scenarios. The processing steps and the business context will vary
depending on the system configuration at customer site. Hence the detailed end user
guide needs to be developed at customer site, specific to the processes that are
relevant and to the system configuration.

This document describes the various user interfaces of VIM that are available to
various process participants. Specific functionality might be slightly different in the
customer system and is dependent on the system configuration. If some specific
scenarios are not relevant to your system, skip the corresponding sections.

This document introduces the overall architecture of VIM and describes details of
the various access points and user interface screens. Some of the transactions and
screens are part of the standard SAP ERP system but the content that is displayed is
specific to VIM processing.

The various work items that the user encounters during the processing are displayed
in process specific dashboards. Dashboards are OpenText user interface screens.
Process and invoice specific information and options are displayed as configured in
the system.

ii.i Target Readership

This user guide addresses end users who work with Vendor Invoice Management
(VIM) and provides detailed information about the procedures and options available
when working with VIM. As a prerequisite, users should be familiar with working
in SAP ERP.

VIM070000-UGD-EN-2 OpenText Vendor Invoice Management for SAP Solutions vii

Introduction

ii.ii Conventions
User interface
This format is used for elements in the graphical user interface (GUI), such as
buttons, names of icons, menu items, and fields.

Filenames, commands, and sample data

This format is used for file names, paths, URLs, and commands at the command
prompt. It is also used for example data, text to be entered in text boxes, and
other literals.

Note: If you copy command line examples from a PDF, be aware that PDFs
can contain hidden characters. OpenText recommends that you copy from
the HTML version of the document, if it is available.

KEY NAMES
Key names appear in ALL CAPS, for example:
Press CTRL+V.

<Variable name>
Angled brackets < > are used to denote a variable or placeholder. The user
replaces the brackets and the descriptive content with the appropriate value. For
example, <server_name> becomes serv01.

Internal cross-references
Click the cross-reference to go directly to the reference target in the current
document.

External cross-references
External cross-references are usually text references to other documents.
However, if a document is available in HTML format, for example, in the
Knowledge Center, external references may be active links to a specific section
in the referenced document.

Warnings, notes, and tips

Caution
Cautions help you avoid irreversible problems. Read this information
carefully and follow all instructions.

Important
Important notes help you avoid major problems.

Note: Notes provide additional information about a task.

Tip: Tips offer you quicker or easier ways of performing a task.

viii OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

Introduction

iii Contact Information

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

OpenText Online Communities ( https://communities.opentext.com/communities/

cs.dll/open/OpenTextOnlineCommunity) provide the following resources:
• Usage tips, help files, and best practices for customers and partners.
• Information on product releases.
• User groups and forums where you can ask questions to OpenText experts.

The OpenText Knowledge Center (https://knowledge.opentext.com) is OpenText's

corporate extranet and primary site for technical support. The Knowledge Center is
the official source for the following:
• Product downloads, patches, and documentation including Release Notes.
• Discussion forums, Online Communities, and the Knowledge Base.
• OpenText Developer Network (OTDN), which includes developer
documentation and programming samples for OpenText products.

If you need additional assistance, you can find OpenText Corporate Support
Contacts at http://support.opentext.com/.

VIM070000-UGD-EN-2 User Guide ix

Chapter 1
Understanding Vendor Invoice Management

1.1 What Is 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 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, and SAP NetWeaver® Portal.
• VIM integrates with standard SAP functions: Invoice Verification, Financial
Processing, etc.

VIM consists of the following components:

VIM070000-UGD-EN-2 OpenText Vendor Invoice Management for SAP Solutions 11

Chapter 1 Understanding Vendor Invoice Management

Figure 1-1: VIM components

ICC (Invoice Capture Center)

• Automate the capture of paper invoices by using OCR to extract invoice data.

Document Processing

• Capture invoice metadata.

• Handle suspected duplicate invoices.
• Collaborate with others.

Invoice Approval

• 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.

12 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

1.1. What Is 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: Overlook the invoices in progress in a unified dashboard.

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.

VIM070000-UGD-EN-2 User Guide 13

Chapter 1 Understanding Vendor Invoice Management

1.2 Workflow Scheme

Figure 1-2: Workflow scheme

Each VIM workflow process has the same basic steps:

Validate metadata
The metadata or index data are validated against the SAP database. If validation
fails, an exception is triggered.

Check duplicates
The validated metadata is used to check whether the new invoice has been
entered already. If the new invoice is suspected to be a duplicate of any existing
invoice, an exception is triggered.

Apply business rules

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

14 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

Chapter 2
Accessing Workflows

To access VIM workflows, you have the following options:

• “Accessing Workflows Through SAP Business Workplace” on page 15
• “Accessing Workflows Through Integrated Invoice Cockpit” on page 16
• “Accessing Workflows Using VIM Workplace” on page 19

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

2.1 Accessing Workflows Through SAP Business

Workplace
You can access VIM process workflows through SAP Business Workplace. For details
on SAP Business Workplace, see the SAP Help (http://help.sap.com/saphelp_nw04/
helpdata/en/ae/b82cc8e10611d2a62f0060087a79ea/frameset.htm).

VIM070000-UGD-EN-2 OpenText Vendor Invoice Management for SAP Solutions 15

Chapter 2 Accessing Workflows

2.2 Accessing Workflows Through Integrated

Invoice Cockpit

Figure 2-1: Integrated Invoice Cockpit

The Integrated Invoice Cockpit gathers and displays all your VIM exceptions in one
place. This applies within a single system landscape or a multiple backend system.
You can start the respective dashboard by executing an exception directly from the
Integrated Invoice Cockpit.

To start VIM work items through Integrated Invoice Cockpit:

1. Run the /n/OPT/VIM_IIC transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu
> Reports > Integrated Invoice Cockpit

2. Expand the tree structure.

3. In the table, click to execute the work item and open it in the associated
dashboard.

Toolbar actions The Integrated Invoice Cockpit provides the following actions in the application
toolbar:

Tree Off/Tree On
Switch between view with tree structure and view without tree structure.

16 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

2.2. Accessing Workflows Through Integrated Invoice Cockpit

Open the SAP Business Workplace.

Filter Inactive/Filter Active
Perform a full text search and filter the Integrated Invoice Cockpit for some
important parameters in the Filter Options dialog box.

Table control The Integrated Invoice Cockpit provides the following actions in the table control:
actions
Approve / Reject
Approve or reject one or more selected work items.
Depending on your authorization, the Approve and Reject buttons are
displayed in the table control for exceptions of type Approval.

To approve or reject work items:

1. Select one or more Approval work items and click the Approve or Reject
button.
2. In the confirmation dialog box, click Continue.
If you reject work items, the Rejection Confirmation dialog box opens.
3. Enter comments and reason for rejection and click Continue.
In case of errors, a dialog box informs you about them.

Note: The Integrated Invoice Cockpit also supports approval by

substitutes.

Reserve/ Replace
Reserve/replace a work item. You can also reserve/replace more than one work
item at the same time by selecting several lines.
Reserve
A work item might be visible to more than one user. If the work item has
status Ready, select its line and click to reserve it for you exclusively.
Replace
To replace (unreserve) a reserved work item, select its line and click .
Refer
Refer selected work items to another user. The Integrated Invoice Cockpit
supports bulk referral, which means referring several invoices at the same time.

Limitations
• Bulk referral is only available for DP invoices, which are invoices that
are not yet parked or posted.
• Bulk referral is only available with SAP version 4.7 and higher.
• The Refer button is not available for invoices at the first level (Local
system).

VIM070000-UGD-EN-2 User Guide 17

Chapter 2 Accessing Workflows

• For bulk referral, the Integrated Invoice Cockpit only offers referral
options that are available in every selected invoice. There must be at
least one identical referral option in all selected invoices. For best results,
choose a group of exceptions under Document Process, for example
Missing Item Quantity(PO).

To refer a bulk of invoices to another user:

1. Select several invoices of a group of exceptions, for example Missing Item

Quantity(PO).

2. Click Refer.

3. Select a referral option, like Refer to PO Invoice Buyer.

4. Enter the recipients and click Continue.

5. Enter a comment, and click Save to start the referral.

Select, change, save, and manage layouts for the active node. VIM Baseline
provides default layout variants for all nodes, but you can change the layout
according to your needs. Click to open a context menu.

Display the workflow log with technical details of the selected work item.

Dashboard
Open the OpenText Unified Dashboard for the selected work item. See “Using
the OpenText Unified Dashboard“ on page 43.

Table actions The Integrated Invoice Cockpit provides the following additional actions in the
table:

Release
Release a work item.
The Release icon in the Release: Remove Blocking Reason (Rel) column is only
available for the exception LIV - Price Discrepancy under the exception group
Posted PO Invoices.

To release a work item:

1. Click the Release icon.

2. In the confirmation dialog box, click Continue.

By releasing the work item, you accept the price discrepancy. The price
blocking reason is removed. If the removed price block was the last block
within the invoice (no further blocking reasons for this item and no further
blocked items), the invoice is released.

18 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

2.3. Accessing Workflows Using VIM Workplace

Important
• When releasing the invoice, the cash discount date in the vendor line
item of the accounting document is moved. The system determines
the difference between the current date and the baseline date for
payment and adds it to the cash discount days.
• The Integrated Invoice Cockpit supports releasing invoices only if the
date difference is smaller than 1,000 days.

See “To start VIM work items through Integrated Invoice Cockpit:“ on page 16.

Display the scanned image of the original invoice.

Display and add comments. If comments exist for the work item, the icon is
highlighted. If the work item is locked, for example, because it is executed by a
user, you can only display comments.

Display work item. This function is similar to the Display function in SAP
Business Workplace.

2.3 Accessing Workflows Using VIM Workplace

VIM Workplace is intended as a tool for VIM super users, for example the AP
processor. Other than the Integrated Invoice Cockpit, VIM Workplace allows you to
display lists of your work items that meet a selection you have entered before. You
also can display work items of other users and of your team as a whole.

The Selection Pane enables you to search for your work items using some basic search
criteria and to switch between various views of the data. The Content Pane comprises
the list of work items (Inbox tab; processes on the Pending and Completed tabs),
similar to the Integrated Invoice Cockpit, and the Detail Pane with some additional
information, for example a preview of the invoice.

To open VIM Workplace, run the /n/OPT/VIM_WP transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu >
Reports > VIM Workplace

VIM070000-UGD-EN-2 User Guide 19

Chapter 2 Accessing Workflows

Figure 2-2: VIM Workplace

You can adapt the layout of VIM Workplace completely to your needs.

To change the layout of VIM Workplace:

1. To find all commands to change the layout, open the Settings menu.

2. Try out which settings fit best for you.

The following commands are also available in the application toolbar: Hide
Selection Pane / Show Selection Pane, Hide Detail Pane / Show Detail Pane

Note: To change the layout back to the original settings, click Settings >
Reset Default Settings.

Your changes to the layout are saved and will be resumed when you start VIM
Workplace the next time.

Application You can perform the following actions using application toolbar buttons:
toolbar actions
Note: The actions are also available on the Edit menu.

Switch Work View

Switch between the several available work views.

Personal View
You see only your personal work items.

20 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

2.3. Accessing Workflows Using VIM Workplace

Other User’s View

In the Select User dialog box, enter a user and confirm. You see the work
items of the selected user.

Team View
You see the work items of your entire team.
You can configure your team, using the Configure Team button.

All Items View

You see all items in the system.

Configure Team
Configure the members of your team.
In My General Team Assignment, you see the teams to which you have been
generally assigned. You cannot change the general team assignment from the
VIM workplace. Click the Team Members icon to display the single team
members that are also assigned to the corresponding team.

In My Personal Team Members, you can add and remove users. Click Add
Member or Remove Member. Select the Active check box for each user.

Select System
This is only relevant in a multiple backend system. Select a Single System
from a list of available systems or All Systems to access data of the whole
system landscape.

Selection Pane The Selection Pane controls the data that is displayed in the Content Pane, in the
search result list. According to the Switch Work View settings, the Selection Pane
shows the tabs <User> Inbox, <User> Pending, and <User> Completed. <User>
represents the selected view, for example My for the personal view, or Team for the
team view.

Note: The All view does not provide a Pending tab because the corresponding
data output would not make sense.

The tabs have the following meaning; here the personal view serves as an example:

My Inbox
This tab displays the work items that currently require your attention.

My Pending
This tab displays running processes that you have touched in the past and that
are not currently in your inbox.

My Completed
This tab displays completed processes that you have touched at any point of
time.

To search and display work items using the Selection Pane:

1. Enter search criteria in the Selection Pane.

VIM070000-UGD-EN-2 User Guide 21

Chapter 2 Accessing Workflows

2. To start the search, click Apply.

The search result list displays the work items (or processes) that match your
search criteria. Selection Active is appended to the heading of the list.
The search criteria fields in the Selection Pane become unavailable.

3. To change the search criteria, click Edit, perform your changes, and click Apply
to display the search results.

4. To empty the Selection Pane, for example for a new search, click Reset.

Working with the Content Pane

The columns that are displayed in the Content Pane, in the search result list, differ
according to the selected tab. For example, the Bulk Action column is only available
on the Inbox tab.

Action buttons You can perform the following actions using buttons in the header of the search
result list.

To define the maximum number of hits:

1. Click the Show button

2. Select a value from the Maximum number of hits list or click Other to enter
any suitable number of maximum hits.

Note: The work views Team View and All Items View might display a
lower number of returned hits than you have selected. This is indicated by
an information message at the bottom of the screen. To avoid this, try to
select a higher number of maximum hits.
If you have chosen All Systems to select data of all multiple backend
systems at the same time, the maximum number of hits is valid for each
involved system. Example: Maximum number of hits - 500, involved
backend systems - 3, maximum output result - 1500 hits.

To perform bulk actions:

1. Select the Bulk Action check box for one or more work items in the search
result list.

2. Click the Choose Bulk Action button.

The following bulk actions are generally available, but may be unavailable for
some selection tabs or work views.

• Refer
• Approve
• Reject

3. Follow the instructions in the dialog box that opens.

22 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

2.3. Accessing Workflows Using VIM Workplace

The dialog box also informs you if your action cannot be performed.

Action icons The search result list provides several action icons. The icons work the same way as
in the Integrated Invoice Cockpit; see “Accessing Workflows Through Integrated
Invoice Cockpit” on page 16.

Display multiple agents.

If there are more than one current agents for a work item, this icon is displayed.
To display a list of the agents, click the icon.

Re-route the process.

If displayed in the Re-Route column, click this icon to flexibly route the process
to a new process type or parking reason and a new responsible role.

Recall approval.
If displayed in the Recall approval column, click this icon to recall any pending
approval items back to the AP Processor.

Underlined values in the search result list are links. Click them to access the
underlying transaction or dashboard.

Detail Pane

You can use this part of the Content Pane to display additional information about
the work item/process that is currently marked in the search result list.

Image
Display a preview of the original invoice’s scanned image.

Line Items
Display the indexing line items, corresponding to the Line Items in the DP
Dashboard.

History
Display the history of the work item.
Process Log and Approval Log are displayed.

Comments
Display the comments that have been entered for the work item.
Process Comments and Approval Comments are displayed.

Actual Agents
Display the current work item agents.

VIM070000-UGD-EN-2 User Guide 23

Chapter 3
Working with the DP Dashboard

The Document Processing Document Dashboard (DP Dashboard) is the user

interface for the DP workflow. You can access the DP Dashboard from the SAP
Business Workplace, from the Integrated Invoice Cockpit, and from VIM Workplace.
See “Accessing Workflows“ on page 15.

The DP Dashboard allows you to perform tasks, such as the following:

• Sending documents back to rescan
• Simulating business rules
• Validating and indexing invoice metadata
• Checking for duplicates
• Applying business rules
• Posting invoices for payment

Note: Depending on your company's system configuration, the screens

displayed during the various workflow steps may appear slightly different.

3.1 Screen Layout

The DP Dashboard comprises the following panels, see Figure 3-1.

1
Menu toolbar

2
Application toolbar

3
Options pane

4
Data pane

5
Detail pane

VIM070000-UGD-EN-2 OpenText Vendor Invoice Management for SAP Solutions 25

Chapter 3 Working with the DP Dashboard

Figure 3-1: Panels of the DP Dashboard

3.1.1 Menu Toolbar

The menu toolbar provides standard SAP features and some general VIM actions
that you can perform on a document:

Document

Display/Change
Toggle between display mode and change mode.

Submit
Submit the document. The document is sent to the next step in the
workflow.

Display Image
Display the original invoice document in the document viewer that has been
installed and configured on your desktop. Also available in the application
toolbar.

View Service Requests / Create Service Request

Only relevant for the SSF integration; see “Working with Shared Service
Framework (SSF) Integration“ on page 85.

Edit

Cancel
Cancel the document processing and return to the SAP Business Workplace.

26 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

3.1. Screen Layout

Open Comments
View and add comments to the document. Also available in the application
toolbar.

Set to Obsolete
Set the document to obsolete. The document is removed from the workflow.
Also available in the application toolbar.

Settings

Hide Options
Hide the Process Options pane. Also available in the application toolbar.

Switch Detail Pane Area

Let the Process Options pane and the Data pane switch places with the
Detail pane.

Resize Detail Pane

Enter the desired size of the Detail pane in %.

Hide Detail Pane

Hide the Detail pane. Also available in the application toolbar.

3.1.2 Application Toolbar

The application toolbar provides general actions that you can perform on a
document in the DP workflow. Some actions are also available in the menu toolbar;
see “Menu Toolbar” on page 26.

Note: Depending on the configuration of your system, some buttons might be

missing for the work item you are working on.

Declare as Duplicate
Confirm this document to be a duplicate. See “Checking for Duplicates”
on page 33.

Non Duplicate
Confirm this document to be no duplicate. See “Checking for Duplicates”
on page 33.

Rescan
Send this document back to the scan operator to rescan the document.

Rescan Complete
Set the document status to Rescan is complete. To access the rescan reason,
click Rescan Reason.

Obsolete Reason
Display the obsolete reason if the document is set to obsolete.

Display Errors
Display errors that occurred during document creation, which is executed in
background.

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Chapter 3 Working with the DP Dashboard

Display Messages
Display messages that occurred during business rules processing in background
(Process type 110 - Manual Check Needed for Indexing Lines (PO)).

Simulate Rules
Invoke the Bypass/Simulate Business Rules function; see “Simulating Business
Rules” on page 32.

Help
Display the application help that can be attached by customer.

3.1.3 Process Options Pane

The Process Options pane allows you to perform the following types of options for
the particular work item:

Action
Perform an action on the document, for example Change Doc Type, Park
Invoice, or Post Invoice.
Usually business rules are applied automatically. The Run Business Rules
action re-applies the business rules and validates the document in the
background. After this action is run, the process type might change or the
invoice might go to the next workflow.

Referral
Refer the document to another user, for example Refer to Non-PO AP Processor
or Refer to Vendor Maintenance.

The Receiving Actor column indicates the role that will receive the work item once
the option has been performed successfully.

Note: The options that are actually available in the Process Options pane
depend on your role, the document type, and the business process.

3.1.4 Data Pane

The Data pane allows you to view or enter indexing data for the DP document.

The Data pane comprises the following tabs:

• Basic Data
• Line Items
• Accounting
• Tax
• Process

The respective tabs provide the following information and action buttons:

28 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

3.1. Screen Layout

Basic Data
This tab lists Vendor, Recipient and Invoice data. The following action buttons
are available:
Display Vendor
Click this button to open the Display Vendor: Address dialog box where
you can enter details of the vendor.
Display Bank
Click this button to open the Display Vendor: Payment transactions dialog
box where you can enter details of the vendor.
Edit OTV
Only available if the entered vendor is a one-time vendor. Click this button
to open the Address and Bank Data dialog box, where you can enter details
of the vendor.
The following action buttons are only available for PO invoices:
DN List
Click this button to open the Delivery Note List dialog box, where you can
enter delivery note information. You can use this information to find the line
item proposals.
PO List
Click this button to open the Purchase Order List dialog box, where you can
enter purchase order information. You can use this information to find the
line item proposals.
Line Items
This tab comprises the PO Reference tab (only for PO invoices) and the G/L
Account tab. You can enter and edit line item information.
On the G/L Account and the PO Reference tab, you can move the lines up or
down (and therefore change the line items). You also can search columns and
sort columns.
Besides the standard SAP buttons, like Insert Line, Delete Lines, Copy Lines,
Select All, and Deselect All, the following processing options are available:
PO Reference tab
• For PO documents, the PO Reference tab shows the indexing lines with
reference to a PO and also provides access to the PO proposal lines,
according to the system settings.
• The PO Reference tab also provides enhanced manual matching
functionality: A matching status icon (Matching St column; set manually or
automatically) shows the matching status of the PO lines with the proposal
lines. The matching status is shown as successful for one line item if all PO
“main” reference data is identical with the corresponding proposal data:
• PO number and PO item
• Material number and material item and material year

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Chapter 3 Working with the DP Dashboard

• Sheet number and sheet item

• Condition type

Like in transaction MIRO, the work finished indicator check box enables you
to check lines which have already been manually processed on the screen.
This indicator is not set automatically in background for any matching
processing or used during document creation (parking/posting).
• The PO Reference tab provides the following action buttons for the PO lines:

Move to Unplanned Costs: Mark line(s) and click this button to move
the line(s) to unplanned costs. The line item(s) amount(s) will be
summed up on the header field Unplanned costs and the line item(s)
will be removed. Thus you can easily handle additional cost lines
imported from ICC to SAP ERP, which could not be processed
automatically.

Move to G/L: Mark line(s) and click this button to move the line to the G/
L Account tab. The line items will be processed like G/L accounting lines
in the MIRO transaction. Thus you can easily handle additional cost lines
imported from ICC to SAP ERP, which could not be processed
automatically.
Match All
Only available if your system is configured accordingly. Click this button
to run the baseline process types 109 Unable to determine PO line no
(PO) and 110 Manual Check Needed for Indexing Lines (PO). The
matching status is set accordingly in the line items for matched lines.
• The PO Reference tab provides the following action buttons for the PO
proposal lines:
Propose Lines
Get the proposal lines of transaction MIRO for the corresponding PO
reference category (Purchase Order/Scheduling Agreement or
Delivery Note) and item type (Goods/service items and/or Planned
delivery costs).

Discard Lines
Clear the proposal lines. Click this button also to recreate the proposal.

Match line: Mark a single PO line and a single proposal line and click
this button to match these two lines. The matching status is set
accordingly for these lines. The PO “main” reference data is moved from
proposal data to line data.

Insert Invoice Lines: Mark line(s) and click this button to move the
line(s) to the PO lines at the end.

30 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

3.1. Screen Layout

Replace Invoice Lines: Mark line(s) and click this button to replace the
PO lines with your proposal selection.

G/L Account tab

• For NPO documents, the G/L Account tab shows the corresponding line
items.
• For PO documents, the G/L Account tab shows the indexing lines with
reference to a G/L. For a PO document, lines with PO reference are
mandatory. The G/L Account tab cannot be used to post only G/L lines. For
PO documents, the G/L Account tab must only be used to post or park
additional cost lines.

Accounting
This tab lists Header, Payment and Additional data. The Display Vendor button
is available. In case of a one-time vendor, the Edit OTV button is available.

Tax
This tab lists Header and Tax data. The Display Vendor button is available. In
case of a one-time vendor, the Edit OTV button is available.

Process
This tab lists Document data and Process and Archiving information.
The Process tab also shows duplicated invoices in case of duplicate processing
for the corresponding role and process type (Suspected Duplicates).

3.1.5 Detail Pane

The Detail pane provides 3 different views that you can control using the following
buttons:

Image
Display the scanned image of the original invoice.

History
Display Process History and Approval History of the document.

Comments
Display approval and process comments of the document.

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Chapter 3 Working with the DP Dashboard

3.2 Simulating Business Rules

The bypass/simulate option allows the AP department to influence the whole DP
processing. You also get visibility over the whole business rules applied to the
document, depending on configuration and business data. The bypass/simulate
rules are only available if role and process type are configured accordingly.

The bypass/simulate option provides access to all business rules which 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.

To bypass/simulate a business rule:

1. In the application toolbar, click Simulate Rules.

The Bypass/Simulate Business Rules for DP Document <Document number>
dialog box opens, showing all steps and their status.
In the Status column, the following icons can be displayed:

Business rule failure (exception)

Business rule success (no exception)

Business rule in wait status

2. Click in the Bypass column.

3. In the Confirm Activation dialog box, click Yes.

4. In the Bypass Comments for Rule dialog box, enter comments and click Save.

The icon in the Bypass column changes to which means the business rule is
selected to bypass.

5. To activate the business rule, click the icon. This changes the icon to .
You can view comments entered in this step and status messages from business
rules in the Detail pane, in the Process History.

6. Repeat this procedure for all steps that need to be bypassed.

7. Close the Bypass/Simulate Business Rules popup.

8. In the Process Options pane, click Run Business Rules.

This will reapply business rules and skip the business rules which you selected
to bypass.

32 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

3.3. Validating and Indexing Invoice Metadata

3.3 Validating and Indexing Invoice Metadata

If Optical Character Recognition (OCR) is used, the system will extract and insert
metadata from the original invoice into the Data pane automatically. However,
depending on your system configuration, you may have to index additional
metadata manually. In any case, you have to validate the correctness of the
automatically inserted metadata.

Without OCR, you must index the invoice metadata manually.

To index metadata manually:

1. From the SAP Business Workplace, the Integrated Invoice Cockpit, or the VIM
Workplace (see “Accessing Workflows“ on page 15), open a document in the
DP Dashboard.
For details about the DP Dashboard, see “Screen Layout” on page 25.

2. If the scanned image of the original invoice is not displayed in the Detail pane,
click Image in the Detail pane.

Important
The layout of the indexing fields, which fields are displayed, and which
fields are mandatory, has been configured according to the needs of
your company.

3. Depending on your configuration, enter the required values in the tabs of the
Data pane, especially in the Line Items tab.

4. To submit the document with the values that you have entered, click .

If indexing values are missing when you click , the system displays an error
message, showing the missing indexing value.
After submit, DP business rules and Invoice Exception business rules apply to
the document. If no exceptions are found, the invoice is posted automatically.

3.4 Checking for Duplicates

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

As a prerequisite, you must be assigned to the Duplicate Checker role.

To check for duplicates:

1. Access the DP Dashboard for a suspected duplicate.

For details about the DP Dashboard, see “Screen Layout” on page 25.

2. In the Data pane, make sure the Process tab is displayed.

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Chapter 3 Working with the DP Dashboard

The Duplicate Index Records area shows all the documents that might be a
duplicate. You can use it to determine if the document is really a duplicate or
not.

3. To display the scanned image of one of the suspected duplicates, click the
button in the Image column of the Duplicate Index Records area.

4. Confirm the document as duplicate or not duplicate:

• “To confirm the document as duplicate:“ on page 34

• “To confirm the document as not duplicate:“ on page 34

To confirm the document as duplicate:

1. In the DP Dashboard, click Declare as Duplicate in the application bar.

2. In the Confirm Duplicate dialog box, click Yes to confirm the document as
duplicate.
The document becomes obsolete.

To confirm the document as not duplicate:

1. In the DP Dashboard, click Non Duplicate in the application bar.

2. In the Confirm Not Duplicate dialog box, click Yes to confirm the document as
not duplicate.
The document is submitted and continues the workflow. If there are no
exceptions, the document is posted.

3.5 Posting Invoices for Payment

Direct posting of an invoice from DP is done automatically. That means if the
indexer enters the indexing data and submits, the invoice is posted automatically, if
there are no exceptions. You can perform a manual posting from various dashboards
in VIM.

Prerequisite

• You are assigned to the Indexer or Account Payable Processor role.

To post an invoice for payment:

1. Open the DP Dashboard for a document that is suited for posting.

For details about the DP Dashboard, see “Screen Layout” on page 25.

2. Make sure the Process Options pane is displayed.

3. Click Post Invoice.

34 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

3.6. Running Year End or Month End Procedure for DP Documents

The invoice is posted in background or the corresponding SAP transaction

(FB60 for NPO; MIRO for PO) is called, depending on your system configuration.

3.6 Running Year End or Month End Procedure for

DP Documents
Whenever the posting date of a DP 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. For a
description how to deal with this case, see section 16 “Running Year End/month End
Procedure for Parked and DP Documents” in OpenText Vendor Invoice Management
for SAP Solutions - Administration Guide (VIM-AGD).

VIM070000-UGD-EN-2 User Guide 35

Chapter 4
Working with the Invoice Exception Dashboards

The Invoice Exception dashboards (IE dashboards) are the user interfaces for
processing documents through the Invoice Exception processes (IE processes).

You can access the IE dashboards from the SAP Business Workplace or the
Integrated Invoice Cockpit; see “Accessing Workflows“ on page 15.

The general screen layout of all IE dashboards is very similar. See “General Screen
Layout” on page 38.

IE processes comprise the following processes with their respective dashboards:

IE processes and dashboards

PO parking process

PO Parked Invoice Dashboard

Whenever a PO invoice gets parked for a specific reason, the process
triggered depends on the chosen parking reason and the type of the
document.
All participants of the process receive a Process Dashboard for Parked
Invoice – <document number> work item in their PO Parked Invoice
Dashboard folder in the SAP Business Workplace. Opening the work item
displays the PO Parked Invoice Dashboard for the work item. The PO
Parked Invoice Dashboard enables you to perform all actions needed to
address the particular exception.

PO blocking process
A PO based invoice that is posted can get blocked for various reasons, primarily
for price or quantity discrepancies. For each of the invoice line blocks, a
workflow is triggered. The actual process depends on the block reason for the
particular item.

PO Invoice Dashboard (Line level)

A line level block means that an invoice is blocked and it must be resolved
at line level. Line level means the accounting information like cost
assignment, cost center, or G/L.
An example for a line level block is Quantity Discrepancy. Line level block
process options include Create PO, or Post Goods Receipt.
All participants of the process receive a work item in the SAP Business
Workplace, called Process Dashboard for Invoice - <document number>.
Opening the work item displays the PO Invoice Dashboard (Line level) for
the work item. The PO Invoice Dashboard (Line level) enables you to
perform all actions needed to address the particular exception.

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Chapter 4 Working with the Invoice Exception Dashboards

PO Invoice Dashboard (Header WF)

After all exceptions are resolved on line level, the invoice is at header level.
Header level means the overall invoice information, like currency, net
amount, tax amount, or vendor address. At header level, you can only
perform actions on the invoice as a whole such as Post, Park, or Cancel.
All participants of the process receive a work item in the SAP Business
Workplace, called Header Lvl dashboard - <document number>.
Opening the work item displays the PO Invoice Dashboard (Header WF) for
the work item. The PO Invoice Dashboard (Header WF) enables you to
perform all actions needed to address the particular exception.

Non PO parking process

Non-PO Invoice Dashboard

Whenever a Non PO invoice gets parked for a specific reason, the process
triggered depends on the parking reason chosen at the time of parking the
document.
All participants of the process receive a Process Dashboard for Parked
Invoice – <document number> work item in their Non-PO Invoice
Dashboard folder in the SAP Business Workplace. Opening the work item
displays the Non-PO Invoice Dashboard for the work item. The Non-PO
Invoice Dashboard enables you to perform all actions needed to address the
particular exception.
If Invoice Approval is implemented and used, the Approver history panel is
displayed at the bottom of the Non-PO Invoice Dashboard. The Approver
history panel shows you the stack trace (logs) of all the actions on coding
and approving the particular invoice.

4.1 General Screen Layout

This section describes the general screen layout of all IE Dashboards. For the
specifics of the particular IE dashboards, see IE processes and dashboards
on page 37. Figure 4-1 on page 39 shows the PO Parked Invoice Dashboard as an
example.

38 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

4.1. General Screen Layout

Figure 4-1: Example: PO Parked Invoice Dashboard

Note: Depending on the configuration of your system, some buttons might be

missing for the work item you are working on. The screens of the various
workflow steps may appear different than in this example.

Menu Toolbar
The menu toolbar provides the VIM action Edit > Create/Edit Comments as well as
standard SAP features.

Application Toolbar
The application toolbar provides general actions that you can perform on a
document. The following buttons are available:

Create/Edit Comments
Add comments to the document or edit existing comments.

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Chapter 4 Working with the Invoice Exception Dashboards

Dashboard
Access the OpenText Unified Dashboard; see “Using the OpenText Unified
Dashboard“ on page 43.

Information Panel
The Information panel is titled differently in the particular IE dashboards, for
example Parked Document Information in the PO Parked Invoice Dashboard. The
Information panel provides general data about the invoice and gives you access to
other background information:

SAP Invoice
Display the SAP invoice.
Orig. Invoice
Display the scanned image of the original invoice.
Purchase Order
Display the Purchase Order (PO) of the invoice

Only in the PO Invoice Dashboard (Line Level):

PO History
Display the history of the invoice's Purchase Order (PO).
Goods Receipt
Display the respective Goods Receipt.

Process Options
The Process Options panel lists the options that are available for the particular work
item.

Note: The options that are actually available in the Process Options panel
depend on your role, the document type, and the business process.

Actions
Perform an action on the document, for example Change/Post (PO) or Change
Park Reason.
In the PO Invoice Dashboard (Header WF), the Send Back option sends the
invoice workflow back to the previous user.
Referral
Refer the document to another user, for example Refer to PO Invoice AP
Processor or Refer to Vendor Maintenance.
Authorization
Only for the PO Invoice Dashboard (Line Level): Authorize others to perform
options, for example Authorize AP to Cancel Invoice or Short Pay.

The Receiving Actor column indicates the role that will receive the work item after
the option has been performed successfully.

40 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

4.2. Running Year End or Month End Procedure for Parked Documents

Process History
The Process History panel lists all processes for the particular work item.

4.2 Running Year End or Month End Procedure for

Parked Documents
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. For a
description how to deal with this case, see section 16 “Running Year End/month End
Procedure for Parked and DP Documents” in OpenText Vendor Invoice Management
for SAP Solutions - Administration Guide (VIM-AGD).

VIM070000-UGD-EN-2 User Guide 41

Chapter 5
Using the OpenText Unified Dashboard

OpenText provides a standard and unified dashboard for all invoices.

5.1 Accessing the Unified Dashboard

• From the invoice document itself, displayed in one of the Invoice Exception
dashboards: Click Dashboard in the application toolbar.
• From the Approve Invoice entry screen. Click Unified Dashboard in the
application toolbar.
• From VIM Analytics. Click Dashboard in the ALV grid control.

Figure 5-1 shows an example of a unified dashboard for a PO invoice.

Figure 5-1: Unified dashboard example

VIM070000-UGD-EN-2 OpenText Vendor Invoice Management for SAP Solutions 43

Chapter 5 Using the OpenText Unified Dashboard

5.2 Displaying Invoices in the Unified Dashboard

1. Run the appropriate transaction:

DP invoices
/OPT/VIM_1AX13

PO invoices
MIR4

Non PO invoices
FBV3

2. Enter invoice details, like the document number, and click Display
Document, or press RETURN (in FBV3).

3. Click the icon to the left of the screen title to open the Services for Objects
menu and click Workflow > OpenText DashBoard.

44 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

Chapter 6

Approving Invoices Using the New OpenText

Approval Portal Interface

VIM 7.0 SP2 introduces a completely reworked OpenText Approval Portal

(Approval Portal) interface. The new interface provides an easy-to-use, intuitive
layout, which enables you to fulfill approval tasks quickly.

Note: This chapter describes how to use the new Approval Portal interface. For
a description of the “old” Approval Portal, see “Approving Invoices Using
OpenText Approval Portal“ on page 57.

The following configurations are required in the browser:

• The new Approval Portal supports Internet Explorer 9.0 and higher, Firefox 17
and higher, Chrome 22 and higher, and Safari 5.0 and higher.

Note: For Internet Explorer, some settings need to be performed. Ask your
administrator.
• JavaScript must be enabled.
• If you want to automatically display invoice images, the popup blocker must be
turned off.

The following roles typically work with the Approval Portal:

Coder
Person who enters the accounting information on invoices to allocate the cost

Requester
Person who requested goods and services for Non PO invoices

Approver
Person who approves invoices

To access the Approval Portal:

• Sign in to the Approval Portal.

Alternatively, sign in to the SAP NetWeaver Portal and navigate to the
Approval Portal.

Note: The title and the way to navigate to the Approval Portal might be
different on your system as it is defined by the administrator. Ask your
administrator or the AP personnel for correct information.

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Chapter 6 Approving Invoices Using the New OpenText Approval Portal Interface

Note: The fields displayed in the Approval Portal might be different because
the field layout can be fully customized.

6.1 Working with the New Approval Portal

When you start the Approval Portal, the Invoice Approval page is displayed. All
invoices that require your attention are listed in the navigation area on the left,
under Inbox. To open an invoice, click it in the inbox.

To switch to your processed invoices, click History in the navigation area. For more
information, see “Displaying Information on Processed Invoices” on page 53.

On the Invoice Approval page, the Basic data of the top invoice in the inbox is
displayed. This includes Invoice Data and Invoice History. For more information,
see “Viewing and Editing Invoice Header Data” on page 49.

When you perform any action that lets the top invoice disappear from the inbox, for
example approving, the next invoice becomes the top invoice.

You can switch to the following tabs:

Comments
For more information, see “Viewing and Adding Comments” on page 50.

Cost Assignment
For more information, see “Entering Accounting Information” on page 50.

Attachments
For more information, see “Viewing and Uploading Attachments” on page 52.

The inbox displays the following status information for particular invoices:

On Behalf
An invoice that you have received as the delegate of another user

46 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

6.2. Approving Invoices

Pending
An invoice that you have referred to another user, for example for clarification
purposes

Referred
An invoice that another user has referred to you.

Sorting Work Items in the Inbox or the History

You can sort work items in the inbox or the history according to your needs. When
started, the inbox is sorted by the incoming date of invoices, the history is sorted by
the process date of invoices. As sorting criteria, you can use the properties that are
shown for each invoice in the inbox or the history.

To sort the inbox or the history:

1. Select the sorting criteria, for example Creation Date, from the Sort By list.

2. To change the sorting order of the invoices, click or next to the Sort By list.

6.2 Approving Invoices

To approve an invoice:

1. Navigate to the invoice that you want to approve and open it.

Note: To approve more than one invoice at a time, use the bulk approval
feature. For more information, see “Processing Multiple Work Items”
on page 53.

2. In the top area of the Inbox, click Approve.

3. If the Override Approver list is displayed and you want to override the
approver that is displayed in the Next Approver field, select the person that you
want to approve the invoice.

To search for a different person, click the icon.

4. If necessary, enter comments.

Note: Depending on the configuration, entering a comment might be

required or optional.

5. To approve the invoice, click Continue or Approve.

Depending on the configuration, the approved invoice is forwarded to the next
approval step if there is any, is posted, or is routed back to Accounts Payable for
further processing.

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Chapter 6 Approving Invoices Using the New OpenText Approval Portal Interface

6.3 Rejecting Invoices

To reject an invoice:

1. If you want to reject an invoice that you have currently open, click Reject.

Note: To reject more than one invoice at a time, use the bulk rejection
feature. For more information, see “Processing Multiple Work Items”
on page 53.
2. In the Add Comment field, enter a reason for the rejection, and click Reject to
reject the invoice.
3. If prompted to do so, select a rejection reason.
Depending on the configuration, the invoice is sent back to the previous
approver if there is any, or is routed back to Accounts Payable for further
processing.

6.4 Forwarding Invoices

You can forward an invoice to another user to take care of it. A forwarded invoice
disappears from your Inbox because it is now owned by the other user.

To forward an invoice:

1. If you want to forward an invoice that you have currently open, click Other
Actions > Forward.
2. Select the user to forward to from the Forward To list.
Alternatively, to search a person, click the icon.
3. Enter an optional comment and click Forward.

6.5 Referring Invoices

You can refer an invoice to another user, for example to request more information.
You stay the owner of the referred invoice; that means, even if the referee does not
send back the work item, you always can process it finally.

To refer an invoice for more information:

1. If you want to refer an invoice that you have currently open, click Other
Actions > Refer.
2. Select the user to refer to from the Send To list.
Alternatively, to search for a person, click the icon.

Wait for Feedback

By default, the check box is cleared. That means, you do not wait for the
referee’s feedback but still want to have the work item in your inbox. This

48 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

6.6. Viewing and Adding Handling Instructions

behavior persists, even if you have disabled the option Show Invoices with
Pending Feedback in Personalize (see “Personalizing Your Views of the
Approval Portal” on page 54). In this case, the referred invoice stays in
your inbox with status Pending.
Select the Wait for Feedback check box to have the work item show up in
your inbox, as configured in Personalize.

Note: In the SAP GUI approval screen, this setting moves the invoice
to your Resubmission folder.

You can end the transfer of the work item, manually. In case you approve or
reject the invoice before the referee feedback, the work item in the referee’s
inbox will be automatically terminated.

3. Enter an optional comment and click Refer to confirm the referral.

6.6 Viewing and Adding Handling Instructions

You can view and add handling instructions on the Basic Data tab.

To view and add handling instructions:

1. To display handling instructions that are already entered, click the Handling
Instructions link in the Basic Data tab.

Important
If Handling Instructions have been entered, the document will not get
auto-posted after approval. An AP accountant must process and post it
manually.

2. To add handling instructions, click the Add Handling Instructions link at the
same location, enter instructions and save.

6.7 Viewing and Editing Invoice Header Data

You can view and edit invoice header fields on the Basic Data tab.

To display and edit invoice header data:

1. To display invoice header fields, click the Basic Data tab.

2. Edit fields in Invoice Data and click Save.

Important

Make sure you save your changes before you switch to another tab or work
item. If you do not save, your changes are lost.

In Invoice History, you see a list of actions that have been performed on the invoice,
with user name and date and time.

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6.8 Viewing and Adding Comments

You can view existing comments or enter new comments on the Comments tab.

To display and add comments:

1. To display comments that are already entered, click the Comments tab.
Existing comments are displayed in the Comments list with the name of the
author and the date.

2. To add a comment, enter text in the Enter Text field and click Save next to the
field.
Your comment is transferred to the Comments list.

Important

Make sure you save your comments before you switch to another tab or
work item. If you do not save, your comments are lost.

6.9 Entering Accounting Information

You can view line item information (for PO invoices) and enter accounting
information (for Non PO invoices) on the Cost Assignment tab.

Important

Make sure you save your changes before you switch to another tab or work
item. If you do not save, your changes are lost.

Prerequisites

• To enter accounting information, you must be assigned to perform coding.

• Consult your Accounts Payable department for details on the account
information you need to enter.

Line item VIM 7.0 introduces the line item approval feature. You can code and approve single
approval lines of an invoice. Your permission to approve a line depends on the cost center of
the line. Other lines of the invoice with other cost centers will be approved during
the approval process by the responsible user. On the Cost Assignment tab, the lines
you are permitted to approve are highlighted.

To enter accounting information for a Non PO invoice:

1. Enter the required accounting information. See Actions for entering accounting
information on page 51.

2. When you have finished entering accounting information, click Save.

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6.9. Entering Accounting Information

Actions for entering accounting information

Add Row
Add another row for accounting data.

Delete a row.

Open a search help for the respective field.

Open the Profitability Segment dialog box. For details, see “Profitability
Segment” on page 51.

Copy the row to a new, duplicate row.

and
Expand or collapse the Additional Accounting Entry view.

Calculate
Calculate the balance. For details, see “Calculate” on page 52.

Save
To save your entries, click Save.

Profitability Segment
A profitability segment is a way of accounting, similar to a cost center, for example.
A profitability segment is defined by a combination of characteristic values. The
profitability segment is applicable only for Non PO documents.

Profitability segment prerequisites

• The profitability segment is enabled for the company code.

• In the Approval Portal configuration, the Profitability Segment button is
enabled.
• The profitability segment fields are maintained in SAP ERP.

To open or add the profitability segment:

1. On the Cost Assignment tab, click the Profitability Segment icon in the
corresponding line.

2. In the Profit Segment dialog box, enter data.

3. To save the profitability segment, click Save.

To delete the profitability segment, click Delete.

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Chapter 6 Approving Invoices Using the New OpenText Approval Portal Interface

Calculate
On the Cost Assignment tab, the Calculate button is available.

Calculating refers to the following values for the invoice, dependent on the Auto-
Calcul Tax setting:

Auto-Calcul Tax selected

• Tax Amount
• Net Amount
• Percentage
• Item Amount
• Balance

Auto-Calcul Tax cleared

• Net Amount
• Percentage
• Item Amount
• Balance

If you change the value in the Percentage field, the value in the Item Amount field is
deleted. Similarly, if you change the value in the Item Amount field, the value in the
Percentage field is deleted.

6.10 Viewing and Uploading Attachments

On the Attachments tab, you can view attachments that have been uploaded to the
respective invoice before, and you can upload attachments.

Existing attachments are displayed at the bottom of the tab showing the user name
and the date of the upload.

To upload attachments:

1. Open the Attachments tab.

2. To enter a new attachment to the current invoice, click Browse, navigate to the
attachment and click Open.

3. Enter a description of the new attachment in the Add Description field.

4. Click Upload.

Tip: You can delete attachments that you have uploaded.

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6.11. Viewing the Invoice Image

6.11 Viewing the Invoice Image

On the Invoice Approval page, you can view the image of the current invoice. Click
View Invoice.

Note: According to your settings in Personalize, the image might be displayed

automatically when you open the invoice.

6.12 Processing Multiple Work Items

Using the inbox, you can perform the same action on multiple invoices at the same
time.

To process multiple work items:

1. To mark more than one invoice, click Enable Multi-Select.

2. In the inbox, select the invoices that you want to perform the action on.

3. Click Approve Selected, Reject Selected, or Other Actions (if available).

Note: The system processes work items that have sufficient data for the
selected action. For work items that require information for the selected
action, the system shows respective error messages.

For more information, see “Approving Invoices” on page 47 and “Rejecting

Invoices” on page 48.

6.13 Displaying Information on Processed Invoices

The history displays the invoices that you have processed. To open the history, click
History in the navigation area on the left. The processed invoices are displayed in
read-only mode. By default, 100 invoices are displayed.

Interface The interface of the history uses the same pattern as the inbox, so you find
information quickly. Entered comments are shown in a compact way in Invoice
History on the Basic Data tab.

To search for invoices in the history:

1. To open the search dialog box, click the icon next to History in the navigation
area.

2. In the Search dialog box, enter criteria for your search.

3. To display additional criteria, click the More Criteria link.

Include Delegation
To display documents that you have processed on behalf of another user,
select this check box.

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Chapter 6 Approving Invoices Using the New OpenText Approval Portal Interface

Include archived document

To display documents that are archived, select this check box.

4. Click the Search button.

The search result is displayed as a list of invoices under History.

5. To return to the default view of the history with the latest 100 invoices, click
History in the navigation area.

6.14 Personalizing Your Views of the Approval Portal

You can specify general personal settings of the Approval Portal, for example the
language. To open the Personalization page, click the button with your login name
(User menu) in the header, and then click Personalize.

Using the User menu, you can also specify settings for delegation (see “Specifying
Settings for Delegation” on page 55), and you can sign out of the Approval Portal.

Notes

• If you perform changes, save them and refresh the browser, or sign out and
sign in again to see the changes.
• To return to the Invoice Approval page without saving, click Back.

On the Personalization page, the following settings are available:

SAP System
Select which SAP ERP system you want to use as default system for the
Approval Portal. If multiple logical systems can be selected, only the first logical
system is considered. This will apply to the following settings:

• Fields for Navigation Views

• Region and Language

General Settings

Invoice Document
Specify options how the invoice image is displayed.
On Request Only: The invoice will not be displayed by default but only if
you click View Invoice.

Pending Invoices
Select Show Invoices with Pending Feedback to display invoices that you
have referred to another user in your inbox.

Email Notification
Select Receive Email Notification when New Invoices Arrive to receive an
email notification for new incoming invoices.

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6.15. Specifying Settings for Delegation

Inbox
In Fields for Navigation Views, specify which fields are displayed in the inbox
and the history: Drag fields to the wanted location in one of the columns. To
change the sorting order of fields, move fields inside the column.
The Available Fields column lists all possible fields.
The Current Fields column lists the fields that are displayed in the inbox and the
history.

Region and Language

In Region and Language, configure default values for language, date format,
time zone, and decimal notation to be used throughout the Approval Portal.

6.15 Specifying Settings for Delegation

You might want to specify another user as permanent delegate for coding. You
might also be on vacation for some time and need a delegate for this period. To
maintain delegation settings, click the User menu in the header, and then click
Delegate.

Notes

• If you perform changes, save them and refresh the browser, or sign out and
sign in again to see the changes.
• To return to the Invoice Approval page without saving, click Back.

Default Coder
Select the Default Coder check box and enter the user that you want to act as a
permanent delegate for coding. To search for the user, click .
The following restrictions apply:

• The default coder setting is provided for the requester role in the approval
process. Requesters can use it to automatically reroute incoming invoices to
the selected user if they do not want to perform coding.
• The user that is selected as default coder must have appropriate permissions.
• The default coder is considered only for new invoices that come in after you
have applied the default coder setting.

Delegation
Select the Assigned Delegate check box and enter the user that you want to act
as a temporary delegate. To search for the user, click the button.
In Valid From and Valid To, enter the time frame of your absence.
To add a delegate for another time of absence, click Add Row.
To remove rows, click the Remove link.

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Note: Be aware that the row is deleted without further warning when you
click Remove, even if it contains content.

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Chapter 7
Approving Invoices Using OpenText Approval
Portal

The OpenText Approval Portal (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.

Note: This chapter describes how to use the “old” Approval Portal. For a
description of the new Approval Portal interface, which is delivered with VIM
7.0 SP2, see “Approving Invoices Using the New OpenText Approval Portal
Interface“ on page 45.

The following configurations are required in the browser:

• The Approval Portal supports Internet Explorer 6.0, Internet Explorer 7.0, and
Internet Explorer 8.0.
• JavaScript must be enabled.
• If you want to automatically display invoice images, the popup blocker must be
turned off.

7.1 Working with the Invoice Approval Page

The Invoice Approval page comprises the following sections:
• Invoice Approval (Inbox)
• Processed Invoices

To access the Invoice Approval page:

• Login to the Approval Portal.

Alternatively, log in to the SAP NetWeaver Portal and navigate to the Approval
Portal.

Note: The title and the way to navigate to Invoice Approval might be
different on your system as it is defined by the administrator. Ask your
administrator or the AP personnel for correct information.

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Chapter 7 Approving Invoices Using OpenText Approval Portal

Note: The fields displayed in the Inbox might be different because the field
layout can be fully customized.

7.1.1 Invoice Approval Page (Inbox)

The Inbox contains a list of invoices that require your action. The following actions
are available:
• Opening the Processing Invoice page with details on the selected invoice
• Opening the invoice image
• Approving invoices

Notes
• Approving or rejecting is only available if you are not required to do any
coding.
• You can select multiple invoices for approval or rejection at the same
time: Select the check boxes of the invoices, and then click Approve
Selected Invoices or Reject Selected Invoices.
These buttons are only available if the system is configured accordingly.
• Rejecting invoices
• Managing attachments
• Displaying the invoice's history

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7.2. Personalizing the Approval Portal

Note: As the assigned user, you can choose a substitute, for example if you are
on vacation. If the substitute reserves the work item or starts working, the
work item in the Approval Portal is still accessible for you as the assigned user.

7.1.2 Processed Invoices Page

The Processed Invoices page shows invoices that you have processed. You must
perform a search to get your processed invoices. The More link allows you to enter
multiple search criteria for a field.

Invoices list
You have access to the details of your processed invoices. In addition, the list
shows the current status of the invoice. Access to the processed invoices is in
read-only mode.

7.2 Personalizing the Approval Portal

The Personalize page allows you to maintain general settings of the Approval
Portal. To open the Personalize page, click the Personalize link in the header.

If you perform changes, save them and click Refresh or log out and log in again to
see the changes.

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View

Default SAP System

Select which SAP ERP system you want to use as default system for your
Invoice Approval page. If multiple logical systems can be selected, only the first
logical system is considered. This will apply to the following settings:

• Number of Invoices shown per page

• Available Fields/Current Fields
• Regional Settings

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7.2. Personalizing the Approval Portal

General Settings

Show Invoice
Clear the check box to configure that View Invoice must be clicked to display
the invoice image in the detail page.

Tip: If the check box is cleared, the options in the list are not considered.

Select the check box, and then select an option to indicate where the invoice
image should be displayed when opening the detail page.
Open Processed Details
Select this check box to automatically open the Invoice Detail section in the
Processing Invoice page.
Open History
Select this check box to automatically open the History section in the Processing
Invoice page.
Receive Email Notification when New Invoices Arrive
Select this check box to receive an email notification for new incoming invoices.
Retrieve History in Processed Invoice List
Select this check box to display the History column in the Processed Invoices
list.
Clearing the check boxes speeds up the retrieval of the Processed Invoices list.
By default, the check box is cleared.

Inbox Settings

Maximum Number of Invoices per Page

Enter the number of invoices to be displayed on one page in the Inbox.
Show Referred Invoices
Select this check box to display all referred invoices in the Inbox.
Clear this check box to avoid displaying invoices that are referred or waiting for
feedback from the referee in the Inbox.
Retrieve History
Select this check box to display the History column in the Inbox.
Clearing the check boxes speeds up the retrieval of the Inbox. By default, the
check box is cleared.
Available Fields/Current Fields
This area allows you to configure which columns (fields) are displayed in the
Inbox.

Note: The following fields are always displayed and cannot be configured:
• Invoice Doc No
• Invoice Status (Processed Invoices list, only)

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• View Image
• Actions column with Approve and Reject
• History

The Available Fields list shows all available fields for the Inbox and the
Processed Invoices list.
The Current Fields list shows the fields that are currently displayed in the
Inbox.
You can use the following buttons to configure the display of fields:
Add
Mark a field in the Available Fields list and click Add to move the field to
the Current Fields list.
Delete
Mark a field in the Current Fields list and click Delete to move the field
back to the Available Fields list.
Up
Mark a field in the Current Fields list and click Up to move the field up in
the sequence.
Down
Mark a field in the Current Fields list and click Down to move the field
down in the sequence.

Regional Settings
The Regional Settings area allows you to configure default values for language,
decimal notation, date format, and time zone to be used throughout the Approval
Portal.

Workflow Settings
In the Workflow Settings area, you can configure settings like the default coder, the
maximum number of list items, and delegation.

Default Coder
Select the default coder that you want to do the coding.
Maximum number of List Items
Determine how many names to be displayed in the drop-down list for
previously selected persons, for example in the drop-down list in Default
Coder.
Delegation Settings
If you set up a delegation, the delegate will receive your invoices in their Invoice
Approval list. This is useful, for example, if you are on vacation.
To add a new delegate, click Add Row. Use the following parameters to
configure the delegation:

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7.3. Working with the Processing Invoice Page

Assigned Delegate
Select a person from the list.

Valid From/Valid To
Enter the time during which the delegate will receive your invoices.

Active
Select this check box to activate this line's delegate.

7.3 Working with the Processing Invoice Page

To open the Processing Invoice page, click the Invoice Doc No link in the Inbox.

Figure 7-1: Processing Invoice page for Non PO invoices

The following main actions are available in the Processing Invoice page for both PO
and Non PO invoices:

• Viewing, adding, and deleting attachments

• Displaying invoice details and history
• Adding comments
• Opening the Approve Invoice page
• Opening the Reject Invoice page
• Referring to other users for information
• Referring back if you are the referee for the current item
• Forwarding the invoice to another user

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Non PO only The following actions are available in the Processing Invoice page for Non PO
invoices only:

Calculating values for invoices

Click Calculate to calculate the following values for the invoice, dependent on
the Auto-Calcul Tax setting:

Auto-Calcul Tax selected

• Tax Amount
• Net Amount
• Percentage
• Item Amount
• Balance

Auto-Calcul Tax cleared

• Net Amount
• Percentage
• Item Amount
• Balance

Important
The system displays any errors or warning messages that occur during
calculation. In case of errors, the calculation is not performed. You must
correct the errors and click Calculate again to update the values.

If you change the value in the Percentage field, the value in the Item Amount
field is deleted. Similarly, if you change the value in the Item Amount field, the
value in the Percentage field is deleted.

7.3.1 Viewing Line Item Information (PO Invoices)

Viewing line item information is available in the Processing Invoice page for PO
invoices, only:

View line item information

For PO invoices, the Cost Assignment section is displayed automatically.
Click the Acct link to view the accounting information.
Click the Show Accounting Details icon to view additional line item
information.

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7.3. Working with the Processing Invoice Page

7.3.2 Entering Accounting Information (Non PO Invoices)

Entering accounting information is available in the Processing Invoice page for Non
PO invoices, only:

Prerequisites
• To enter accounting information, you must be assigned to perform coding.
• Consult your Accounts Payable department for details on the account
information you need to enter.

In the Processing Invoice page, the Cost Assignment area is displayed.

If the profitability segment is enabled for the company code, you can access a
corresponding dialog box.

Profitability segment prerequisites

• In the Approval Portal configuration, the Profitability Segment button is
enabled.
• The profitability segment fields are maintained in SAP ERP.

To access the profitability segment:

1. In the Cost Assignment area, open the Additional Accounting Entry for a line.
Therefore click the icon at the end of the line.

2. Click the Profit Segment button.

3. In the Profit Segment dialog box, enter data.

4. To save the Profit Segment and link it to the corresponding line item, click Save.
To delete the Profit Segment, click Delete.

Line item VIM 7.0 introduces the line item approval feature. You can code and approve single
approval lines of an invoice. Your permission to approve a line depends on the cost center of
the line. Other lines of the invoice with other cost centers will be approved during
the approval process by the responsible user. In the Cost Assignment area, the lines
you are permitted to approve are highlighted. The other lines appear dimmed, they
are not available. See Figure 7-1.

To enter accounting information for a Non PO invoice:

1. Enter the required accounting information.

• Click Add Rows to add additional coding lines.

• Click Clear Fields to remove all coding data.

• Click the Delete this line icon next to a line to delete the line.

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• Click the icon next to a coding field to open the Search Help.

Tips
• To save the work item and return to the Inbox, click Save.
• To return to the Inbox without saving, click Back.

2. When you have finished entering accounting information, click Approve to

send the invoice to the next process step.

7.4 Approving Invoices

To approve an invoice:

1. Click Approve in the Inbox or on the Processing Invoice page.

Note: In the Inbox, you can mark several invoices (by selecting their check
boxes at the very left) and click Approve Selected Invoices to perform a
bulk approval.

2. If necessary, enter comments.

Note: Depending on the configuration, entering a comment might be

required or optional.

3. If the Override Approver list is displayed and you want to override the
approver that is displayed in the Next Approver field, select the person that you
want to approve the invoice.

To search for a different person, click the icon.

4. Click Continue or Approve to approve the invoice and return to the Inbox.
Depending on the configuration, the approved invoice is forwarded to the next
approval step if there is any, is posted, or is routed back to Accounts Payable for
further processing.

7.5 Rejecting Invoices

To reject an invoice:

1. Click Reject in the Inbox or on the Processing Invoice page.

Note: In the Inbox, you can mark several invoices (by selecting their check
boxes at the very left) and click Reject Selected Invoices to perform a bulk
rejection.

2. Enter a reason for the rejection, and click Reject to reject the invoice and return
to the Inbox.

3. If prompted to do so, select a rejection reason.

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7.6. Collaborating in the Approval Portal

Depending on the configuration, the invoice is sent back to the previous

approver if there is any, or is routed back to Accounts Payable for further
processing.

7.6 Collaborating in the Approval Portal

Collaborating in the Approval Portal works similar to collaborating in the SAP GUI.
See “Collaborating in the Approval Process” on page 82 for more details. You can
refer the invoice to another user, for example to request more information. You can
also forward the invoice to another user to take care of it.

To refer an invoice for more information:

1. In the Processing Invoice page, in the Refer Invoice area, select a user from the
To list.

2. Optional Click Help me find the person to perform a name search.

3. Click Refer to continue to the confirmation page.

Wait for Referee Feedback

Select this check box to have the approval work item transferred from your
inbox to the inbox of the Referee. The work item will remain in the Referee's
inbox until the Referee refers the invoice back to you.
Alternatively, you can end the transfer of the work item, manually. In case
you approve or reject the invoice before the Referee feedback, the work item
in the Referee’s inbox will be automatically terminated.

4. Click Refer to confirm the referral.

To forward an invoice:

1. In the Processing Invoice page, click Forward.

2. Select the user to forward to from the Forward To list.

Alternatively, to search a person, click .

3. Enter an optional comment and click Forward.

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7.7 Managing Attachments

You can add and delete attachments to and from the invoice. You can also view
attachments added by other users.

To view existing attachments:

1. Click the Manage link in the inbox or the Attachments button in the Processing
Invoice page.

2. In the Attachments dialog box, click the Open link in the Actions column.

To add an attachment:

1. Click the Manage link in the inbox or the Attachments button in the Processing
Invoice page.

2. In the Attachments dialog box, click Browse to open the Choose file dialog box.

3. Choose the file you want to attach, and click Open.

4. Optional Enter a Description.

5. Click Upload to attach the file to the invoice.

To delete attachments:

1. Open the Attachments dialog box, using the Manage link in the inbox or the
Attachments button in the Processing Invoice page.

2. In the Attachments dialog box, click the Delete link in the Actions column.

Notes
• Only the original uploader or a substitute of the uploader can delete the
attachment.
• The related invoice must be present in the current approver’s inbox.
Deletion of attachments is not possible if the invoice is a referral invoice,
unless the referee is the original uploader of the attachment.

3. To delete the attachment, click Yes in the confirmation dialog box.

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Chapter 8
Approving Invoices Using the Mobile Approval
Portal

With the Mobile Approval Portal, you can use mobile devices like an iPad, an
iPhone, an Android smartphone, or a Blackberry device for approval purposes.

8.1 Signing in to the Mobile Approval Portal

1. Ask your administrator for the link to the Mobile Approval Portal.

2. Enter the link in the browser on your mobile device.

3. With your first log in, if prompted, enter your user name and password.

8.2 Adding a Bookmark to the Home Screen

On mobile devices running on iOS, you can start the Mobile Approval Portal app
directly by tapping a specific bookmark icon on the home screen of the mobile
device.

Note: This functionality is only supported for devices running on iOS and
using Safari browser.

To add a bookmark icon to the home screen of the mobile device, perform the
following actions.

To add a bookmark to the home screen:

1. Open the link to start Mobile Approval Portal in the Safari browser.

2. In the menu bar of the browser, tap the Link icon.

3. Tap to home-screen - identified by the specific OpenText icon.

4. To set the bookmark to the home screen, tap the Add button.
If needed change the link title by overriding the default text.

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Chapter 8 Approving Invoices Using the Mobile Approval Portal

8.3 Working with the Mobile Approval Portal

Interface
Landscape In the landscape orientation, a split view shows the Inbox containing the list of
invoices and the Details pane of the selected invoice in parallel.

Inbox
The Inbox lists all incoming invoices, showing the most important properties of
an invoice. To find specific invoices, use the Search field.

In phone view, tap the Search icon , to open the Search field.

Note: The search is a filter that restricts the items in the list according to
the entered criteria.

To display more information about a specific invoice, tap the corresponding list
item in the Inbox. This updates the corresponding Details pane.

You can approve multiple invoices using bulk approval. Tap Edit to switch
to the bulk approval mode. See “Approving Multiple Invoices” on page 74.
Invoices that have attachments are marked with a corresponding icon. You can
access the attachments at the bottom of the Invoice Data tab.

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8.3. Working with the Mobile Approval Portal Interface

The following invoice statuses can be displayed in the Inbox:

Pending
Invoice that you have referred to another user. This requires a
corresponding setting in the Personalize page, Show Referred Invoices
check box, see “Personalizing the Approval Portal” on page 59.
Referred
Invoice that has been referred to you. Your only possible action for this
invoice is Refer back.
On Behalf
Invoice for which someone else set you as a delegate
Details pane
The Details pane comprises the following tabs:
The Invoice Data tab shows the basic information of the selected invoice.
To display available comments and the actions that have been performed on this
invoice before, tap the Comments and History tab.
To display line item information of the invoice, tap the Cost Assignment tab.
Image view (can be dragged in)

The Image view can be opened by tapping Show Document in the

navigation bar or by dragging the image in. It shows the scanned image of the
original invoice.

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Chapter 8 Approving Invoices Using the Mobile Approval Portal

Portrait In the portrait orientation, the Details pane of the last incoming invoice is displayed
by default.

To display the Inbox, tap the Inbox icon . To hide the Inbox, tap anywhere on
the screen.

To switch between invoices, tap the Up and Down buttons next to the Inbox button.

To display the scanned image of the original invoice, tap Show Document next
to the Action menu . To hide the image again, tap the Hide Document button at
the same location.

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8.3. Working with the Mobile Approval Portal Interface

Figure 8-1: Mobile Approval Portal - phone view: Inbox

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Chapter 8 Approving Invoices Using the Mobile Approval Portal

8.4 Approving an Invoice

1. Navigate to the invoice you want to approve and open the Details pane.

2. Open the Action menu in the navigation bar, then tap Approve.
3. In the Confirm Approval dialog box, enter a comment.

Note: Depending on the configuration, entering a comment might be

required or optional.
4. Tap Approve.
Depending on the configuration, the approved invoice is forwarded to the next
approval step if there is any, is posted, or is routed back to Accounts Payable for
further processing.

8.5 Approving Multiple Invoices

1. Click the Edit icon to the right of the Inbox label.

2. In the Inbox, tap the list items for the invoices that you want to approve.
This selects the check boxes of the invoices. The Details pane shows the selected
invoices in an overview list.
3. At the bottom of the Inbox, tap Approve.
4. In the Confirm Approval dialog box, enter a comment.

Note: Depending on the configuration, entering a comment might be

required or optional.
5. Tap Approve.
Depending on the configuration, the approved invoices are forwarded to the
next approval step if there is any, are posted, or are routed back to Accounts
Payable for further processing.

8.6 Approving Single Lines of an Invoice

You can approve single lines of an invoice. Your permission to approve a line
depends on the cost center of the line. Other lines of the invoice with other cost
centers will be approved during the approval process by another responsible person.

To approve single lines of an invoice:

1. Navigate to the invoice you want to approve and open the Details pane.
2. Tap Cost Assignment.

Phone view: Tap Access Line Items .

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8.7. Rejecting an Invoice

The line items that you can approve are highlighted and have a heading
Approve.

3. Tap the Action icon , then tap Approve.

Phone view: Tap the OK button at the bottom.
4. In the Confirm Approval dialog box, enter a comment.

Note: Depending on the configuration, entering a comment might be

required or optional.
5. Tap Approve.
Depending on the configuration, the approved invoice is forwarded to the next
approval step if there is any, is posted, or is routed back to Accounts Payable for
further processing.

8.7 Rejecting an Invoice

1. Navigate to the invoice you want to reject and open the Details pane.

2. Tap the Action icon , then tap Reject.

3. In the Confirm Rejection dialog box, enter a comment.

Note: Depending on the configuration, entering a comment might be

required or optional.
4. Tap Reject.
Depending on the configuration, the invoice is sent back to the previous
approver if there is any, or is routed back to Accounts Payable for further
processing.

8.8 Referring an Invoice

You can refer the invoice to another user, to request more information.

To refer an invoice to another user:

1. Navigate to the invoice you want to refer and open the Details pane.

2. Tap the Action icon , then tap Refer.

3. Search the user to refer to by Last Name/First Name.
4. Enter a comment.

Note: Depending on the configuration, entering a comment might be

required or optional.
5. Tap Refer

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Chapter 8 Approving Invoices Using the Mobile Approval Portal

The invoice is routed to the selected user’s inbox.

Note: You can continue working on invoices of this status. The invoices
are displayed in your Inbox in Pending status, if configured in the
Personalize page, Show Referred Invoices check box; see “Personalizing
the Approval Portal” on page 59.

8.9 Forwarding an Invoice

You can forward an invoice to another user to take care of it.

To forward an invoice:

1. Navigate to the invoice you want to forward and open the Details pane.

2. Tap the Action icon , then tap Forward.

3. Search the user to forward to by Last Name/First Name.

4. Enter a comment.

Note: Depending on the configuration, entering a comment might be

required or optional.

5. Tap Forward.
The invoice is routed to the selected user’s inbox. The user to whom you
forwarded has now full control of the invoice approval.

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Chapter 9
Approving Invoices in the SAP GUI

Prerequisites
• You are assigned to one of the following roles:
• Coder
• Requestor
• Approver
• Accounts Payable
• The work item in the Approve Invoice folder of the SAP Business Workplace has
the title Invoice <document number> is waiting for approval.

If the prerequisites apply, you have the option to perform coding, approving, and
rejecting the invoice, depending on the configuration.

9.1 Approve Invoice Entry Screen

In the Approve Invoice entry screen, you can perform the following steps of the
Invoice Approval process:
• “Entering Accounting Information” on page 79
• “Delegating the Information Entry” on page 80
• “Approving Single Lines of an Invoice” on page 80
• “Approving the Invoice” on page 82
• “Rejecting the Invoice” on page 82
• “Collaborating in the Approval Process” on page 82
• “Adding and Viewing Attachments” on page 84

To access the Approve Invoice entry screen:

1. Access the SAP Business Workplace.

Alternatively, you can use the Integrated Invoice Cockpit (see Approve / Reject
on page 17), or VIM Workplace. See “Accessing Workflows“ on page 15.

2. From the Grouped according to task folder, select Approve Invoice.

Note: As the assigned user, you can choose a substitute, who receives
your work items, for example, during your vacation. If the substitute
reserves a work item or starts working on it, you cannot access this work

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Chapter 9 Approving Invoices in the SAP GUI

item any longer in your SAP Business Workplace, even though you are the
assigned user.

3. In the right pane, double-click a document with the title Invoice <document
number> is waiting for approval.
The Approve Invoice entry screen opens, displaying the selected document.

The first column (Status) in the Please Enter or Change G/L Account
Information area appears for Level Based Approvals. It is hidden for Simple
Approvals.
In the Simple Approval process, the Approve Invoice entry screen contains two
buttons for the coder: I will enter Accounting Information and I want
someone else to enter accounting Information. These buttons are not valid for
Level Based Approvals.

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9.2. Entering Accounting Information

9.2 Entering Accounting Information

Prerequisites
• To enter accounting information, you must be assigned to perform coding.
• Consult your Accounts Payable department for details on the accounting
information that you must enter.

If the profitability segment is enabled for the company code, you can access a
corresponding dialog box.

To access the profitability segment:

1. In the Approve Invoice entry screen, in the Please Enter or Change G/L
Account Information area, select a line item.

2. Click the button.

The Assignment to a Profitability Segment dialog box opens.

3. If you are assigned to perform coding, enter data in the fields of the dialog box
and click Continue.
The profitability segment data for the selected line item is saved into VIM.

Note: If you are not assigned to perform coding, the Assignment to a

Profitability Segment dialog box opens read-only.

To enter accounting information:

1. In the Approve Invoice entry screen, click I will enter accounting information.

Note: You might want to display the accounting information directly

without clicking I will enter accounting information. Your administrator
can customize the system, so you see the accounting information fields
immediately.
The customized configuration will also remove the I want someone else to
enter accounting information button from the Approve Invoice screen.

2. In the Please Enter or Change G/L Account Information area, enter the
required accounting information.

Tip: To save the work item and keep it in your inbox, click .

3. To continue the workflow, click Approve.

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Chapter 9 Approving Invoices in the SAP GUI

9.3 Delegating the Information Entry

To delegate the entry of accounting information:

1. In the Approve Invoice entry screen, click I want someone else to enter
accounting information.

2. In the Please Specify the Coder field, enter the person that you want to enter
accounting information.
To search for the person, click Name Search.

3. Click Approve to route the invoice to the selected coder’s inbox.

9.4 Approving Single Lines of an Invoice

VIM 7.0 introduces the line item approval feature. You can code or approve single
lines of an invoice. Your permission to approve a line depends on cost elements
combinations defined in the approval configuration (new COA). Other lines of the
invoice with other cost elements combinations will be approved during the approval
process by the responsible users.

Line item approval works according to the following process:

1. The first user in the process is the initial coder, who enters the coding details.
2. All coders approve their relevant line items.
3. The invoice moves to the requester level.

Note: If the coder equals to the requester: After the corresponding

requester has coded and approved all lines, the invoice moves to the first
approval level.
4. After all requesters approved their corresponding lines, the invoice moves to
further approval levels.

In the Please Enter or Change G/L Account Information area, in the Status column,
the lines can have one of the following icons:

You are permitted to approve this line.

This line has been approved or coded by another user.

This line is completely approved.

To approve single lines of an invoice at coder level:

1. In the Please Enter or Change G/L Account Information area, perform the
coding of the lines.

2. Click Approve.

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9.4. Approving Single Lines of an Invoice

If you are permitted to approve all lines ( icon), the Approve Confirmation
screen opens. For details, see Step 3 on page 81 to Step 5 on page 81.
If you are not permitted to approve all lines, the system navigates to the
Forward Invoice <Document no> screen, where you can search the next coder.

3. After choosing the next coder in the Forward Invoice <Document no> screen,
click Approve.
The invoice moves to the next coder's inbox. For the next coder, the lines you
have approved are now displayed with the icon. Moreover, the approved
lines are in read-only mode.

For requester and approval level, the lines in the Please Enter or Change G/L
Account Information area are in read-only mode.

To approve single lines of an invoice at requester and approval level:

1. Check if there is at least one icon for a line in the Status column.

2. Click Approve.
In the Approve Confirmation screen, the next proposed approver is displayed.

3. Optional Override the approver manually.

4. Optional Enter a comment.

5. Click Continue.
The invoice moves to the inbox of the next user in the approval process.

Level Based You can use this tool to track the level based approval information, for example who
Approval Matrix currently owns the current level based approval work item. The Approval Matrix
Tool
Tool also shows the next coming approvers who can approve the DP document
based on the Approval Flow Strategy settings.

To check approval information using the Approval Matrix Tool:

1. Navigate to OpenText Vendor Invoice Management > SAP menu > Runtime
Tools > Level Based Approval Matrix Tool.

2. On the LIAP COA Matrix Report page, enter the Document ID and click .
The Matrix data for Approvals table displays all approval steps and lists
(among others):

• Line Item Number

• Approval Level
• Pack ID
• Approval Status
• Approval Limit

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Chapter 9 Approving Invoices in the SAP GUI

• Pack Value

9.5 Approving the Invoice

Note: VIM can be configured to send out an email whenever there is a new
invoice waiting for approval.

To approve the invoice:

1. In the Approve Invoice entry screen, click Approve.

2. In the Approve Confirmation screen, enter comments, if necessary.
3. Click Continue to approve the invoice and return to SAP Business Workplace.
Depending on the configuration, the approved invoice is either forwarded to
the next approval step if there is any, or it is posted or routed back to Accounts
Payable for further processing.

9.6 Rejecting the Invoice

To reject the invoice:

1. In the Approve Invoice entry screen, click Reject.

2. In the Rejection Confirmation screen, enter a reason for the rejection, and click
Continue to reject the invoice.
3. Select a rejection reason, if you are prompted to do so.
Depending on the configuration, the invoice is sent back to the previous
approver if there is any, or it is routed back to Accounts Payable for further
processing.

9.7 Collaborating in the Approval Process

As an approver or coder, you can refer the invoice to another user, for example to
request more information. You can also forward the invoice to another user to take
care of it.

To refer an invoice for more information:

1. In the Approve Invoice entry screen, click Refer.

Note: You can refer the invoice to only one person at a time.

2. Enter the Referee ID directly or click Name Search to search for it.
3. To transfer the approval work item from your inbox to your Resubmission
folder, select the Wait for Referee feedback check box . The work item will
remain in the Resubmission folder until the referee refers the invoice back to
you.

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9.7. Collaborating in the Approval Process

Alternatively, you can end the resubmission of the work item manually. If you
approve or reject the invoice before the referee sends feedback, the work item in
the referee’s inbox will be automatically terminated.

4. Click Continue.
If the “Refer” action is successful, you are taken to the SAP Business Workplace.
In case of any errors, a message is displayed.

To provide When an approver or coder refers the invoice for information to you as the referee, it
additional is displayed as a work item in your SAP inbox. You can then provide the required
information as
the referee
information as an attachment or comment. However, you do not have the
authorization to change or add coding lines or to approve or reject the invoice.

Forward button The Forward button is available in all approval screens for all types of users: coders,
requesters, and approvers. For coders and requesters, accessing the user list (using
Name Search) will display all remaining coders or requesters.

For approvers, accessing the user list (using Name Search) will display all
remaining same and higher level approvers.

Example: If the current user is at level 2, the user list will display all remaining users in level
2 and higher than level 2.

If the relevant lines are forwarded by level 1 users and approved by level 4 users, then all the
levels between level 1 and level 4 (that is level 2 and level 3) get approved automatically.

To forward an invoice:

1. In the Approve Invoice entry screen, click Forward.

2. In the Forward Invoice <Document no> screen, enter the User ID to forward to.
Alternatively, to search a person, click Name Search.

3. In the Search User dialog box, click to display all available users.
4. Double-click a user in the list.
The user is included in the Forward Invoice <Document no> screen, in the
Forward to area.

5. Optional Enter a comment.

6. Click Forward.
The invoice is forwarded to the selected user.

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Chapter 9 Approving Invoices in the SAP GUI

9.8 Adding and Viewing Attachments

You can add attachments to the invoice from the Approve Invoice entry screen. You
can also see attachments added by other users from the Approve Invoice entry
screen.

Important

You can only add attachments that have been archived using SAP
ArchiveLink®.

The following buttons on the approval screen provide this functionality:

Add Attachment
Click this button to add new attachments to the invoice from your desktop.

Display Attachments
Click this button to view all attachments to the invoice.

9.9 Displaying Processed Invoices

You can display an overview of the invoices that you have processed. A list of the
processed invoices is displayed in a table. To access the selection screen for this
table, run the /n/ORS/PROCBYME transaction.

To display the Invoice Processed By <Username> table, enter search criteria, and
click in the application toolbar.

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Chapter 10
Working with Shared Service Framework (SSF)
Integration

As part of Business Suite 2010, SAP delivers the Shared Service Framework (SSF).
SSF contains a rich set of tools to improve and automate Shared Service Center
operations.

SSF is based on SAP Customer Relationship Management (CRM), specifically on the

Interaction Center. In case of the VIM integration, this is the Accounting Interaction
Center (AIC). The Interaction Center is part of SSF. CRM provides software for ticket
systems, for example in the Accounts Payable department.

SSF integrates the leading CRM system with the backend ERP systems, for example
VIM. Shared Service Center agents work entirely in their AIC, with access to the
backend ERP systems that they are responsible for. The AIC provides the means to
support communication with employees, suppliers and clients.

VIM 6.0 introduces the integration with SSF. VIM leverages the SSF and provides
integration scenarios with the AIC. See the following examples:

Example 10-1: SSF integration examples

• The integration allows searching and finding invoices in VIM from AIC.
• VIM users in the ERP backend system can open service requests from
VIM work items and exceptions.
• Specific exceptions can be configured to automatically create a service
request in CRM or AIC.

Among others, the benefits of the SSF integration are the following:
• automation in the Shared Services environment
• cost reduction
• enhanced efficiency
• reduction of operational risk

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Chapter 10 Working with Shared Service Framework (SSF) Integration

10.1 SSF Integration Scenarios

VIM supports the following scenarios for the SSF integration:

• Manual creation of Service Request (SR)

• Automated creation of SR (VIM Exception)
• Provide content: Feeding vendor fact sheet

Definitions

Service Request (SR)

An SR is an object on SSF (CRM based) that is the core of all interactions for any
users on CRM side. An SR provides a form with history and a number of Fact
Sheets.

Fact Sheet
A Fact Sheet is like a report that provides the SSF user a snapshot of information
related to some entities (Vendor in case of VIM).

An SR is the basis for integration between VIM and SSF. DP documents will be
linked to SRs.

Trusted communication between CRM and VIM systems enables seamless user
experience, that means you do not have to log on each time when switching between
systems.

As an SSF user, you need to have user IDs in all VIM systems. The SSF integration
provides access to the VIM system using web browser. All interactions by SSF users
happen in the web browser.

All transactions that are launched from SSF into VIM provide search and read-only
views. There is no access to transactions to create or change VIM objects or
manipulate the VIM workflow.

10.2 Displaying a Service Request

You can display existing Service Requests, using the View Service Requests button
in all VIM dashboards and in VIM Analytics.

To display Service Requests:

1. In any VIM Dashboard, click the View Service Requests button in the
application toolbar.

Note: You can display SRs also from VIM Analytics by marking a
document and clicking the View Service Requests button in the ALV grid
control. However, you cannot create a new SR from VIM Analytics.

The View Service Requests dialog box opens.

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10.3. Creating a Service Request Manually

Note: If no SRs exist for the document, the Manager Service Requests
dialog box opens, asking if you want to create a new SR.

2. In the View Service Requests dialog box, click the link in the CRM Service
Request column.

3. Enter user name and password, if you are asked to do so.

A browser window opens, asking for your business role.

4. Click the appropriate business role link.

The SR is opened in the CRM Interaction Center browser window.

10.3 Creating a Service Request Manually

You can manually create Service Requests from all VIM dashboards, using the
Create Service Request button.

To create a Service Request manually:

1. In any VIM Dashboard, click the Create Service Request button in the
application toolbar.

SR exists for the invoice

The View Service Requests dialog box opens. Click Create New.

No SR exists for the invoice

The Manager Service Requests dialog box opens. Click Yes.

2. Enter user name and password, if you are asked to do so.

A browser window opens, asking for your business role.

3. Click the appropriate business role link.

The SAP CRM browser window opens showing the AIC Service Request: New
screen.

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Chapter 10 Working with Shared Service Framework (SSF) Integration

4. In the Account field under Basic Data, enter the account.

The value in Financial Organization is prepopulated. If it is not, contact your
CRM administrator.
5. Click Save.

10.4 Displaying VIM Invoices in a Service Request

From inside an SR, you can display VIM invoices that are linked to the SR.

To display VIM invoices in an SR:

1. In an SR, click the Business Context link.

2. In the Business Context area, click the ID link of the OpenText DP document.

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10.5. Linking VIM Invoices to a Service Request

Note: To remove the link to the document, click Edit and Unlink in the
Actions column.

The VIM invoice is displayed inside the CRM Interaction Center window.

10.5 Linking VIM Invoices to a Service Request

Inside an SR, you can add links to VIM invoices, using VIM Analytics.

To link VIM invoices to a Service Request:

1. Open the SR.

2. In the Navigation, click VIM Analytics SRQ.

VIM Analytics is displayed inside the CRM Interaction Center window.

3. Mark the invoices that you want to link to the SR.

Note: Only DP invoices are supported. Invoices must have a Document

ID.

4. Click Link to SR.

Links to the documents are added to the SR and displayed in the Business
Context area.

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Chapter 10 Working with Shared Service Framework (SSF) Integration

10.6 Feeding the Vendor Factsheet

The CRM Interaction Center provides the Account Fact Sheet that displays
information about a specific account. In case of the VIM SSF integration, the account
is the vendor.

To feed the vendor factsheet:

1. Open the CRM Interaction Center.

2. In the navigation panel, click Account Identification.

3. Enter search criteria for the vendor in the Account ID field and click Search
Account.

4. In the Details screen, click Confirm to confirm the vendor that is shown in the
Account field.

5. In the navigation panel, click Account Fact Sheet.

The Account Fact Sheet contains the OpenText Vendor Factsheet area with
information about VIM invoices of a specific vendor.

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10.7. Displaying Invoices of a Specific Vendor

10.7 Displaying Invoices of a Specific Vendor

The SSF integration enables you to display the invoices of a specific vendor inside
the CRM Interaction Center, using VIM Analytics.

To display invoices of a specific vendor:

1. Open the CRM Interaction Center.

2. In the navigation panel, click Account Identification.

3. Enter search criteria for the vendor in the Account ID field and click Search
Account.

4. In the Details screen, click Confirm to confirm the vendor that is shown in the
Account field.

5. In the navigation panel, click VIM Analytics Account Id.

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Chapter 10 Working with Shared Service Framework (SSF) Integration

The VIM Analytics selection screen is displayed inside the CRM Interaction
Center. The Vendor field is filled with the vendor that you have entered. For
further information about VIM Analytics, see “VIM Analytics: Getting Data
Reports” on page 103.

Note: You can refine the search by entering further selection criteria. If
you do not enter further selection criteria, the search will result in all
invoices of the vendor.

6. Click Execute.
The VIM Analytics search result is displayed inside the CRM Interaction
Center.

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10.7. Displaying Invoices of a Specific Vendor

The following actions are available:

Image
To display the scanned image of the original invoice, select a line and click
Image.

Dashboard
To open the OpenText Unified Dashboard, select a line and click
Dashboard.

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Chapter 11
Working with Supplier Relationship Management
(SRM) Integration

SAP Supplier Relationship Management (SRM) automates, simplifies, and

accelerates procure-to-pay processes for goods and services. For details on SRM, see
http://www.sap.com/solutions/business-suite/srm/index.epx.

VIM supports the following scenarios for SRM related purchase order invoices:
• Missing goods receipt (GR) for SRM related purchase orders
• Quantity discrepancy in invoice for SRM related purchase orders which requires
confirmation in the SRM system
• Price discrepancy in invoice for SRM related purchase orders which requires
changes in the purchase order located in the SRM system

11.1 Emails from the SRM Integration

In certain cases in the SRM scenario, the system sends emails to the SRM requester.

Email for missing Goods Receipt or Quantity Discrepancy

During processing of invoices based on SRM related purchase orders, the Goods
Receipt confirmation might be missing. In this case, an email is sent to the SRM
requester email address.
The email comprises purchase order line information and a link to the SRM
portal.
Enter the good receipt confirmation in the SRM system.

Email for Price Discrepancy

In the SRM scenario type “Extended Classic”, an SRM related purchase order
invoice might be blocked due to price discrepancy. In this case, an email is sent
to the SRM requester email address, requesting to correct the purchase order
price.
The email comprises details about the purchase order and a link to the SRM
portal.
If the purchase order must be corrected, correct it.

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Chapter 11 Working with Supplier Relationship Management (SRM) Integration

11.2 Handling SRM Related Work Items in the DP

Dashboard
After the maximum number of retries is reached or time is elapsed, the work item is
routed to the AP Processor, based on the configuration. You, as the AP Processor,
can send an email to the SRM user again.

After the Goods Receipt is posted, you, as the AP Processor, can rerun business rules
to determine the new process type (post the invoice).

To send an email from the DP dashboard:

1. Access the SRM related work item in the DP dashboard. See “Accessing
Workflows“ on page 15.

2. To display comments, click the icon in the Process Log panel, as highlighted
in the screenshot.

3. In the Process Options panel of the DP dashboard, click Send email External.

4. In the Confirm Action Selection dialog box, click Yes to continue.

5. In the Email Notification screen, modify the content according to your needs.
Click Send to continue.

6. In the Confirm Action Completion dialog box, click Yes to continue.

The Process Log panel of the DP dashboard is updated.

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11.3. Handling SRM Related Work Items in the VIM Dashboard

To complete the DP workitem:

After the Goods Receipt confirmation is completed, you, as the AP Processor, can
run business rules again to determine the new process type / post the invoice.

• In the Process Options panel of the DP dashboard, click Run Business Rules.

11.3 Handling SRM Related Work Items in the VIM

Dashboard
If an SRM related purchase order invoice is blocked for quantity discrepancy or
price discrepancy, an email is sent to the SRM requestor and the workflow is set to
wait status. After the work item is out of wait mode for a preset time, the work item
will be sent to the AP Processor, based on the configuration.

As the AP Processor, you can view comments and send an email just like in the DP
dashboard. For more details, see “Handling SRM Related Work Items in the DP
Dashboard” on page 96 and the following screenshot.

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Chapter 11 Working with Supplier Relationship Management (SRM) Integration

After the block is resolved and the scheduled clean up jobs run, the work item
disappears from the inbox.

11.4 Checking SRM Related Work Items from VIM

Analytics
See “VIM Analytics: Getting Data Reports” on page 103 for further information on
VIM Analytics.

To check SRM related work items from VIM Analytics:

1. Access the VIM Analytics selection screen. See section 2.1 “Using the Selection
Screen” in OpenText Vendor Invoice Management for SAP Solutions - Reference
Guide (VIM-RGD) for details.

2. In the Workitem Status field, click to open the list of possible entries.
Select work item status 58 Waiting for SRM Confirmation.

3. To start VIM Analytics, click in the application toolbar.

VIM Analytics displays a list of documents with work item status Waiting for
SRM Confirmation.

Tip: To see the WI Status column, scroll to the right in the Workflow
View.

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Chapter 12
KPI Dashboard: Showing VIM Data in Graphical
Charts

The “Key Performance Indicator” Dashboard (KPI Dashboard) is a tool for managers
showing VIM related process data at a glance in graphical charts.

KPI KPIs are used for performance management. Organizations use KPIs to measure
their overall success or the success of a particular activity. For the KPI Dashboard,
the following KPIs have been implemented with several filters:
• Number of processed invoices
• Amount of processed invoices
• Number of occurrences of exception classes
• Exception free rate
• Number of invoices processed with delay
• Number of invoices approved with delay

You can view the KPI Dashboard with Internet Explorer 7.0 (or higher).

To access the KPI Dashboard, you must have a SAP user on the central reporting
SAP ERP system with special rights. As a system default setting, an authority check
is activated. That means you can only see company code data that you are
authorized to access.

You sign in to the KPI Dashboard using a URL. Ask your administrator for details.
When you call the URL, a dialog box opens. Enter your SAP login and password.

Viewing Data in Graphical Charts

To provide a better overview, the KPI Dashboard user interface groups data
thematically and displays data on 3 different graphic screens. Each screen shows 4
straightforward graphics.

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Chapter 12 KPI Dashboard: Showing VIM Data in Graphical Charts

Display Filter
The Display Filter is located on the very left of the screen and stays the same for
all 3 graphic screens. The Display Filter covers filter related selection criteria
like processing end, company code group, and input channel. To see the
available values, open the respective drop-down list.
Display Category
On the bottom half of the actual screens, you can change the Display Category.
The following categories are available:
• PO/Non-PO Invoices
• Amount Classes (customer specific)
• Vendor Groups (customer specific)

Screen - KPI Group Volume and Amounts

The top half of the screen shows the number and amount of invoices processed
and aggregated by the input channels like ICC, EDI, or other.
The bottom half of the screen shows the category, which by default is “purchase
order based”, “non purchase order based”, or “unclassified”. It can be either
switched to amount class category or to vendor group category.
Screen - KPI Group Exceptions
The Exceptions screen bases on a customer specific mapping of VIM exceptions
to KPI exception classes.
The top half of the screen shows the following:
• number of occurrences of exception classes

100 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

• percentage of invoices that belong to an exception class that contains
customer specific “allowed exceptions” and that are therefore considered to
be exception free

The bottom half of the screen shows the categorized data for the most important
exception class (Exception Class 1).

Screen - KPI Group Processing and Approval Time

The top half of the screen shows the number of invoices processed or approved
in a certain customer specific time frame (“on time”, “almost on time”, or
“delayed”).
The bottom half of the screen shows the categorized data for delayed invoices.
Export to Excel
You can export the KPI Dashboard data selected by filters to an Excel sheet by
clicking this link.
A program like Microsoft Excel must be installed for viewing the file. If the
default download dialog for the Excel file does not open, enable the browser’s
internet security setting File Download.

VIM070000-UGD-EN-2 User Guide 101

Chapter 13
Using VIM Reporting

VIM provides the following reporting components:

• VIM Analytics
• VIM Analytics Current Liability Report
• Central Reporting, comprising the following reports:
• Summary Report
• Central Audit Report
• Key Process Analytics Report
• Exception Analysis Report
• Productivity Report
• Aging Report
• License Report

13.1 VIM Analytics: Getting Data Reports

VIM Analytics provides you with clear data reports on your documents with
exceptions as well as the Invoice Exception workflows. It allows you to track the
documents routed through SAP workflows by VIM. VIM Analytics presents the data
report results in the SAP List Viewer (ALV).

You can use VIM Analytics to check the current document status and exception
reason of a particular invoice in the Document View. You can also check the current
workflow status, current agent and exception reason of a particular invoice in the
Workflow view.

To start VIM Analytics, run the /OPT/VIM_ANALYTICS transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu >
Reports > /OPT/VIM_ANALYTICS - VIM Analytics

For more information, see section 2 “VIM Analytics: Getting Data Reports” in
OpenText Vendor Invoice Management for SAP Solutions - Reference Guide (VIM-RGD).

VIM070000-UGD-EN-2 OpenText Vendor Invoice Management for SAP Solutions 103

Chapter 13 Using VIM Reporting

13.2 Using the VIM Analytics Current Liability Report

The VIM Analytics Current Liability Report is part of VIM Analytics. It offers you a
clear data report on documents that are parked in the system. The purpose of the
Current Liability Report is to provide the Accounts Payable department with
accurate information about the current liabilities at any point in time.

As a primary use, the Current Liability Report helps the Accounts Payable
department to do the accruals at month or period end. The Current Liability Report
provides you with various views of the data, enabling you to analyze the liability
information from various forms. The various views address the different accrual
procedures used by various companies.

The Current Liability Report considers parked invoice documents and optionally
credit memos that are in parked status. It also considers DP documents that were
created but have not been processed as SAP documents. Both PO invoices and Non
PO invoices are supported. There are various controls within the report, allowing
you to calculate sub totals, or to download to Excel.

You can restrict the output to lines that are within a certain amount range. This is
useful if your company’s internal policy is to ignore all lines that are below a certain
money limit.

To start the Current Liability Report, run the /n/OPT/VAN_LIABILITY transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu >
Reports > /OPT/VAN_LIABILITY - Current Liability Report.

For more information, see section 3 “Using the VIM Analytics Current Liability
Report” in OpenText Vendor Invoice Management for SAP Solutions - Reference Guide
(VIM-RGD).

13.3 Using the Summary Report

The Summary Report provides a summary of all documents processed through
VIM. In a multiple backend system, the Summary Report runs in the central system.
The Summary Report lists documents from all systems, central and satellite.

To start the Summary Report, run the /n/OPT/VIM_SUMM transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu >
Reports > Central Reporting > Summary Report.

For more information, see section 6 “Using the Summary Report” in OpenText
Vendor Invoice Management for SAP Solutions - Reference Guide (VIM-RGD).

104 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

13.4. Using the Central Audit Report

13.4 Using the Central Audit Report

The Central Audit Report is a slimmed VIM Analytics (VAN). The main difference
to VAN is that the Central Audit Report serves as a single point of access in a
multiple backend scenario. Therefore, you must run the Central Audit Report in the
central system. The Central Audit Report lists documents from all systems, central
and satellite. By 2 clicks in the Central Audit Report's report screen, you can directly
access VAN on the respective satellite system. You do not have to log on to the
satellite system, when using trusted RFC connections.

Note: Ask your administrator whether trusted RFC connections are used. The
administrator can configure RFC connections, using the System Landscape
Directory (SLD).

To start the Central Audit Report, run the /n/OPT/VIM_AUDIT transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu >
Reports > Central Reporting > Audit Report.

For more information, see section 7 “Using the Central Audit Report” in OpenText
Vendor Invoice Management for SAP Solutions - Reference Guide (VIM-RGD).

13.5 Using the Key Process Analytics Report

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.

The report panels of the Key Process Analytics Report highlight the following
aspects:

• Total Liability
• Processed / In Process Documents
• Channel Analysis
• First Pass
• Top Exceptions by Count
• Top Vendors by Amount

To start the Key Process Analytics Report, run the /n/OPT/VIM_KPA1 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu >
Reports > Central Reporting > Key Process Analytics Report.

For more information, see section 8 “Using the Key Process Analytics Report” in
OpenText Vendor Invoice Management for SAP Solutions - Reference Guide (VIM-RGD).

VIM070000-UGD-EN-2 User Guide 105

Chapter 13 Using VIM Reporting

13.6 Using the Exception Analysis Report

The Exception Analysis Report reports all work items with exceptions, grouped by
exception, company code or vendor. The Exception Analysis Report provides the
following features:

• Finds and tracks exceptions with the highest impact on your business.
• Monitors how often exceptions occur.
• Finds companies or vendors who cause the highest number of exceptions.
• Indicates the invoice amount that is affected by work items with exceptions.

To start the Exception Analysis Report, run the /n/OPT/VIM_EXCP1 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu >
Reports > Central Reporting > Exception Analysis Report.

For more information, see section 9 “Using the Exception Analysis Report” in
OpenText Vendor Invoice Management for SAP Solutions - Reference Guide (VIM-RGD).

13.7 Using the Productivity Report

The Productivity Report reports about the productivity of users/roles and the
activities of users/roles. The Productivity Report comprises the following features:

• Provides an overview of the processing times (total and average) and wait times
(average) per user/role.
• Enables the comparison of productivity of a freely selectable period to a
comparison period.
• Provides a snapshot of reserved and in process items per user/role.
• Enables the analysis of the average number of touches (per invoice) of users/
roles.
• Enables the analysis of the average number of referrals (per invoice) of users/
roles.
• Allows displaying a detailed list of:

• documents processed by a single user/role

• currently reserved items of a single user/role
• currently processed items of a single user/role

To start the Productivity Report, run the /n/OPT/VIM_PROD1 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu >
Reports > Central Reporting > Productivity Report.

106 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

13.8. Using the Aging Report

For more information, see section 10 “Using the Productivity Report” in OpenText
Vendor Invoice Management for SAP Solutions - Reference Guide (VIM-RGD).

13.8 Using the Aging Report

The Aging Report reports about the aging of documents and work items in the
current system. The Aging Report comprises the following features:
• Provides an overview of the processing times of documents that have not been
posted without error.
• Provides a snapshot of documents that have not been posted and are still work in
process.
• Provides a snapshot of work items that are still work in process.
• Allows displaying a detailed list of:
• documents still in process, grouped by document type.
• work items still in process, grouped by role.

To start the Aging Report, run the /n/OPT/VIM_AGING transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu >
Reports > Central Reporting > Aging Report.

For more information, see section 11 “Using the Aging Report” in OpenText Vendor
Invoice Management for SAP Solutions - Reference Guide (VIM-RGD).

13.9 Using the License Report

The License Report allows you to print a report of the number of invoices processed
through VIM in all channels in a given time period. You can send the report to
OpenText or SAP.

To start the License Report, run the /n/OPT/VIM_LICENSE transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu >
Reports > Central Reporting > License Report.

For more information, see section 12 “Using the License Report” in OpenText Vendor
Invoice Management for SAP Solutions - Reference Guide (VIM-RGD).

VIM070000-UGD-EN-2 User Guide 107

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.

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

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.

VIM070000-UGD-EN-2 OpenText Vendor Invoice Management for SAP Solutions 109

Glossary

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 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.

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.

110 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

Glossary

COA
See Approval chart of authority (COA).

Coding

Coding allocates an invoice to G/L account and cost object if required.

Contract agent

Person who can create and modify SAP contracts.

Dashboard

User interface that organizes and presents information in a way that is easy to
read. Users can also perform actions from the dashboard.

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 enables the archiving, management and retrieval of CRM or

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).

VIM070000-UGD-EN-2 User Guide 111

Glossary

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
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

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

112 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

Glossary

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
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

Integrated Invoice Cockpit

VIM component that gathers and displays all VIM exceptions in one place. Users
can start the respective dashboard by processing a work item directly from the
Integrated Invoice Cockpit.

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

VIM070000-UGD-EN-2 User Guide 113

Glossary

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

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.

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.

114 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2

Glossary

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.

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).

VIM070000-UGD-EN-2 User Guide 115

Glossary

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).

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.

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

116 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-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

Swimlane

Diagram representing a specific VIM process. A swimlane comprises the process

description, roles, user interface and options of the process.

Tax expert

Person who advises on invoices that need tax audit. Normally tax department
personnel.

VIM070000-UGD-EN-2 User Guide 117

Glossary

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.

118 OpenText Vendor Invoice Management for SAP Solutions VIM070000-UGD-EN-2