VIM 6.0 Configuration Guide

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OpenText Vendor Invoice Management

Configuration Guide

The OpenText Vendor Invoice Management Configuration Guidedescribes the technical aspects of configuring OpenText VendorInvoice Management 6.0.

VIM060000-CGD-EN-3


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OpenText Vendor Invoice Management

Configuration Guide

VIM060000-CGD-EN-3Rev.: 18. July 2011

This documentation has been created for software version 6.0.It is also valid for subsequent software versions as long as no new document version is shipped with the product or ispublished at https://knowledge.opentext.com .

Open Text Corporation

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Copyright by Open Text Corporation, Open Text Inc.

Open Text Corporation is the owner of the trademarks Open Text, OpenText, The Content Experts, OpenText ECM Suite,OpenText eDOCS, eDOCS, OpenText FirstClass, FirstClass, OpenText Exceed, OpenText HostExplorer, OpenText ExceedOnDemand, OpenText Exceed 3D, OpenText Exceed Freedom, OpenText Exceed PowerSuite, OpenText Exceed XDK,OpenText NFS Solo, OpenText NFS Client, OpenText NFS Server, OpenText NFS Gateway, OpenText Everywhere, OpenTextReal Time, OpenText Eloquent Media Server, OpenText Integrated Document Management, OpenText IDM, OpenTextDocuLink, Livelink, Livelink ECM, Artesia, RedDot, RightFax, RKYV, DOMEA, Alchemy, Vignette, Vizible, Nstein,LegalKEY, Picdar, Hummingbird, IXOS, Alis Gist-in-Time, Eurocortex, Gauss, Captaris, Spicer, Genio, Vista Plus, Burntsand,New Generation Consulting, Momentum Systems, DOKuStar, and RecoStar among others. This list is not exhaustive.

All other products or company names are used for identification purposes only, and are trademarks of their respective own-ers. All rights reserved.
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VIM060000-CGD-EN-3 OpenText Vendor Invoice Management iii

Table of Contents

PRE Introduction 7i About Vendor Invoice Management.........................................................7ii About This Document............................................................................... 9iii Contact Information................................................................................ 111 Understanding Vendor Invoice Management ........................ 13

2 Preparing the Configuration ................................................... 17Part 1 Configuration 193 ArchiveLink Document Type Configuration .......................... 213.1 Configuring ArchiveLink Document Types............................................. 213.2 Linking SAP Business Objects to ArchiveLink Document Types .......... 274 Roles ........................................................................................ 294.1 Defining Roles........................................................................................ 294.2 Defining Role Templates........................................................................ 314.3 Assigning Templates to Roles ............................................................... 354.4 Maintaining Role Determination Settings............................................... 375 Document Processing Process Configuration...................... 415.1 Configuring DP Document Types ..........................................................445.2 Roles in Document Processing.............................................................. 705.3 Configuring DP Process Options ...........................................................705.4 Invoice Processing Plug-ins ................................................................... 835.5 Extending Document Data .....................................................................865.6 Mapping External System Data (OCR/IDoc) .........................................865.7 Configuring the Process Type................................................................ 895.8 Configuring Indexing Line Matching from OCR Results ........................955.9 Additional Process Configurations ....................................................... 1125.10 Configuring Global Parameters............................................................ 1166 PO Parking Process Configuration...................................... 1236.1 Defining Rollout Criteria .......................................................................125


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6.2 Configuring Process Options ...............................................................1286.3 Configuring Parking Reasons..............................................................1326.4 Configuring Global Parameters............................................................ 1377 PO Blocking Process Configuration.....................................1517.1 Defining Rollout Criteria.......................................................................1537.2 Configuring Process Options ...............................................................1557.3 Configuring Blocking Reasons............................................................. 1577.4 Configuring Global Parameters............................................................ 1598 Non PO Parking Process Configuration...............................1738.1 Defining Rollout Criteria.......................................................................1758.2 Configuring Parking Reasons..............................................................1788.3 Configuring Global Parameters............................................................ 1839 Invoice Approval....................................................................1979.1 Overview .............................................................................................. 1989.2 Configuring the Process Type.............................................................. 2009.3 Configuring the Parking Reason .......................................................... 2009.4 IAP Process Basics.............................................................................. 2029.5 Roles in the IAP Process .....................................................................2189.6 Maintaining Chart of Authority.............................................................. 2259.7 Coding Validation ................................................................................. 2359.8 Defining Rejection Reasons................................................................. 2459.9 Image Display Infrastructure................................................................ 2469.10 Configuring Global Parameters............................................................ 2479.11 Configuring the Bulk Approval Validation Exit ..................................... 26210 Approval on a Mobile Device ................................................26310.1 Activating Logical Systems .................................................................. 26410.2 Configuring Screen Buttons................................................................. 26510.3 Configuring Extended Labels............................................................... 26610.4 Configuring Extended Class ................................................................ 26710.5 Configuring the Default Invoice List .....................................................26710.6 Configuring Invoice List Fields ............................................................. 26810.7 Configuring PO Header Fields and GL Header Fields......................... 26910.8 Configuring Header Field Labels ......................................................... 27110.9 Configuring PO Item Fields and GL Item Fields ..................................27110.10 Configuring Item Labels .......................................................................27210.11 Additional Customizing ........................................................................ 273


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11 OpenText Approval Portal .................................................... 27512 VIM Reporting Module........................................................... 27712.1 VIM Analytics .......................................................................................27713 Tools ...................................................................................... 28713.1 Notification Infrastructure.....................................................................28713.2 Testing Roles .......................................................................................29013.3 Changing the Work Item Text ..............................................................29414 Country Specific Configuration............................................ 29714.1 Introduction ..........................................................................................29714.2 Invoice Categories, Category Groups, and Mapping........................... 30114.3 Process Types .....................................................................................30514.4 Z Constants.......................................................................................... 31814.5 Configuration Specific for Canada....................................................... 31815 ICC Integration....................................................................... 32715.1 ICC Dispatcher..................................................................................... 32715.2 Early Archiving .....................................................................................32915.3 Maximum Allowed Time for Extraction and Validation......................... 34615.4 Validation Framework .......................................................................... 34815.5 Periodic Jobs for ICC Dispatcher......................................................... 35716 Multiple Backend System ..................................................... 35916.1 Defining Logical Systems..................................................................... 36016.2 Assigning Clients to Logical Systems .................................................. 36216.3 Maintaining RFC Destinations .............................................................36316.4 Working with the System Landscape Directory (SLD)......................... 36516.5 Maintaining Channels........................................................................... 36816.6 Maintaining Mapping IDs .....................................................................37016.7 Maintaining the System Determination................................................ 37117 SSF Integration...................................................................... 37517.1 SSF Integration Activities ..................................................................... 37517.2 Maintaining the Initialization Procedure for Service Requests [ERP] .. 41617.3 Mapping the Initialization Procedure to the Service Request Creation

Points [ERP]......................................................................................... 41817.4 Configuring the CRM System [CRM] ...................................................41918 EDI Configuration.................................................................. 42118.1 Configuring General Settings............................................................... 42118.2 Configuring the Mapping...................................................................... 42618.3 Determining System by Company Code for Multiple Backend

Systems ...............................................................................................429


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vi OpenText Vendor Invoice Management VIM060000-CGD-EN-3

19 E-Invoicing Support...............................................................43119.1 Interface Remote Functions................................................................. 43220 Central Reporting Infrastructure...........................................43920.1 Configuring the System Landscape Directory (SLD)........................... 44020.2 Configuring Backend Systems for Report Analytics ............................ 44120.3 Activating Central Reporting Baseline ................................................. 44121 Individual Report Configuration ...........................................44321.1 Configuring the Integrated Invoice Cockpit .......................................... 44321.2 Configuring the Summary Report ........................................................ 45422 System Log ............................................................................45723 Archiving Configuration........................................................ 45923.1 Configuring Archiving of DP Documents .............................................45923.2 Configuring Archiving of Central Reporting Information ...................... 46224 Supplier Relationship Management (SRM) Integration .......46724.1 Use Cases............................................................................................ 46724.2 Determining Purchase Order Types ....................................................47024.3 Configuring SRM Purchase Orders .....................................................47124.4 Configuring the SRM Mail Infrastructure.............................................. 478GLS Glossary 485IDX Index 493


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VIM060000-CGD-EN-3 OpenText Vendor Invoice Management vii

Preface

Introduction

i About Vendor Invoice Management

VIM is an abbreviation for SAP Invoice Management by OpenText.

VIM is a packaged business solution.

VIM solves a business problem - paying correct amount to vendors on time andwith the lowest cost.

VIM delivers not technology but best-practice business processes.

VIM provides values to customers in process efficiency, visibility andcompliance.

VIM is SAP centric.

VIM is an add-on to your SAP system, the majority of the functions andprocesses run inside your SAP 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, FinancialProcessing, etc


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viii OpenText Vendor Invoice Management VIM060000-CGD-EN-3

VIM consists of the following components:

Figure 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

List invoices to be approved.

Approve and code the invoices.

Approval Portal

Java based Approval Portal infrastructure running on SAP Web ApplicationServer.

Similar to Invoice Approval but with Web interface.

Approval on a Mobile Device

Approve invoices on a mobile device, for example a Blackberry, usingOpenText Everywhere (OTE).


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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 yoursystem.

VIM Analytics: Overlook the invoices in progress in a unified dashboard.

SAP CRM SSF Integration

Integrate VIM with the SAP CRM SSF component to create Service Requestsfrom VIM dashboards.

Provide VIM invoice information in Vendor Factsheet inside the AccountingInteraction Center (AIC).

Processing

blocks

From a technical and functional perspective, the overall processing comprises thefollowing processing blocks:

Document Processing (DP)for front-end SAP document creation

PO parking processingfor handling parked PO invoices

PO blocking processingfor handling blocked PO invoices

Non-PO parking processingfor handling parked non-PO FI invoices

Invoice Approvalfor approving and coding invoices

ii About This Document

This document describes the configuration of each of the processing blocks (seeProcessing blocks on page 9). It also describes the various implementation aspectsof configuring VIM to suit the specific business requirements for any organization.VIM is designed to be highly configurable to accommodate varied businessscenarios.

ii.i Target Audience

This document addresses those who participate in the customization andimplementation of Vendor Invoice Management (VIM). This includes:

SAP Basis Administrators

SAP Workflow Administrators

SAP Configuration and Development Support


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ii.ii Conventions

In general, this documentation uses the following typographical conventions:

User interfaceThis format is used for elements in the graphical user interface (GUI), such asbuttons, names of icons, menu items, and fields.

Filenames, commands, and sampledataThis format is used for file names, paths, URLs, and commands at the commandprompt. It is also used for example data, text to be entered in text boxes, andother literals.

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

KEY NAMES

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

Angled brackets < > are used to denote a variable or placeholder. The userreplaces the brackets and the descriptive content with the appropriate value. Forexample, becomes serv01.

Internal cross-referencesClick the cross-reference to go directly to the reference target in the currentdocument.

External cross-referencesExternal cross-references are usually text references to other documents.

However, if a document is available in HTML format, for example, in theKnowledge Center, external references may be active links to a specific section inthe referenced document.

Warnings, notes, and tips

Caution

Cautions help you avoid irreversible problems. Read this informationcarefully and follow all instructions.

ImportantImportant 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.


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Introduction

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iii Contact Information

OpenText Online (http://online.opentext.com/) is a single point of access for theproduct information provided by OpenText. You can access the following supportsources through OpenText Online:

Communities

Knowledge Center

OpenText Online Communities(http://communities.opentext.com/communities/livelink.exe/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 of OpenText experts.

The OpenText Knowledge Center (https://knowledge.opentext.com) is OpenText'scorporate extranet and primary site for technical support. The Knowledge Center isthe 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 developerdocumentation and programming samples for OpenText products.

If you need additional assistance, you can find OpenText Corporate SupportContacts at http://support.opentext.com/.
http://online.opentext.com/http://communities.opentext.com/communities/livelink.exe/open/OpenTextOnlineCommunityhttp://communities.opentext.com/communities/livelink.exe/open/OpenTextOnlineCommunityhttp://communities.opentext.com/communities/livelink.exe/open/OpenTextOnlineCommunityhttps://knowledge.opentext.com/https://knowledge.opentext.com/http://support.opentext.com/http://online.opentext.com/http://communities.opentext.com/communities/livelink.exe/open/OpenTextOnlineCommunityhttp://communities.opentext.com/communities/livelink.exe/open/OpenTextOnlineCommunityhttps://knowledge.opentext.com/http://support.opentext.com/


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Chapter 1

Understanding Vendor Invoice Management

Process steps The Vendor Invoice Management (VIM) business process typically includes thefollowing main steps:

1. An OCR process (optional) sends metadata and invoice image to VIM. On asystem without OCR, the invoice images go through a standard SAPArchiveLink early archiving scenario.

2. The Document Processing (DP) component validates the metadata andidentifies exceptions.

3. Invoice Exception workflows address the exception issues.

4. After validating the data and handling data exceptions, VIM creates an SAPinvoice.

If no business rules are violated, VIM posts the invoice.

Otherwise, VIM parks the invoice for further processing.

5. If needed, VIM triggers the parking exception process workflow.

6. Once the parking workflow is complete and everything is correct, VIM posts theinvoice. Otherwise, VIM deletes or cancels the invoice.

SwimlanesBusiness blue print sessions result in a set of finalized swimlane diagramsrepresenting the to-be process. Figure 1-1 on page 15is an example of such a processswimlane that is delivered with the VIM BaselineConfiguration. A swimlanediagram comprises the following main items:

Process DescriptionThe description in the headline represents the process scenario.

RolesEach lane represents a business role, a unique grouping of people required tocollaborate to complete the process.

DashboardThe dashboard is the user interface for the actors in the process. The dashboardtype identifies the VIM component that is used to realize a specific functionality.The following dashboard types are available:

DP dashboardThe DP dashboard represents a process as implemented in the DocumentProcessing component of VIM.


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Chapter 1 Understanding Vendor Invoice Management

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See section 3 "Working with the DP Dashboard" in OpenText Vendor InvoiceManagement - User Guide (VIM-UGD).

VIM dashboard

The VIM dashboard represents a process as implemented in the InvoiceException component of VIM for parked invoices.

See section 4.1 "Working with the PO Parked Invoice Dashboard" inOpenText Vendor Invoice Management - User Guide (VIM-UGD)and section 4.3"Working with the Non-PO Invoice Dashboard" in OpenText Vendor InvoiceManagement - User Guide (VIM-UGD).

VIM line dashboardThe VIM line dashboard represents a process as implemented in the InvoiceException component of VIM for blocked PO based invoices for line levelblocks.

See section 4.2.2 "Working with the PO Invoice Dashboard (Line Level)" in

OpenText Vendor Invoice Management - User Guide (VIM-UGD).

VIM header dashboardThe VIM header dashboard represents a process as implemented in theInvoice Exception component of VIM for blocked PO based invoices forheader level processes.

See section 4.2.3 "Working with the PO Invoice Dashboard (Header WF)" inOpenText Vendor Invoice Management - User Guide (VIM-UGD).

OptionsVarious options are available to the actors during the processing of invoices.These are represented as individual items next to the dashboard block.


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VIM060000-CGD-EN-3 Configuration Guide 15

Figure 1-1: Swimlane example


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Chapter 2

Preparing the Configuration

This section describes the activities that need to be done prior to implementing VIM.For detailed installation steps, refer to OpenText Vendor Invoice Management -Installation Guide (VIM-IGD).

Install and configure an archiving system that supports SAP Content ServerHTTP Interface.

Complete business process blueprint sessions: Final process design swimlanediagrams are available.

Create User IDs with appropriate developer and configuration authorizations.Authorizations need to include developer as well as workflow administratorauthorizations.

Create ArchiveLink document types or at least finalize the list of the documenttypes etc.

Check for any existing BAdIimplementations for definition INVOICE_UPDATE.Check to see if there is any conflicting code that could prevent parking reasons inPO/Non PO invoices from showing up.

Complete appropriate FI and MM-Purchasing customizations, so FI and logisticsinvoices can be created in the system.


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Part 1

Configuration


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Part 1 Configuration


This part describes the particular configuration steps for Vendor InvoiceManagement (VIM). It covers the following chapters:

ArchiveLink Document Type Configuration on page 21

Roles on page 29

Document Processing Process Configuration on page 41

PO Parking Process Configuration on page 123

PO Blocking Process Configuration on page 151

Non PO Parking Process Configuration on page 173

Invoice Approval on page 197

Approval on a Mobile Device on page 263

OpenText Approval Portal on page 275

VIM Reporting Module on page 277

Tools on page 287

Country Specific Configuration on page 297

ICC Integration on page 327

Multiple Backend System on page 359

SSF Integration on page 375

EDI Configuration on page 421

E-Invoicing Support on page 431 Central Reporting Infrastructure on page 439

Individual Report Configuration on page 443

System Log on page 457

Archiving Configuration on page 459

Supplier Relationship Management (SRM) Integration on page 467


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Chapter 3

ArchiveLink Document Type Configuration

This section describes the steps needed to configure SAP ArchiveLink documenttypes. You need to do this configuration once the context repository is installed andthe basic ArchiveLink settings are completed. Depending on the customerrequirements, the number and attributes of the ArchiveLink settings might bedifferent.

Note: For further details about ArchiveLink refer to the SAP documentation.

3.1 Configuring ArchiveLink Document TypesAssignment toworkflow tasks

Verify that ArchiveLink document types are assigned to the following workflowtasks, using the SOA0transaction:

Non ICC Early Archiving scenarios:

Object Type/OPT/V1001

TaskWS00275271

MethodPREPROCESS_NON_OCR

ICC OCR based Early Archiving scenarios:

Object Type/OPT/V1001

TaskWS00275270

MethodPREPROCESS_OCR

To configure ArchiveLink document types:

1. Execute the OAD5transaction.

The ArchiveLink: Document Type Customizing Wizarddialog opens.


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Chapter 3 ArchiveLink Document Type Configuration


2. Click the Continuebutton.

3. Enter the name of the new document type in the Doc.typefield and POInvoice- Indexing5i- OCRin the Namefield. Click the Continuebutton.


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3.1 Configuring ArchiveLink Document Types


4. Select theWorkflow document typecheck box. Click the Continuebutton.


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5. Enter the value FAXin the Doc. classfield. Click the Continuebutton.

6. Enter the value /OPT/V1001in the Obj. typefield. See Assignment toworkflow tasks on page 21for Taskand Methodto enter for the differentscenarios.

7. Click the Continuebutton.


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3.1 Configuring ArchiveLink Document Types


8. Enter the appropriate content repository ID in the Cont.Rep.IDfield.

9. Enter the value TOA01in the Linkfield. Click the Continuebutton.


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10. Select FinancialAccounting. Click the Continuebutton.

11. Enter appropriate IDand Name. Click the Continuebutton.


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3.2 Linking SAP Business Objects to ArchiveLink Document Types


12. Enter the relevant information and click the Continuebutton.

13. Click the Completebutton to finish the wizard.

3.2 Linking SAP Business Objects to ArchiveLink

Document TypesThis section describes the steps needed to map the SAP business objects to theArchiveLink document types you have created.

To link SAP business objects to ArchiveLink document types:

1. Execute the OAC3transaction.

2. Create new entries, as shown in the following screenshots. The first one is BKPFfor Non-PO invoicesand the second one is BUS2081for PO invoices.


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3. Save the new entries.


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Chapter 4

Roles

Roles refer to the grouping of various business users according to their businessactivity. In the swimlanediagrams, roles represent the title for each of the lanes.Vendor InvoiceManagement (VIM) has a comprehensive framework for realizingvarious requirements in the area of role definition. You can define roles as granularas needed.

The VIM role framework comprises the following main concepts:

Role

In VIM terminology, role stands for a Process Agent. Role is not the same as SAPWF technical role.

Note: The workflows are delivered by OpenText and hence cannot bechanged at client side.

TemplateAny role bases on a template.

Template fieldsTemplates can have fields that determine the granular logic used in determiningthe final set of users. For example, the grouping of roles can base on thecompany code or the purchasing organization.

This section describes the steps required to create and configure roles needed for

implementing VIM business scenarios. To configure roles, the following steps arerequired:

Defining Roles on page 29

Defining Role Templates on page 31

Assigning Templates to Roles on page 35

Maintaining Role Determination Settings on page 37

4.1 Defining Roles

The first step in creating a role is to define the role. Roles in VIM base on product

codes that are defined in VIM. The following product codes are available:

005Document Processing(DP) based product codes

LIXLIVbased product codes (both for PO parking and PO blocking workflows)


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PIRProduct codes for Non-POparking workflows

Every assignment bases on the product code/role combination. For example, to

create a role called BUYERin a PO parking process, create a role BUYERwith productcode LIX.

OpenText delivers standard roles used in most process scenarios. You can defineyour own roles if needed.

To maintain roles:

1. Execute the /OPT/CP_9CX5transaction.

Alternatively, follow OpenText LiveLink VIM Menu> SAP menu> Roles>Role Maintenance.

2. Maintain the role data, using the following parameters:

Product CodeEnter the product code such as 005, LIX, PIR. Refer to OpenText productcodes for applicable product code.

Responsible PartyEnter the responsible party (role).


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4.2 Defining Role Templates


DescriptionEnter the description of the role.

Role Function Module

Enter function module for the role. Refer to enhancements in roles forinterface structure and details.

Key DeterminationSelect the check box, if the role is defined by object information the contextin which the role is used.

Deactivate the check box, if the role is fixed and defined by organizationdata, for example: if you want to determine the role by company code, scanlocation, or plant.

Object TypeMaintain the object type, based on the workflow.


This section describes the creation and maintenance of role templates. Every VIMrole is based on a role template. Templates determine the options that control how arole is resolved finally by the workflow runtime system.

The following types of templates are available:

Key determination (Static)

Combination of columns

Depends on the business object attributes.

Example: Company code, scan location and plant define the AP Processorrole.

Function Module (Dynamic)

Set of custom functions that extend baseline functions

Example: Buyer is PO creator that FM extracts from PO.

SAP HR org structure (Semi-Dynamic)

Always send to the structure such as a position or work center.

Example: Tax Experts are users attached to a single work center.

OpenText delivers standard role templates that are used in most process scenarios.

You can define your own role templates if needed.

4.2.1 Maintaining Role Templates

To maintain templates:

1. Execute the /opt/cp_9cx2transaction.


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Chapter 4 Roles


Alternatively, follow OpenText LiveLink VIM Menu> SAP menu> Roles>Template Maintenance.

2. In the Product Role Templates Configuration Overviewscreen, double-click

Template Definitionin the navigation pane.

3. Maintain templates using the following parameters:

Template Id

Enter meaningful character value that identifies the template.Description

Enter the template description.

TypeSelect the template type. The following template types are available:

FunctionModuleBasedIf you select FunctionModuleBased, the agents for the role aredetermined using a function module.

OrgUnitIf you select OrgUnit, the agents for the role are determined from a fixedorg unit (User, Position, Work Center, and so on)

KeyDeterminationBasedIf you select KeyDeterminationBased, the agents for the role aredetermined using runtime values of fields in the object data.

For further information on how templates resolve users, refer toMaintaining Role Determination Settings on page 37.


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Allow OrgFor KeyDeterminationBasedtemplates, only: If the Allow Orgflag is set,you can set an Org Unit instead of a fixed SAP User ID while maintainingagents for role template in the role determination transaction.

Object TypeFor OrgUnitbased templates only: Select the default value for Agent Type(User, Position, and Work Center etc.).

Agent IdFor OrgUnitbased templates only: Select the agent ID.

Function ModuleFor FunctionModuleBasedbased templates only: Select the functionmodule that is used to determine agents for this template. The interfacevalue for the function module can be found in the OpenText deliveredfunction /OPT/BL_ROLE_SELF_DIRECTED.

4.2.2 Maintaining Template Fields

Role templates can have template fields that determine the granularity of how therole is resolved at run time. This sub section describes the steps required for creatingfields for role templates.

To maintain template fields:

1. In the Template Definition Overviewscreen, select a template from the list anddouble-click Template Fieldsin the navigation pane.

2. Maintain the template fields, using the following parameters:

Field IdEnter a freely defined field Id which describes the usage of the field.

Ref. Table/Ref. FieldSelect reference table and reference field. When maintaining values for thefield, the system can check the values and provide F4help for the field usingreference table and reference field.


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Search HelpSelect the search help. When maintaining values for the field in the roledetermination transaction, the system uses this value to provide F4help forthe field.

Allow RangeSelect this check box to allow ranges. The values can have a range fromLow Value to High Value. The system checks the runtime data for theproduct code in which the template is used to validate if it can resolve thefield.

Wild CardSelect this check box to allow the wild card character *. Users can define awild card for values in the role determination transaction for the productcode in which the template is used.

Example: If all company codes starting with 10 should be considered toresolve a role, 10*can be maintained if wild card is selected. If the check boxis not set, the system checks to match the entry as is.

4.2.3 Maintaining Template Field Details

In this step, you define the details of source for the field Id for each product code.This is necessary because a template can be reused in different product codes anddifferent roles.

Example: A field combination of CompanyCodeand Plantcould be used to resolveBUYERin the PO parking process, BUYERin the PO blocking process and PO_BUYERinthe Document Processing process.

To maintain template field details:1. In the Template Fields Overviewscreen, select a field Id and double-click

Template Field Detailsin the navigation pane.


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2. In the Template Fields Details Overviewscreen, maintain the Template FieldDetails, using the following parameters:

ProductCodeSelect the OpenText product code in which the template is used.

ObjectTypeSelect the object type. Object types are defined for each OpenText productcode. You can however create a subtype for the OpenText Object Type to

define your own attributes. At runtime, the system instantiates the objectwith the object key. The type should be compatible to the OpenText objecttype for the given product code.

Attribute

Select the attribute the system uses for the given OpenText product code forgetting the runtime value for the given field Id.

4.3 Assigning Templates to Roles

Once the roles and role templates are created or changed, you need to assign thetemplates to specific roles. You can maintain more than one template for a specificrole but only one of the templates will be active for that role. This section describes

how to maintain the assignment of role and role template.


Alternatively, follow OpenText LiveLink VIM Menu> SAP menu> Roles>Template Maintenance.


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Chapter 4 Roles


2. In the Product Role Templates Configuration Overviewscreen, maintain theProduct Role Templates, using the following parameters:

Product CodeOpenText product code

Responsible PartyOpenText role

Key Determination Template IdTemplate Id defined

Active check boxSelect the Activecheck box to assign the template defined to the product rolecombination. The template will be used in determining agents for the role inOpenText processes. You can only have one active template for a givenproduct role.


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4.4 Maintaining Role Determination Settings



Once all the roles, role templates and role/role template assignments aremaintained, the next step is to maintain the actual settings for the roles by specificuser IDs or other objects required by the template definition. In this step, you definethe runtime values that the system uses to resolve roles for a given product.

To maintain the role determination settings:


Alternatively, follow OpenText LiveLink VIM Menu> SAP menu> Roles>Simple Mode Role Maintenance.

2. Maintain the role determination settings, according to the template type.

Template type KeyDeterminationBased

The fields in a key determination based role depend on the template

definition. Maintain values for the fields displayed.


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Chapter 4 Roles


Template type FunctionModuleBased

New Func. ModuleEnter the custom function module. The interface for the function moduleis defined in the /OPT/BL_ROLE_SELF_DIRECTEDfunction module.

Template type OrgUnit


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New Agent TypeSelect the agent type (USfor user Id, S for position etc).

New Agent Id

Depending on the agent type, select the agent Id (SAP user Id, positionetc.).


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Chapter 5

Document Processing Process Configuration

Document Processing (DP) in Vendor Invoice Management (VIM) is primarily usedto preprocess data before creating SAP business documents. The DP process can beused as a filter to validate, eliminate potential errors and/or duplicates in thevendor invoice documents.

Note: For details on country specific configuration, see Country SpecificConfiguration on page 297.

Example 5-1: A possible DP process

1. A vendor invoice is scanned, OCR processed and sent to DP.

2. The indexer validates the data passed from OCR to determine the correctdocument type, invoice information etc.

3. The indexer submits the document for further processing.

4. The system validates the data using pre-defined business rules, and if all ruleshave been passed, creates an SAP document.

DP comprises the following main concepts:

Document types

Highest level attribute, effect the processing, process flow and user interface.

Determine the SAP transaction to be called during document creation.

Determine the metadata (index) collection screen layout and fields.

Can be derived from OCR data using the document type determination rulesengine.

Require no one-to-one relation to SAP ArchiveLink document types.

Process types

Effect the process flow as required by swimlanedefinition. Each swimlane diagram refers to one process type.

Are similar to parking or blocking reasons in VIM Invoice Exception.

Can be used in multiple document types.

Each document type needs at least one process type.


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Chapter 5 Document Processing Process Configuration


Determine the initial actor and various collaboration options available to thevarious actors during the process flow.

Business rules

Represent a rudimentary engine for determining

process type

document type (in case of OCR or external data input)

Use configuration to apply logical conditions.

Allow defining of multiple criteria.

Can be specified regarding order and exclusivity.

Can be used for validating data from external systems (OCR).

Can be automatically applied to the metadata to effect the process flow.

Can be configured to be called at multiple stages in the process flow.

Roles

Use the standard OpenText role/actor infrastructure.

Can use the standard key determination infrastructure to configure complexactor determination logic without programming.

Options and option types

Comprise the following main types of options:

Actions

Actions can be based on transactions or class method or workflow tasks.

Referrals (for collaboration)

Can effect the processing logic.

Can effect the user experience.

Can trigger the workflow engine to re-run the rules on the most currentmetadata to effect the process flow.

Can be configured to change the document status.

BDC IDs

Build a powerful infrastructure for pre-populating data into SAP transactionswithout programming.

Are optimized for both dialog processing and background processing.

Allow to set dynamic parameter IDs.

Can be used to configure new user collaboration actions.


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Eliminate the need to code parameterized transactions.

Allow to configure BDC success messages.

Duplicate check infrastructure

Builds a comprehensive infrastructure for configuring different duplicatecheck logic.

Allows specifying multi-step duplicate check logic.

Main steps Implementing process scenarios in the DP workflow component of VIM comprisesthe following main steps:

1. Identify the list of DP document types that are needed.

2. Create and configure the association between DP document types and SAPArchiveLink process types.

3. Identify the various process types that are required for realization of the processscenarios.

4. Identify and configure Indexing screen fields.

5. Identify the various roles and configure the roles in the appropriate processtypes.

6. Identify and configure the process options according to the swimlanes.

7. Identify and configure the business rules to be executed to identify exceptionprocessing.

8. Configure global customization setting as per customer requirements.


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The starting point for any configuration is a set of process flow swimlanes.Figure 5-1shows an example for a process swimlane as implemented by the DPworkflow:

Figure 5-1: DP process swimlane example

5.1 Configuring DP Document Types

The document type is the key object in the DP component of VIM. The documenttype holds key information about how the document is created in the system (fromexternal data using OCR or manual entry etc.), Invoice Type etc. OpenText providesstandard document types for most scenarios in VIM.

Configuring the DP document types comprises the following steps:

Creating SAP ArchiveLink Document Types on page 45

Creating a New DP Document Type on page 46

Defining Process Types on page 49

Configuring Index Screen Options on page 50

Configuring Automatic Image Display on page 53

Defining the Process Type Determination Sequence on page 53


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Maintaining the PO Line Determination on page 56

Maintaining Tax Code Determination on page 60

Configuring Duplicate Check on page 67

Determining PO Invoices by Vendor Table on page 69

5.1.1 Creating SAP ArchiveLink Document Types

To create SAP ArchiveLink document types:

1. Execute the OAC2transaction.

2. Create new SAP ArchiveLink document types, using the following parameters:

Document typeEnter the SAP ArchiveLink document type.

DescriptionEnter the description of the SAP ArchiveLink document type.

Document Class

Enter document class. The technical document class identifies the archiveformat for documents in the content server.

Note: OpenText recommends that you maintain one SAP ArchiveLinkdocument type for each DP document type even if you think the process isthe same. This proceeding allows the separation of database and most ofthe custom functions.


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5.1.2 Creating a New DP Document Type

To create a new DP document type:

1. Execute the /OPT/VIM_1CX1transaction.

Alternatively, follow LiveLink VIM - Configuration> Document Processing>Document Type Configuration> Maintain Document Types.

2. In the Document Type Definition Overviewscreen, double-click a documenttype.

3. Define the document type, using the following parameters.

Document Type Definition group

DescriptionEnter the document type description.

Document Index TypeSelect the type of indexing to determine how the system determines theorigin of data. The following values are available:

IndexingusingOCRUse this option if the document is scanned and the OCR interface passesthe data to SAP for creating an OpenText document.


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OnlineIndexingUse this option if archiving a document using the SAP ArchiveLink EarlyArchiving process. Indexing is manual and the person responsiblemaintains the data and submits for further processing.

NoIndexingUse this option if there is no indexing required and the document isdirectly processed. Use this option if there is no scanned image and theprocess is triggered using an API provided by OpenText.

IndexingusingIdocThis is not supported at the moment.

Invoice TypeDecide whether the document generates a Non PO Invoice or a PO Invoice.

Number RangeEnter the number rangefor the number range object. If a custom number

range object is not defined in global configuration, you can maintain thenumber range for object /OPT/DOCIDin the Maintain Number Ranges step,see Configuring Global Parameters on page 116.

SAP FI DocTypeTo determine the SAP document type in the background, enter a fixeddocument type or a custom function module.

If you use a function module, enter FM:. As theinterface for the function module, use the template/OPT/BL_IF_DETERMINE_SAP_DTYPE.

Archive Doc. TypeSelect the archive doc type defined in the SAP ArchiveLink process, see

Creating SAP ArchiveLink Document Types on page 45. We stronglyrecommend that each OpenText document type has a unique archive doctype.

Lines item dataSelect the check box if line item data is used that needs to be managed for thedocument (for example PO lines).

Header Program/Header SubscreenOpenText provides subscreens for managing index data both at header leveland item level. If the layout or information on the subscreen is inadequate tothe business process, you can define your own header program and customsubscreen.

Note: The sections HeaderFieldsand Item Fieldsin this transactionare not supported in this VIM version.

Item Program/Item SubscreenOpenText provides subscreens for managing index data both at header leveland item level. If the layout or information on the subscreen is inadequate to


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the business process, you can define your own item program and customsubscreen.

Note: The sections HeaderFieldsand Item Fieldsin this transactionare not supported in this VIM version.

Duplicate Check Data group

Duplicate Check GrpSelect the duplicate check group defined.

Duplicate Check RoleSelect the role that gets the work item if the duplicate check fails and systemidentifies the document as a potential duplicate.

Document Posting Configuration group

Default Process Type

Select the process type the system uses if the initial business rule check failsto result in a valid process type.

Usage This process type is used if no other process type is determined.

Example: If a document has no errors and should directly be created in SAP,you select a default process type for creating the document.

Dialog Posting Step Options group

Posting RoleSelect the role that is responsible for posting the document finally. If theposting of the document fails in background, this role gets the work item topost the document in dialog.

Note: A valid role must be already defined, see Defining Roles onpage 29.

Display Index DataSelect this check box to display the index document in a separate sessionwhile document posting so the user is able to reference back the index data.

Note: At least one session must be available for display.

Skip DashboardSelect this check box to skip the dashboard step. The system creates the SAPdocument directly during the document posting process for the posting user.

Example: If the document is all okay, the user might want to post it directly,

without displaying the document data.

Display ImageSelect this check box to display the archived image linked to the document ina separate session when the user processes the work item.

Note: Archiving must be active in the system.


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Rescan Data group

Rescan RoleSelect the role that receives the work item if the document data is not legible

or if the user decides to send the document for rescanning.

Note: A valid role must be already defined, see Defining Roles onpage 29.

For a description of further fields in the Document Type Definition Detailsscreen, see Tax calculation Group on page 62, Maintaining Tax CodeDetermination on page 60, and Maintaining the PO Line Determination onpage 56.

5.1.3 Defining Process Types

In this step, you define the valid process types for document types and the BDC Id

for each process type.



2. In the Document Type Definition Overviewscreen, select a document typeand double-click Document Processes.

3. In the Document Processes Overviewscreen, select a process type and click thebutton in the application bar.

4. In the Document Processes Detailsscreen, define the process type, using thefollowing parameters.


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Process TypeSelect the process type that is valid for the document type.

Active check box

Select this check box to achieve that the process type is considered for thedocument type, for example if you want to delimit a specific process typedelivered by OpenText or defined in the system but no longer used.

BDC Transaction IdSelect the BDC Id that the system uses to process an SAP transaction tocreate an SAP document in user context.

Background Tran IdSelect the BDC Id that the system uses to process an SAP transaction tocreate an SAP document in the background. This is relevant if the user doesnot want to see the index data (dashboard) during document posting.

Autopost Flag

The following settings are possible:

Enter X to let the system try to create an SAP document in thebackground, using the BDC Id set in the Background Tran Idfield. If theposting fails, the role defined in the Posting Rolefield in the documenttype definition receives a work item to post the SAP document in dialog.

Enter a custom function module that can be used to determine if thesystem should automatically post the document. The interface for thefunction module is defined in the /OPT/BL_IF_DETERMINE_AUTOPOSTfunction module.

ParkReasonEnter the parking reason the system uses to park the document.

Prerequisites

The BDC Id defined for Document Create is used for parking thedocument.

A valid parking reason is defined in the Maintain Parking Reasons stepfor Non PO or PO documents, see Configuring Parking Reasons onpage 132andConfiguring Parking Reasons on page 178.

Example: If the process type determined is to park a PO invoice for missingor invalid information, create a parking reason and enter that parking reasonhere.

5.1.4 Configuring Index Screen Options

In this step you define how the dashboard looks like for each role in the DP process.


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To configure index screen options for document types:



2. In the Document Type Definition Overviewscreen, select a document typeand double-click Index Screen Options.

3. In the Index Screen Options Overviewscreen, click the New entriesbutton inthe application tool bar to create a new index screen option.

4. Configure index screen options, using the following parameters:

Process TypeSelect a valid process type, as defined in Defining Process Types on

page 49.Description

Description of the selected process type

Current roleRole which processes the work item

Allow ChangesSelect this check box for a given role to allow all users in the role defined tochange the index data.

Prerequisite The document should not have been submitted, yet.

Example: If INDEXERandAP_PROCESSORroles should be able to change

index data, select the Allow changescheck box in the Index Screen Optionsscreen for INDEXERandAP_PROCESSORroles.

Show DuplicatesSelect this check box to achieve that the duplicates identified by the systemare displayed below the index data screen for the role that is processing thework item.


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Example: It might be relevant for the DUP_CHECKERrole to look at theduplicates to decide whether the document is actually a duplicate. For the

AP_PROCESSORrole, showing duplicates might not be that important as thedocument might have already completed the duplicate check process and

might be ready to be posted or parked.

Initial TabSelect the initial tab in document processing. The following values areavailable:

Dashboard

The user processing the work item in the role gets to see the Dashboard(Process Options, Log etc.) subscreen first. However, users can switchbetween screens themselves.

IndexDataThe user processing the work item in the role gets to see the Index Datasubscreen first. However, users can switch between screens themselves.

Simulate and Bypass

Note: These parameters are introduced with VIM 5.2 SP1, as anenhancement to the DP Dashboard. See also section 3.2.2 "ApplicationToolbar" in OpenText Vendor Invoice Management - User Guide (VIM-UGD).

Enable SimulateSelect this check box to simulate skipping certain business rules. TheSimulate process will check the relevant business rules.

Example: If any DP document got an exception InvalidVendor(PO),you can simulate this by selecting the current role and selecting Enable

Simulate.

Enable BypassSelect this check box to bypass the business rules.

Example: If any DP document got an exception InvalidVendor(PO),you can bypass this by selecting the current role and selecting EnableSimulateand Enable Bypass.

Dis.ObsoleteSelect this check box to hide the Obsoletebutton in the DP Dashboard forthe selected DP document type and the current role.

Dis.Rescan

Select this check box to hide the Rescanbutton in the DP Dashboard for theselected DP document type and the current role.


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5.1.5 Configuring Automatic Image Display

VIM 5.2 SP5 introduces the following new feature: You can configure that imagesare automatically displayed when the DP Dashboard or the indexing screen is

opened.

To configure automatic image display:

1. Execute the SM30transaction.

2. Enter /PTGWFI/Z_CONSTin Table/viewand click Maintain.

3. In theWebFlow Constant Table, under Product Code005, double-click theConstantDASHBOARD_IMAGE_AUTO.

4. Enter Constant ValueX and save.

5.1.6 Defining the Process Type Determination SequenceIn this step, you define how the system determines a process type for a givendocument type. The system validates each step defined here, and if the step fails, theprocess type defined against that step is determined. These process-typedetermination rules are also referred to as business rules. These steps serve thepurpose of parsing the invoice metadata and of determining any business rules thatare violated.

To define the process type determination sequence:


Alternatively, follow LiveLink VIM - Configuration> Document Processing>

Document Type Configuration> Maintain Document Types.

2. In the Document Type Definition Overviewscreen, select a document typeand double-click Proc. Type. Det. Sequence.


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3. Define the process type determination sequence, using the followingparameters:

Step Id/Step description

Define a step Id and enter a step description.

Process TypeDefine the process type for the step Id.

Exclusive IndicatorSelect this check box if the system should stop checking for next process typeeven though the current step resolves a process type.

Exclude from SimulateSelect this check box to exclude the business rule from simulation.

Bypass possibleSelect this check box to enable the Bypassicon on the Bypass/Simulate

Business Rulesscreen for the user, see the following screenshot.

Run in CentralThis column appears in satellite systems, only.

Select this check box for any business rule to have it run in the central systemby an RFC call from the satellite system. Some business rules are centralized.Satellite systems can use such centralized rules by this option.

Example:

If a PO number is missing or invalid, the system should determine process type101 (Invalid PO number).

In the document processes, you can configure the initial role that gets the workitem to resolve the exception (defined in the definition of the process type).


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5.1.6.1 Defining Sequence Steps

In this step you define for a given step Id, the fields that need to be considered forvalidating data.

To define sequence steps:

1. In the Proc. Type. Det. Sequence Overviewscreen, select a step and double-click Sequence Steps.

2. Define the sequence steps, using the following parameters:

Step Seq.Enter a numeric value identifying the step sequence.

Field nameSelect the field name in document data that is considered for validation.

Check TypeSelect the type of check to be performed:

If TableFieldis selected, the system validates that the value of thedocument field at runtime exists in the check table mentioned in theTablefield. If the value does not exist, the step is considered to besuccessful and the system will determine the process type.

You have to maintain the Tablefield.

If CheckFunctionis selected, you can define your own check against thedocument field. If the function raises an exception the step is consideredto be successful and the system will determine the process type.

You have to maintain the CheckFunctionfield. If ConstantValueis selected, you can define a constant value against

which the runtime data of the document is compared. If the runtimevalue matches the configured value, the step is considered to besuccessful and the system will determine the process type.


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You have to maintain the value of the constant in the CheckValfield. If RequiredFieldis selected and if there is blank data in the document

field, it is considered as meeting the criteria. The step is considered to be

successful and the system will determine the process type.

You have to maintain the RequiredFieldfield.Note: VIM 5.2 SP6 introduces a business rule check function library. Thislibrary offers additional check function modules that are not directlydelivered as pre-customized business rules. You can use the functionmodules as new business rules depending on your needs. The new libraryis located in function group /OPT/VIM_PROC_TYPE_LIBRARYwhich hasbeen created to collect such function modules.

If you want to activate one of the library function modules as a newbusiness rule for any VIM document type, perform the followingcustomizing steps:

1. To create a new process type depending on your specific needs,execute the /n/OPT/VIM_8CX1transaction. Assign suitable processoptions and an initial actor to the new process type.

2. To integrate the newly created process type within the VIM documenttype maintenance, execute the /n/OPT/VIM_1CX1transaction.

5.1.7 Maintaining the PO Line Determination

Note: VIM provides a feature to maintain the PO line determination. PO linenumbers are important for PO invoices but when data is captured from

external system like OCR systems, the PO line number often is not supplied.The Maintain PO Line Determination Procedureshelp the system todetermine the PO line numbers.

To maintain the PO line determination:

1. 1. Execute the /n/OPT/SPROtransaction and follow LiveLink VIM -Configuration> Document Processing> External System Data (OCR/IDOC)>Maintain PO Line Determination Procedures.


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2. In the PO Line Determination ID Detailsscreen, enter the following details:

PO Line Det. ID

The ID should start with 1.Description

Enter an appropriate description.

Check FunctionOptionally, use a custom function module here to determine the PO linenumber. By default, the field is blank. An OpenText standard functionmodule is used.

No of Fields to MatchSpecify how many fields should be matched before claiming the PO linenumber found. The number of fields you specify here should be less than orequal to the number of fields you maintain for this Determination ID.

Match All FieldsSelect this check box to use all fields maintained in the PO line determinationfields for the Determination ID to find a PO line match.

Exclude Invoiced LinesSelect this check box to exclude the lines in the PO that have been marked asFinalInvoicewhen trying to find the PO line match. This narrows downthe search for the PO line determination.

3. Double-click PO line Determination Fieldsin the Dialog structurepanel.


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4. Maintain the fields you want to use for the PO line determination.

In the example screenshot, MENGE(Quantity), NETPR(Unit Price) andWBRTR(Amount) have been maintained for determining the PO line match in thebaseline configuration.

5. Click to save your settings.

6. Continue with DP Document Type configuration: Execute the /n/OPT/SPROtransaction and follow LiveLink VIM - Configuration> Document Processing> Document Type Configuration> Maintain Document Types.

7. Double-click a line to open the Document Type Definition Detailsscreen.


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8. Maintain the Determination Logic IDyou have just configured.

9. Save your settings to finish the process.

Note: If the PO line determination doesnt find the PO line item number whilerunning the Business Rules, you will get an exception as shown in thefollowing screenshot of VIM Analytics. You will also get this exception if thePO line item number is blank or if it is invalid.


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5.1.8 Maintaining Tax Code Determination

When data flows to VIM from external systems like an OCR system, the tax codemay not be supplied. However, for auto tax calculation, the tax code is important.Therefore, VIM provides a tax code determination rule that tries to determine thetax code corresponding to the supplied tax rate.

The tax code determination works whenever there is a supplied tax rate. See Taxcalculation Group on page 62for details.

To maintain tax code determination:

1. Execute the /n/OPT/SPROtransaction and follow LiveLink VIM -Configuration> Document Processing> Document Type Configuration>Maintain Document Types.

2. Double-click a line to open the Document Type Definition Detailsscreen.


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In the Tax Code Determinationgroup, the options for tax code determinationare displayed. The following options are available:

SAP Tax Determination Logic with OT Tax Table (Simple Maintenance) onpage 64

Tax Determination using OpenText Tax Table (Simple Maintenance) onpage 65

SAP Tax Determination Logic on page 66

Customer Tax Determination on page 66

Note: Select the Tax Code from Vendor Mastercheck box to retrieve thetax code from Vendor Master in case any of the other options fails toretrieve the tax code.


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Tax calculation Group

In the Tax calculationgroup of the Document Type Definition Detailsscreen (seescreenshot above), you define the tax calculation options for the DP document type.

The following options are available:

Auto Calculate TaxSelect this check box if you want the system to calculate the tax based on the taxcode either supplied explicitly during the indexing stage or determined by thesystem from the supplied tax rate.

Allow Zero Tax RateSelect this check box if you want the system to determine the tax code for a 0.00tax rate (zero tax rate). If blankor emptyis supplied, the system cannotdetermine the tax code, so the value should be 0.00or greater.

Allow without TaxSelect this check box for scenarios without input tax, that means, nothing is

supplied from tax perspective and you still want the system to carry it forward.

Note: This option only works if Auto Calculate Taxis not selected.

Calculate Tax on NetNew feature with VIM 5.2 SP6 for Non PO DP Approval: Use this check box ifyou want the system to differentiate between gross and net. The check box isdocument type specific instead of user specific, because approval might beaccomplished by several different users.

As a prerequisite, you must configure the global constant CALC_TAX_ON_NET. SeeConfiguring Tax Calculation on Net Amount on page 261for details.

If the global constant CALC_TAX_ON_NETis set to D, you can define Calculate Tax

on Netdocument type specific in the Document Type Definition Detailsscreen: Select the Calculate Tax on Netcheck box to define that G/L account

amounts are to be entered net.

Clear the Calculate Tax on Netcheck box to define that G/L accountamounts are to be entered gross.

SAP has two different tax flags that control the line amount and balance on theNon PO parking screen and VIM Non PO parked approval:

auto_calctax flag that is document specific.

calculate-tax-on-net-amountflag that is user specific.

In the past, VIM had only the auto-calctax flag for Non PO DP approval. Thecalculate-on-net-amounttax flag, known from Non PO processing, was notavailable for DP documents. VIM interpreted the missing second flag as beingempty. If the auto-calcflag was selected, the gross amount was expected in theNon PO DP line items.

The following combinations are possible with the two tax flags:


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Test

Case

Document Flag

auto_calc

(BKPF-XMWST)

User Flag

calculate-tax-on-net-

amount

(BKPF-XSNET)

Item

Amount

1 X Gross

2 Net

3 X X Net

4 X Net

If auto_calcis selected and calculate-tax-on-net-amountis not selected (Gross),the line items have to be filled with gross amount.

All other combinations require net amounts in the line items in order to have acorrect balance.

Test Case 1If auto_calcis selected, and calculate-tax-on-net-amountis not selected(Gross Amount, tax included):

Balance = Header Gross amount - (sum of all line item amounts)

Test Cases 2 and 4If auto_calcis not selected (Net Amount):

Balance = Header Gross amount - (tax amount in header + sum of all lineitem amounts)

Test Case 3If auto_calcis selected and calculate-tax-on-net-amountis selected (Net

Amount, no header tax available):

Balance = Header Gross amount - (calculated tax + sum of all line itemamounts)

CALCULATED TAX = sum all (line item amount * tax rate on the line)

Tax Jurisdiction Code Determination

Tax procedures that have tax jurisdiction codes need to determine tax jurisdictionfirst. The system checks the following to determine the jurisdiction code:

1. If a PO line exists, the system tries to retrieve the jurisdiction code from the POline item.

2. If the PO line item does not contain a jurisdiction code, the system checks for ajurisdiction code based on the plant for the PO line item.

3. If still no jurisdiction code is found or if the invoice is a Non PO invoice, thesystem picks up the jurisdiction code from the vendor master.

Note: If no jurisdiction code is found for tax procedures with jurisdiction code,the tax code determination fails.


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Possible Reasons for Tax Code Determination Failures

If the tax code determination fails, consider the following possible reasons:

The PO line item tax code does not match the tax rate supplied. There are multiple tax codes belonging to the same tax rate supplied.

A tax rate may match with one tax code but the tax code contains multiple rates.

The tax jurisdiction code has not been determined, in case a tax procedure withjurisdiction code is used.

For example, the United States have the TAXUSJtax procedure with jurisdictioncode.

If the tax code determination fails, an InvalidTaxInfoexception is raised in theVIM Analytics report, see screenshot below. In this case, the workflow is routed tothe TaxExpertfor further actions.

5.1.8.1 SAP Tax Determination Logic with OT Tax Table (Simple

Maintenance)

This option uses the following logic:

1. The system reads the tax code from the PO line and checks if the tax ratesupplied by the external system matches uniquely. If the tax code exists in thePO line item and no match is found, the tax code is considered to not determineand the system stops checking further.

2. If the tax code does not exist in the PO line or the invoice is not a PO invoice, thesystem proceeds as follows:

a. The system checks all tax codes of input tax type for the country and checksif the tax rate supplied matches uniquely with only one tax code. If nomatch is found, the system proceeds further.

b. The system selects the tax code from the OpenText table based on the taxrate (Simple Maintenance). See Tax Determination using OpenText TaxTable (Simple Maintenance) on page 65.

c. If the above step does not result in a tax code match, the system retrieves thetax code from Vendor Master if the Tax Code from Vendor Mastercheckbox is selected in the DP configuration. The system checks if the vendor taxcode contains only one tax rate and if that tax rate matches with the tax ratesupplied. If it matches, the tax code is determined.


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Note: If the tax procedure with tax jurisdiction is used, the jurisdiction code isdetermined first and this code is used in conjunction with tax code to retrievethe match. For details on the jurisdiction code determination, see TaxJurisdiction Code Determination on page 63.

5.1.8.2 Tax Determination using OpenText Tax Table (Simple

Maintenance)




a. The system selects the tax code from the OpenText tax table based on the taxrate (Simple Maintenance).

To maintain the Tax Code Determination Configuration:

1. To maintain the table /OPT/VIM_TAX_CFG, execute the/OPT/VIM_BL_TAX_CFGtransaction.

2. For a given Country keyand Vendorranges, maintain Tax RateversusTax Code.

For tax procedures with jurisdiction code, additionally use the

Jurisdiction codefield to maintain Tax Rateversus Tax Codeentries.

b. If the above step does not result in a tax code match, the system retrieves thetax code from Vendor Master if the Tax Code from Vendor Mastercheckbox is selected in the DP configuration. The system checks if the vendor taxcode contains only one tax rate and if that tax rate matches with the tax ratesupplied. If it matches, the tax code is determined.


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5.1.8.3 SAP Tax Determination Logic




a. The system checks all tax codes of input tax type for the country and checksif the tax rate supplied matches uniquely with only one tax code. If nomatch is found, the system proceeds further.

b. If the above step does not result in a tax code match, the system retrieves thetax code from Vendor Master if the Tax Code from Vendor Mastercheckbox is selected in the DP configuration. The system checks if the vendor taxcode contains only one tax rate and if that tax rate matches with the tax ratesupplied. If it matches, the tax code is determined.


5.1.8.4 Customer Tax Determination

You can use a Custom Function Moduleto determine the tax code. The functionmodule must be compatible with the interface of the function module/OPT/VIM_TAX_CODE_DETERMINE:

*"--------------------------------------------------------

*"*"Local interface:

*" IMPORTING

*" REFERENCE(LOCATION) TYPE CHAR1 OPTIONAL

*" TABLES

*" INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM

*" CHANGING*" REFERENCE(INDEX_DATA) TYPE /OPT/VIM_1HEAD OPTIONAL

*"--------------------------------------------------------


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5.1.9 Configuring Duplicate Check

In this step, you define the duplicate check procedure and assign it to a documenttype. In the DP process the system uses this configuration to identify potential

duplicates and routes the work item to the duplicate check role defined in thedocument type configuration.

Configuring duplicate check comprises the following steps:

To define a duplicate check group: on page 67

To define duplicate check fields for a group: on page 68

To define a duplicate check group:


Alternatively, follow LiveLink VIM - Configuration> Document Processing>

Document Type Configuration> Maintain Duplicate Check Procedures.2. To add a duplicate check group, click the New entriesbutton in the application

toolbar.

3. Define the new duplicate check group, using the following parameters:

Duplicate Check GrpEnter the 3 digit id identifying the duplicate check group.

DescriptionEnter a description for the duplicate check group.

Duplicate Check TypeSelect FunctionModuleor IndexDataFieldsfrom the drop down list.FunctionModule

Select FunctionModuleto configure duplicate check in a customfunction module. Enter the function module in the Duplicate Chk Funcfield.


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IndexDataFieldsSelect IndexDataFieldsto configure duplicate check based on thefields defined in the GroupFields. See To define duplicate check fieldsfor a group: on page 68.

Ext. Dup. Check FuncDefine a function module to define extended duplicate check to check SAPdocuments. The interface for the function module is the following:

FUNCTION .

IMPORTING

REFERENCE(I_INDEX_DATA) TYPE /OPT/VIM_1HEAD

EXPORTING

REFERENCE(O_DUPLICATES) TYPE /OPT/VIM_1HEAD_T

TABLES

INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM OPTIONAL

Run Duplicate Check in Central SystemThis check box appears in satellite systems, only.

In multiple systems scenario, select this check box in any satellite system toscan for duplicates through all DP documents of all systems in thelandscape, central as well as satellite systems.

The configuration data for Run Duplicate Check in Central Systemdoesnot have to be centralized. Local configuration can work without the need ofcentralizing configuration data.

Note: The Aggregation Report batch job for the OTH_VMHEADgroup runsperiodically and synchronizes the data of SAP IM documents to thecentral system. The frequency of the batch job can be adjusted as

needed. Run Duplicate Check in Central Systemyields desired resultsonly after the batch job synchronized data with up to date information.See section 18.9 "Scheduling the Aggregation Report" in OpenTextVendor Invoice Management - Administration Guide (VIM-AGD)fordetails.

To define duplicate check fields for a group:

In this step, you define the fields that need to be considered to define a duplicatecheck. You can define multiple groups by maintaining them in the same step id.

1. In the Group Definition Overviewscreen, select a group and double-clickGroup Fieldsin the navigation pane.


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2. Define duplicate check fields for the selected group, using the followingparameter:

Dup Check Step IdEnter a value to group different fields from document data.

Example:

If a document should be considered duplicate if document date, referencenumber and gross amount matches ordocument date, reference number andPO number matches, you can define:

Step Id 1, Field name BLDAT

Step Id 1, Field name XBLNR

Step Id 1, Field name GROSS_AMOUNT

Step Id 2, Field

VIM 6.0 Configuration Guide

Documents

Transcript of VIM 6.0 Configuration Guide