OpenText VIM: Basic configuration forDocument Processing (DP) document types created by Pankaj Pareek on Feb 10, 2014 6:36 PM, last modified by Pankaj Pareek on Feb 10, 2014 6:48 PM Version 1 inShare1 Audience: This is for those who are familiar with OpenText VIM. Introduction OpenText VIM is packaged solution for managing invoices. With OpenText VIM one can better manage the workflow of the invoices, pay correct amount to vendors, create various types of invoices, get the aging report, keep check and various validations (document type, invoice information etc.), elimination of errors and duplicate check. Having a highly configurable design allows VIM to accommodate various business scenarios and cater needs to various organizations. VIM preprocess data before creating SAP document. Once system validates all the business rules and pass the document then document in SAP is created. DP comprises of following: Components Description Highest level attribute. It determines screen layout and SAP Document Type transaction to be called. Process Type Each document type needs at least one process type. It affects the process flow. It determines initial actors and collaboration options available to actors. Sets of logical conditions required for validating data from Business Rules external systems. Roles Grouping of actors in various categories Options and option types The two basic options are: Actions and Referrals. Actions are based on transactions or workflow tasks. Duplicate Check infrastructure For configuring different duplicate check logic Configuring DP document types OpenText provides standard document types for most of the scenarios however one can create a custom document type by following below steps: 1. Create SAP ArchiveLink Doc Types: Go to T-Code OAC2 and create new SAP ArchiveLink document type by providing values for Document Type, Description and Document Class. Create new DP Doc Type: a. and Indexing using IDOC). Click on 'New Entries' button (In case you wish to edit existing one then double click on the document type) c. Check Display Index Data checkbox. Go to T-code /n/OPT/VIM_1CX1 b.It is recommended to maintain one SAP ArchiveLink for each DP doc type even if the process is same as it allows separation of database and custom functions. Rescan Role. Enter following details: Description. Default Process type. Invoice Type. Number Range. Online Indexing. Check Skip Dashboard checkbox and Check Display Image checkbox. . No Indexing. Duplicate Check Group. Posting Role. Archive Doc Type. SAP FI Doc type. Document Index Type (Indexing using OCR. Duplicate Check Role. Line Item Data. 2. Double Click on Document Process and select the process type. Select the value of BDC transaction ID and Background Tran ID (BDC transaction ID is used to process an SAP transaction to create SAP document in user context. 3. . Define Process Type: a. Got to T-Code /n/OPT/VIM_1CX1. Background Tran ID is used to process SAP transaction to create SAP document in background). Enter value of Autopost flag (X: for background processing) and parking reason. Click on Details button c. Check the Active checkbox button. Select the created DP Document Type b.NOTE: Indexing is a process of filling up the invoicing details in the DP document. Select Enable Simulate in case you want to skip certain business rules. Type. 5. . Under product code 005 double click constant DASHBOARD_IMAGE_AUTO. Define Process Type determination sequence: a. Current Role (Role which processes the Work Item). Go to T-Code /n/OPT/VIM_1CX1. Det. Configure Automatic Image Display: a. Sequence. Provide following details: Process Type. Select the create document type and double click on Proc. Double click on Index Screen Option and click on New Entries Button. Select the created DP Document Type. check Disable Obsolete check box in case you want to hide obsolete button in dashboard and check Disable Rescan check box in case you want to hide Rescan button in dashboard. Check on Allow Changes check box. Description. b. Go to T-Code SM30 and enter /PTGWFI/Z_CONST in Table/View and Click Maintain. Enter value X and save. select Initial Tab (Dashboard and Index Data).4. Go to T-Code /n/OPT/VIM_1CX1. Configure Index screen option: a. 6. b. c. check Show Duplicates check box. Double click on PO Line Determination Fields and maintain fields you to bed used for PO line determination and save. ID (should start with 1). Required Field) 7. d. check Exclude from Simulate checkbox to exclude business rule from simulation and check Bypass possible checkbox to enable bypass of business rule c. Check Function (custom function to determine PO line number. Enter following details: Step Id. Process type. Select the step and double click on Sequence Steps. Enter value for Step Sequence. Maintain PO line Determination: When data is captured from external system then PO line number might not be supplied thus this step helps to determine the PO line number in such scenario. a. Save. Check Function. Double click on Document Type and enter the value for Determination Logic ID. It is blank by default and OpenText standard function module is used). 8. c. Go to /n/OPT/VIM_1CX1. Field Name for the field that needs to be validated. Enter PO Line Det. Maintain Tax Code Determination: . Go to /n/OPT/VIM_POL b. Constant Value.b. check type (Table Field. Select Run Duplicate Check in Central System . b. Description. In order to get the tax code from vendor master then select 'Tax Code from Vendor Master'. Go to T-Code /n/OPT/VIM_1CX5 b. After identifying the document can be routed back to the predefined role for further processing. Dup. 9. Double click on Document Type and select the radio button for required option. Go to T-Code /n/OPT/VIM_1CX1.a. Select applicable checkbox for tax calculation (Auto Calculate Tax. Check Function. Click on New Entries button and enter the Duplicate Check Group number. Duplicate Check Type (Function Module and Index Data Field) and Ext. and Allow without Rate). In case tax is determined using OpenText tax table (table: /OPT/VIM_TAX_CFG) use t-code /n/OPT/VIM_BL_TAX_CFG c. a. Configure Duplicate Check: This is to check in case a duplicate document is created. Allow Zero Tax Rate. It also streamlines your AP management by handling complex scenarios. 2014 8:36 AM Hi Pankaj. Vendor can send invoices without providing PO number. I will try to share one with you on that topic. 6781 Views Average User Rating (0 ratings) inShare1 14 Comments Raja Ramasamy Jul 2. Thanks for the high level document Can we implement VIM without ICC ? You have not mentioned anything about workflow setting. If vendor is not found in this table then system checks for PO number. Determine PO invoices by Vendor Table: Table /OPT/VT_DOC_DET contains vendors that send PO based invoices. Regards Pankaj Pareek . 2014 10:58 AM (in response to Raja Ramasamy) Hi Raja. VIM can be implemented without ICC also but ICC helps to significantly reduce the effort and time. Select the created group and double click on group field and mention the fields for duplicate check 10. All the projects I have worked on have ICC. Regards Raja Like (1) o Pankaj Pareek Jul 2. I am planning to publish more documents on VIM giving insights on various configuration settings including chart of authority and workflow settings.c. If you need document on any specific topic then please let me know. I have already started preparing document for chart of authority. Pilar Like (1) Pankaj Pareek Jul 6. Thanks. Chart of Authority (COA) and various roles in that. it would be nice to have some more info beside those in VIM books by OT. 2014 10:23 AM (in response to Luz Ángela del Pilar Castro Castillo) Hi Luz Ángela del Pilar Castro Castillo. I will include Invoice Approval Process (IAP). I will check for your second question on ICC. We are already working with Coder-Requester-Approver process in my current project and so I will share some scenarios with you in that. I will try to include that also. 2014 8:17 PM (in response to Pankaj Pareek) Hi Pankaj. Also if you need any specific information then let me know. I have received few queries on ICC so that will be my next topic once done with COA. Give me few days I will prepare document on COA. Regards Pankaj Pareek Like (1) . New COA is giving me a hard time. Pilar C. Regards Pankaj Pareek Like (1) Luz Ángela del Pilar Castro Castillo Jul 7. 2014 10:45 PM We are working on how does it work with the flow of Coder-Requester-Approver. as well we have been configurating old COA because if we try directly in the new COA the fields don´t let it to be changed. Thanks for any help.Like (1) Luz Ángela del Pilar Castro Castillo Jul 4. Like (1) o Pankaj Pareek Jul 8. 2014 6:01 AM (in response to Luz Ángela del Pilar Castro Castillo) Hi Luz Ángela del Pilar Castro Castillo. Another question is that we have more than one capture location and we don´t know how to reflect this from ICC in VIM. then we need to cancel or delete the document. Pilar C. 2014 3:11 PM (in response to Pankaj Pareek) Great! Thank you. 2014 6:31 PM Hi Pankaj. We know that VIM uses the BAPI. how can we avoid this behavior. Luz Ángela del Pilar Castro Castillo Jul 8. the system created a finantial document in status LOCKED. Thank you Regards Pankaj Pareek Like (0) Alejandro Jimenez Oct 23. thanks in advanced. Currently we have a question for you. I have published it now. I have tried to cover basic configurations and their usages.. Like (1) o Pankaj Pareek Oct 26. thanks for the document. we tried with the EXIT EXIT_SAPLMRMH_015 with FM MRM_DUPLICATE_INVOICE_CHECK' but it wasnt succesfull.BAPI_INCOMINGINVOICE_CREATE and we wanted include new validations (type MIRO) into this one. have a nice day. 2014 7:45 AM (in response to Alejandro Jimenez) . You can check it here: OpenText VIM: Invoice Approval Process and Chart of Authority Please let me know if you have any specific query about any topic. I was not able to publish the document for COA for long time due to other engagements. when the invoice skip the validation in VIM. Like (1) Pankaj Pareek Sep 11.. 2014 8:19 AM (in response to Luz Ángela del Pilar Castro Castillo) Hi Luz Ángela del Pilar Castro Castillo. we would aprecciate your help. we had considered diferents options without results. really it was helpfull for us during our implementation. You can also check: OpenText VIM: Invoice Approval Process and Chart of Authority Coming to your question. 2014 8:21 PM (in response to Pankaj Pareek) Hi PAnkaj. finished with error. We can manually exclude few or all the validation under business run and post the DP document which will in turn post invoice. Would be great if we could include validations into the BAPI during the creation. 2014 6:19 AM (in response to Alejandro Jimenez) Hi Alejandro. So. Thank you Pankaj Pareek Like (0) Alejandro Jimenez Oct 27. like: check the tolerances. so. Example. I am glad that this document helped you. and avoid the error before that the invoice is creating. the second time. when the system tries to check the invoice.Waiting by approval. and the invoice is created in status LOCKED. . because the combination PO/GR is consumed for the invoice proccesed in the step early. you are right in your sentence: Do you wish to make sure that all validations are applied and then only DP document is posted? HEre we dont have different status or procces for the invoices as PARKED. the system create one also with status Locked. Thanks for your answer. etc. Kindly regards. The first time the system creates the Invoice and post it. The scenario is not very clear to me. Do you wish to make sure that all validations are applied and then only DP document is posted? Please elaborate with example as what you are trying to achieve and then I will be able to help you with it. and we checked the duplicity in order to avoid problems. We want to avoid this status. Like (0) Pankaj Pareek Oct 28. Looking forward to hear from you. but we want to know if we have the option to do it during the invoices creation. other validation no standard.Hi Alejandro Jimenez. the variation in the quantities. The vendor send us the same invoice twice. actually we have diferents validations in VIM. we had configuration error in our validations. we POst directly the invoices All DP that VIM proccessed could to become Invoices posted in ECC. VIM never detected the duplicity for these documents. Sorry for delayed response. I am have do little research on this but we applied 23 more business rules from the one that already are available in order to handle the situation even for tolerances and variation (as decretion and accretion scenarios).Thank you for providing detail description. I will check if I can get something to address your problem. documentation on VIM is really scarce on the web. Any additional info you have will be very much appreciated. 2015 9:58 AM Hello Pankaj: I tried to contact you via private message but since we are not connected I can't do so. by any chance do you have any more material or documentation? I've been trying to get documentation on the matter but unlike SAP. I see that you've published material on OT-VIM. I will suggest to take help of a VIM consultant on this. I do have documents but they are too large to share. Regards Pankaj Pareek Like (0) GUILLERMO DANIEL FUENTES SEPULVEDA Jan 6. I know documents are easily available on this topic. 2015 2:39 PM (in response to GUILLERMO DANIEL FUENTES SEPULVEDA) Hi Guillermo. Regards! Like (1) o Pankaj Pareek Jan 10. Regards Pankaj Pareek . We currently have an implementation on the company but we have a lot of issues since the entire implementation was produced by a consulting firm and they are extremely tight on releasing any documentation on what the did. I understand that you wish to put some validations before the DP document is posted for invoice creation so that in case any validation is missing or not applied then it is being taken care of by exceptions thrown by SAP system and DP document does not goes into locked status. I have been very busy lately. He/She will be able to address to all your concerns.