Vendor Invoice Management OPENTEXT SAP VIM

OpenText Vendor Invoice Management

Configuration Guide

The OpenText Vendor Invoice Management Configuration Guide describes the technical aspects of configuring OpenText Vendor Invoice Management 6.0.

VIM060000-CGD-EN-3

OpenText Vendor Invoice Management Configuration Guide VIM060000-CGD-EN-3 Rev.: 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 is published at https://knowledge.opentext.com.

Open Text Corporation

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Copyright by Open Text Corporation, Open Text Inc.

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All other products or company names are used for identification purposes only, and are trademarks of their respective own-ers. All rights reserved.

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

Table of Contents

PRE Introduction 7 i About Vendor Invoice Management......................................................... 7 ii About This Document............................................................................... 9 iii Contact Information................................................................................ 11

1 Understanding Vendor Invoice Management ........................ 13

2 Preparing the Configuration ................................................... 17

Part 1 Configuration 19

3 ArchiveLink Document Type Configuration .......................... 21 3.1 Configuring ArchiveLink Document Types............................................. 21 3.2 Linking SAP Business Objects to ArchiveLink Document Types .......... 27

4 Roles ........................................................................................ 29 4.1 Defining Roles........................................................................................ 29 4.2 Defining Role Templates........................................................................ 31 4.3 Assigning Templates to Roles ............................................................... 35 4.4 Maintaining Role Determination Settings............................................... 37

5 Document Processing Process Configuration...................... 41 5.1 Configuring DP Document Types .......................................................... 44 5.2 Roles in Document Processing.............................................................. 70 5.3 Configuring DP Process Options ........................................................... 70 5.4 Invoice Processing Plug-ins................................................................... 83 5.5 Extending Document Data ..................................................................... 86 5.6 Mapping External System Data (OCR/IDoc) ......................................... 86 5.7 Configuring the Process Type................................................................ 89 5.8 Configuring Indexing Line Matching from OCR Results ........................ 95 5.9 Additional Process Configurations ....................................................... 112 5.10 Configuring Global Parameters............................................................ 116

6 PO Parking Process Configuration ...................................... 123 6.1 Defining Rollout Criteria ....................................................................... 125

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

6.2 Configuring Process Options ............................................................... 128 6.3 Configuring Parking Reasons .............................................................. 132 6.4 Configuring Global Parameters............................................................ 137

7 PO Blocking Process Configuration.....................................151 7.1 Defining Rollout Criteria ....................................................................... 153 7.2 Configuring Process Options ............................................................... 155 7.3 Configuring Blocking Reasons............................................................. 157 7.4 Configuring Global Parameters............................................................ 159

8 Non PO Parking Process Configuration...............................173 8.1 Defining Rollout Criteria ....................................................................... 175 8.2 Configuring Parking Reasons .............................................................. 178 8.3 Configuring Global Parameters............................................................ 183

9 Invoice Approval ....................................................................197 9.1 Overview .............................................................................................. 198 9.2 Configuring the Process Type.............................................................. 200 9.3 Configuring the Parking Reason.......................................................... 200 9.4 IAP Process Basics.............................................................................. 202 9.5 Roles in the IAP Process ..................................................................... 218 9.6 Maintaining Chart of Authority.............................................................. 225 9.7 Coding Validation ................................................................................. 235 9.8 Defining Rejection Reasons................................................................. 245 9.9 Image Display Infrastructure ................................................................ 246 9.10 Configuring Global Parameters............................................................ 247 9.11 Configuring the Bulk Approval Validation Exit ..................................... 262

10 Approval on a Mobile Device ................................................263 10.1 Activating Logical Systems .................................................................. 264 10.2 Configuring Screen Buttons ................................................................. 265 10.3 Configuring Extended Labels............................................................... 266 10.4 Configuring Extended Class ................................................................ 267 10.5 Configuring the Default Invoice List ..................................................... 267 10.6 Configuring Invoice List Fields ............................................................. 268 10.7 Configuring PO Header Fields and GL Header Fields......................... 269 10.8 Configuring Header Field Labels ......................................................... 271 10.9 Configuring PO Item Fields and GL Item Fields .................................. 271 10.10 Configuring Item Labels ....................................................................... 272 10.11 Additional Customizing ........................................................................ 273

Table of Contents

VIM060000-CGD-EN-3 Configuration Guide v

11 OpenText Approval Portal .................................................... 275

12 VIM Reporting Module........................................................... 277 12.1 VIM Analytics ....................................................................................... 277

13 Tools ...................................................................................... 287 13.1 Notification Infrastructure ..................................................................... 287 13.2 Testing Roles ....................................................................................... 290 13.3 Changing the Work Item Text .............................................................. 294

14 Country Specific Configuration............................................ 297 14.1 Introduction .......................................................................................... 297 14.2 Invoice Categories, Category Groups, and Mapping........................... 301 14.3 Process Types ..................................................................................... 305 14.4 Z Constants.......................................................................................... 318 14.5 Configuration Specific for Canada ....................................................... 318

15 ICC Integration....................................................................... 327 15.1 ICC Dispatcher..................................................................................... 327 15.2 Early Archiving ..................................................................................... 329 15.3 Maximum Allowed Time for Extraction and Validation......................... 346 15.4 Validation Framework .......................................................................... 348 15.5 Periodic Jobs for ICC Dispatcher......................................................... 357

16 Multiple Backend System ..................................................... 359 16.1 Defining Logical Systems..................................................................... 360 16.2 Assigning Clients to Logical Systems .................................................. 362 16.3 Maintaining RFC Destinations ............................................................. 363 16.4 Working with the System Landscape Directory (SLD)......................... 365 16.5 Maintaining Channels........................................................................... 368 16.6 Maintaining Mapping IDs ..................................................................... 370 16.7 Maintaining the System Determination ................................................ 371

17 SSF Integration...................................................................... 375 17.1 SSF Integration Activities ..................................................................... 375 17.2 Maintaining the Initialization Procedure for Service Requests [ERP] .. 416 17.3 Mapping the Initialization Procedure to the Service Request Creation

Points [ERP]......................................................................................... 418 17.4 Configuring the CRM System [CRM] ................................................... 419

18 EDI Configuration.................................................................. 421 18.1 Configuring General Settings............................................................... 421 18.2 Configuring the Mapping...................................................................... 426 18.3 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...............................................................431 19.1 Interface Remote Functions................................................................. 432

20 Central Reporting Infrastructure...........................................439 20.1 Configuring the System Landscape Directory (SLD) ........................... 440 20.2 Configuring Backend Systems for Report Analytics ............................ 441 20.3 Activating Central Reporting Baseline ................................................. 441

21 Individual Report Configuration ...........................................443 21.1 Configuring the Integrated Invoice Cockpit.......................................... 443 21.2 Configuring the Summary Report ........................................................ 454

22 System Log ............................................................................457

23 Archiving Configuration........................................................459 23.1 Configuring Archiving of DP Documents ............................................. 459 23.2 Configuring Archiving of Central Reporting Information ...................... 462

24 Supplier Relationship Management (SRM) Integration .......467 24.1 Use Cases............................................................................................ 467 24.2 Determining Purchase Order Types .................................................... 470 24.3 Configuring SRM Purchase Orders ..................................................... 471 24.4 Configuring the SRM Mail Infrastructure.............................................. 478

GLS Glossary 485

IDX Index 493

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 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 system, the majority of the functions and processes 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, Financial Processing, etc

Introduction

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 Application Server.

Similar to Invoice Approval but with Web interface.

Approval on a Mobile Device

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

Introduction

VIM060000-CGD-EN-3 Configuration Guide ix

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 the SAP CRM SSF component to create Service Requests from VIM dashboards.

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

Processing blocks

From a technical and functional perspective, the overall processing comprises the following processing blocks: Document Processing (DP)

for front-end SAP document creation

PO parking processing for handling parked PO invoices

PO blocking processing for handling blocked PO invoices

Non-PO parking processing for handling parked non-PO FI invoices

Invoice Approval for approving and coding invoices

ii About This Document This document describes the configuration of each of the processing blocks (see Processing blocks on page 9). It also describes the various implementation aspects of configuring VIM to suit the specific business requirements for any organization. VIM is designed to be highly configurable to accommodate varied business scenarios.

ii.i Target Audience This document addresses those who participate in the customization and implementation of Vendor Invoice Management (VIM). This includes:

SAP Basis Administrators

SAP Workflow Administrators

SAP Configuration and Development Support

Introduction

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

ii.ii Conventions In general, this documentation uses the following typographical 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 copying from the HTML 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 user replaces the brackets and the descriptive content with the appropriate value. For example, 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.

Introduction

VIM060000-CGD-EN-3 Configuration Guide xi

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 (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'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/.

VIM060000-CGD-EN-3 OpenText Vendor Invoice Management 13

Chapter 1 Understanding Vendor Invoice Management

Process steps The Vendor Invoice Management (VIM) business process typically includes the following main steps: 1. An OCR process (optional) sends metadata and invoice image to VIM. On a

system without OCR, the invoice images go through a standard SAP ArchiveLink early archiving scenario.

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

3. Invoice Exception workflows address the exception issues.

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

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 the invoice. Otherwise, VIM deletes or cancels the invoice.

Swimlanes

Business blue print sessions result in a set of finalized swimlane diagrams representing the to-be process. Figure 1-1 on page 15 is an example of such a process swimlane that is delivered with the VIM Baseline Configuration. A swimlane diagram comprises the following main items:

Process Description The description in the headline represents the process scenario.

Roles Each lane represents a business role, a unique grouping of people required to collaborate to complete the process.

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

DP dashboard The DP dashboard represents a process as implemented in the Document Processing component of VIM.

Chapter 1 Understanding Vendor Invoice Management

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

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

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

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

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

See section 4.2.2 "Working with the PO Invoice Dashboard (Line Level)" in OpenText Vendor Invoice Management - User Guide (VIM-UGD).

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

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

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

VIM060000-CGD-EN-3 Configuration Guide 15

Figure 1-1: Swimlane example


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 Server HTTP Interface.

Complete business process blueprint sessions: Final process design swimlane diagrams are available.

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

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

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

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

Part 1 Configuration

Part 1 Configuration


This part describes the particular configuration steps for Vendor Invoice Management (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


Chapter 3 ArchiveLink Document Type Configuration

This section describes the steps needed to configure SAP ArchiveLink document types. You need to do this configuration once the context repository is installed and the basic ArchiveLink settings are completed. Depending on the customer requirements, the number and attributes of the ArchiveLink settings might be different.

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

3.1 Configuring ArchiveLink Document Types Assignment to workflow tasks

Verify that ArchiveLink document types are assigned to the following workflow tasks, using the SOA0 transaction: Non ICC Early Archiving scenarios:

Object Type /OPT/V1001

Task WS00275271

Method PREPROCESS_NON_OCR

ICC OCR based Early Archiving scenarios:

Object Type /OPT/V1001

Task WS00275270

Method PREPROCESS_OCR

To configure ArchiveLink document types:

1. Execute the OAD5 transaction.

The ArchiveLink: Document Type Customizing Wizard dialog opens.



2. Click the Continue button.

3. Enter the name of the new document type in the Doc.type field and PO Invoice - Indexing 5i - OCR in the Name field. Click the Continue button.

3.1 Configuring ArchiveLink Document Types


4. Select the Workflow document type check box. Click the Continue button.



5. Enter the value FAX in the Doc. class field. Click the Continue button.

6. Enter the value /OPT/V1001 in the Obj. type field. See Assignment to workflow tasks on page 21 for Task and Method to enter for the different scenarios.

7. Click the Continue button.

3.1 Configuring ArchiveLink Document Types


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

9. Enter the value TOA01 in the Link field. Click the Continue button.



10. Select Financial Accounting. Click the Continue button.

11. Enter appropriate ID and Name. Click the Continue button.

3.2 Linking SAP Business Objects to ArchiveLink Document Types


12. Enter the relevant information and click the Continue button.

13. Click the Complete button to finish the wizard.

3.2 Linking SAP Business Objects to ArchiveLink Document Types This section describes the steps needed to map the SAP business objects to the ArchiveLink document types you have created.

To link SAP business objects to ArchiveLink document types:

1. Execute the OAC3 transaction.

2. Create new entries, as shown in the following screenshots. The first one is BKPF for Non-PO invoices and the second one is BUS2081 for PO invoices.



3. Save the new entries.


Chapter 4 Roles

Roles refer to the grouping of various business users according to their business activity. In the swimlane diagrams, roles represent the title for each of the lanes. Vendor Invoice Management (VIM) has a comprehensive framework for realizing various requirements in the area of role definition. You can define roles as granular as 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 SAP WF technical role.

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

Template Any role bases on a template.

Template fields Templates can have fields that determine the granular logic used in determining the final set of users. For example, the grouping of roles can base on the company 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 are required:

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:

005 Document Processing (DP) based product codes

LIX LIV based product codes (both for PO parking and PO blocking workflows)

Chapter 4 Roles


PIR Product codes for Non-PO parking workflows

Every assignment bases on the product code/role combination. For example, to create a role called BUYER in a PO parking process, create a role BUYER with product code LIX.

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

To maintain roles:

1. Execute the /OPT/CP_9CX5 transaction.

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

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

Product Code Enter the product code such as 005, LIX, PIR. Refer to OpenText product codes for applicable product code.

Responsible Party Enter the responsible party (role).

4.2 Defining Role Templates


Description Enter the description of the role.

Role Function Module Enter function module for the role. Refer to enhancements in roles for interface structure and details.

Key Determination Select the check box, if the role is defined by object information the context in which the role is used.

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

Object Type Maintain the object type, based on the workflow.

4.2 Defining Role Templates This section describes the creation and maintenance of role templates. Every VIM role is based on a role template. Templates determine the options that control how a role 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 Processor role.

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_9cx2 transaction.

Chapter 4 Roles


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

2. In the Product Role Templates Configuration Overview screen, double-click Template Definition in 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.

Type Select the template type. The following template types are available:

Function Module Based If you select Function Module Based, the agents for the role are determined using a function module.

Org Unit If you select Org Unit, the agents for the role are determined from a fixed org unit (User, Position, Work Center, and so on)

Key Determination Based If you select Key Determination Based, the agents for the role are determined using runtime values of fields in the object data.

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

4.2 Defining Role Templates


Allow Org For Key Determination Based templates, only: If the Allow Org flag is set, you can set an Org Unit instead of a fixed SAP User ID while maintaining agents for role template in the role determination transaction.

Object Type For Org Unit based templates only: Select the default value for Agent Type (User, Position, and Work Center etc.).

Agent Id For Org Unit based templates only: Select the agent ID.

Function Module For Function Module Based based templates only: Select the function module that is used to determine agents for this template. The interface value for the function module can be found in the OpenText delivered function /OPT/BL_ROLE_SELF_DIRECTED.

4.2.2 Maintaining Template Fields Role templates can have template fields that determine the granularity of how the role is resolved at run time. This sub section describes the steps required for creating fields for role templates.

To maintain template fields:

1. In the Template Definition Overview screen, select a template from the list and double-click Template Fields in the navigation pane.

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

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

Ref. Table/Ref. Field Select reference table and reference field. When maintaining values for the field, the system can check the values and provide F4 help for the field using reference table and reference field.

Chapter 4 Roles


Search Help Select the search help. When maintaining values for the field in the role determination transaction, the system uses this value to provide F4 help for the field.

Allow Range Select this check box to allow ranges. The values can have a range from Low Value to High Value. The system checks the runtime data for the product code in which the template is used to validate if it can resolve the field.

Wild Card Select this check box to allow the wild card character *. Users can define a wild card for values in the role determination transaction for the product code in which the template is used.

Example: If all company codes starting with 10 should be considered to resolve a role, 10* can be maintained if wild card is selected. If the check box is 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 and different roles.

Example: A field combination of Company Code and Plant could be used to resolve BUYER in the PO parking process, BUYER in the PO blocking process and PO_BUYER in the Document Processing process.

To maintain template field details:

1. In the Template Fields Overview screen, select a field Id and double-click Template Field Details in the navigation pane.

4.3 Assigning Templates to Roles


2. In the Template Fields Details Overview screen, maintain the Template Field Details, using the following parameters:

Product Code Select the OpenText product code in which the template is used.

Object Type Select the object type. Object types are defined for each OpenText product code. You can however create a subtype for the OpenText Object Type to define your own attributes. At runtime, the system instantiates the object with the object key. The type should be compatible to the OpenText object type for the given product code.

Attribute Select the attribute the system uses for the given OpenText product code for getting 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 the templates to specific roles. You can maintain more than one template for a specific role 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.

Chapter 4 Roles


2. In the Product Role Templates Configuration Overview screen, maintain the Product Role Templates, using the following parameters:

Product Code OpenText product code

Responsible Party OpenText role

Key Determination Template Id Template Id defined

Active check box Select the Active check box to assign the template defined to the product role combination. The template will be used in determining agents for the role in OpenText processes. You can only have one active template for a given product role.

4.4 Maintaining Role Determination Settings


4.4 Maintaining Role Determination Settings Once all the roles, role templates and role/role template assignments are maintained, the next step is to maintain the actual settings for the roles by specific user IDs or other objects required by the template definition. In this step, you define the 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 Key Determination Based

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

Maintain values for the fields displayed.

Chapter 4 Roles


Template type Function Module Based

New Func. Module Enter the custom function module. The interface for the function module is defined in the /OPT/BL_ROLE_SELF_DIRECTED function module.

Template type Org Unit



New Agent Type Select the agent type (US for user Id, S for position etc).

New Agent Id Depending on the agent type, select the agent Id (SAP user Id, position etc.).


Chapter 5 Document Processing Process Configuration

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

Note: For details on country specific configuration, see Country Specific Configuration 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 correct document 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 rules have 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 rules engine.

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

Process types

Effect the process flow as required by swimlane definition.

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.



Determine the initial actor and various collaboration options available to the various 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 complex actor 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 current metadata 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 transactions without 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.



Eliminate the need to code parameterized transactions.

Allow to configure BDC success messages.

Duplicate check infrastructure

Builds a comprehensive infrastructure for configuring different duplicate check logic.

Allows specifying multi-step duplicate check logic.

Main steps Implementing process scenarios in the DP workflow component of VIM comprises the 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 SAP ArchiveLink process types.

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

4. Identify and configure Indexing screen fields.

5. Identify the various roles and configure the roles in the appropriate process types.

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

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

8. Configure global customization setting as per customer requirements.



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

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 document type holds key information about how the document is created in the system (from external data using OCR or manual entry etc.), Invoice Type etc. OpenText provides standard 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

5.1 Configuring DP Document Types


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 OAC2 transaction.

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

Document type Enter the SAP ArchiveLink document type.

Description Enter the description of the SAP ArchiveLink document type.

Document Class Enter document class. The technical document class identifies the archive format for documents in the content server.

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



5.1.2 Creating a New DP Document Type

To create a new DP document type:

1. Execute the /OPT/VIM_1CX1 transaction.

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

2. In the Document Type Definition Overview screen, double-click a document type.

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

Document Type Definition group

Description Enter the document type description.

Document Index Type Select the type of indexing to determine how the system determines the origin of data. The following values are available:

Indexing using OCR Use this option if the document is scanned and the OCR interface passes the data to SAP for creating an OpenText document.



Online Indexing Use this option if archiving a document using the SAP ArchiveLink Early Archiving process. Indexing is manual and the person responsible maintains the data and submits for further processing.

No Indexing Use this option if there is no indexing required and the document is directly processed. Use this option if there is no scanned image and the process is triggered using an API provided by OpenText.

Indexing using Idoc This is not supported at the moment.

Invoice Type Decide whether the document generates a Non PO Invoice or a PO Invoice.

Number Range Enter the number range for the number range object. If a custom number range object is not defined in global configuration, you can maintain the number range for object /OPT/DOCID in the Maintain Number Ranges step, see Configuring Global Parameters on page 116.

SAP FI DocType To determine the SAP document type in the background, enter a fixed document type or a custom function module.

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

Archive Doc. Type Select the archive doc type defined in the SAP ArchiveLink process, see Creating SAP ArchiveLink Document Types on page 45. We strongly recommend that each OpenText document type has a unique archive doc type.

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

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

Note: The sections Header Fields and Item Fields in this transaction are not supported in this VIM version.

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



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

Note: The sections Header Fields and Item Fields in this transaction are not supported in this VIM version.

Duplicate Check Data group

Duplicate Check Grp Select the duplicate check group defined.

Duplicate Check Role Select the role that gets the work item if the duplicate check fails and system identifies 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 fails to 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 Role Select the role that is responsible for posting the document finally. If the posting of the document fails in background, this role gets the work item to post the document in dialog.

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

Display Index Data Select this check box to display the index document in a separate session while document posting so the user is able to reference back the index data.

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

Skip Dashboard Select this check box to skip the dashboard step. The system creates the SAP document 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 Image Select this check box to display the archived image linked to the document in a separate session when the user processes the work item.

Note: Archiving must be active in the system.



Rescan Data group

Rescan Role Select 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 on page 29.

For a description of further fields in the Document Type Definition Details screen, see Tax calculation Group on page 62, Maintaining Tax Code Determination on page 60, and Maintaining the PO Line Determination on page 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 Overview screen, select a document type and double-click Document Processes.

3. In the Document Processes Overview screen, select a process type and click the button in the application bar.

4. In the Document Processes Details screen, define the process type, using the following parameters.



Process Type Select 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 the document type, for example if you want to delimit a specific process type delivered by OpenText or defined in the system but no longer used.

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

Background Tran Id Select the BDC Id that the system uses to process an SAP transaction to create an SAP document in the background. This is relevant if the user does not 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 the background, using the BDC Id set in the Background Tran Id field. If the posting fails, the role defined in the Posting Role field in the document type definition receives a work item to post the SAP document in dialog.

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

ParkReason Enter the parking reason the system uses to park the document.

Prerequisites

The BDC Id defined for Document Create is used for parking the document.

A valid parking reason is defined in the Maintain Parking Reasons step for Non PO or PO documents, see Configuring Parking Reasons on page 132 and Configuring Parking Reasons on page 178.

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

5.1.4 Configuring Index Screen Options In this step you define how the dashboard looks like for each role in the DP process.



To configure index screen options for document types:



2. In the Document Type Definition Overview screen, select a document type and double-click Index Screen Options.

3. In the Index Screen Options Overview screen, click the New entries button in the application tool bar to create a new index screen option.

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

Process Type Select a valid process type, as defined in Defining Process Types on page 49.

Description Description of the selected process type

Current role Role which processes the work item

Allow Changes Select this check box for a given role to allow all users in the role defined to change the index data.

Prerequisite The document should not have been submitted, yet.

Example: If INDEXER and AP_PROCESSOR roles should be able to change index data, select the Allow changes check box in the Index Screen Options screen for INDEXER and AP_PROCESSOR roles.

Show Duplicates Select this check box to achieve that the duplicates identified by the system are displayed below the index data screen for the role that is processing the work item.



Example: It might be relevant for the DUP_CHECKER role to look at the duplicates to decide whether the document is actually a duplicate. For the AP_PROCESSOR role, showing duplicates might not be that important as the document might have already completed the duplicate check process and might be ready to be posted or parked.

Initial Tab Select the initial tab in document processing. The following values are available:

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

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

Simulate and Bypass

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

Enable Simulate Select this check box to simulate skipping certain business rules. The Simulate process will check the relevant business rules.

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

Enable Bypass Select this check box to bypass the business rules.

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

Dis.Obsolete Select this check box to hide the Obsolete button in the DP Dashboard for the selected DP document type and the current role.

Dis.Rescan Select this check box to hide the Rescan button in the DP Dashboard for the selected DP document type and the current role.



5.1.5 Configuring Automatic Image Display VIM 5.2 SP5 introduces the following new feature: You can configure that images are automatically displayed when the DP Dashboard or the indexing screen is opened.

To configure automatic image display:

1. Execute the SM30 transaction.

2. Enter /PTGWFI/Z_CONST in Table/view and click Maintain.

3. In the WebFlow Constant Table, under Product Code 005, double-click the Constant DASHBOARD_IMAGE_AUTO.

4. Enter Constant Value X and save.

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

To define the process type determination sequence:



2. In the Document Type Definition Overview screen, select a document type and double-click Proc. Type. Det. Sequence.



3. Define the process type determination sequence, using the following parameters:

Step Id/Step description Define a step Id and enter a step description.

Process Type Define the process type for the step Id.

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

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

Bypass possible Select this check box to enable the Bypass icon on the Bypass/Simulate Business Rules screen for the user, see the following screenshot.

Run in Central This column appears in satellite systems, only.

Select this check box for any business rule to have it run in the central system by 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 type 101 (Invalid PO number).

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



5.1.6.1 Defining Sequence Steps In this step you define for a given step Id, the fields that need to be considered for validating data.

To define sequence steps:

1. In the Proc. Type. Det. Sequence Overview screen, 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 name Select the field name in document data that is considered for validation.

Check Type Select the type of check to be performed:

If Table Field is selected, the system validates that the value of the document field at runtime exists in the check table mentioned in the Table field. If the value does not exist, the step is considered to be successful and the system will determine the process type.

You have to maintain the Table field.

If Check Function is selected, you can define your own check against the document field. If the function raises an exception the step is considered to be successful and the system will determine the process type.

You have to maintain the Check Function field.

If Constant Value is selected, you can define a constant value against which the runtime data of the document is compared. If the runtime value matches the configured value, the step is considered to be successful and the system will determine the process type.



You have to maintain the value of the constant in the Check Val field.

If Required Field is 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 Required Field field.

Note: VIM 5.2 SP6 introduces a business rule check function library. This library offers additional check function modules that are not directly delivered as pre-customized business rules. You can use the function modules as new business rules depending on your needs. The new library is located in function group /OPT/VIM_PROC_TYPE_LIBRARY which has been created to collect such function modules.

If you want to activate one of the library function modules as a new business rule for any VIM document type, perform the following customizing steps:

1. To create a new process type depending on your specific needs, execute the /n/OPT/VIM_8CX1 transaction. Assign suitable process options and an initial actor to the new process type.

2. To integrate the newly created process type within the VIM document type maintenance, execute the /n/OPT/VIM_1CX1 transaction.

5.1.7 Maintaining the PO Line Determination Note: VIM provides a feature to maintain the PO line determination. PO line numbers 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 Procedures help the system to determine the PO line numbers.

To maintain the PO line determination:

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



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

PO Line Det. ID The ID should start with 1.

Description Enter an appropriate description.

Check Function Optionally, use a custom function module here to determine the PO line number. By default, the field is blank. An OpenText standard function module is used.

No of Fields to Match Specify how many fields should be matched before claiming the PO line number found. The number of fields you specify here should be less than or equal to the number of fields you maintain for this Determination ID.

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

Exclude Invoiced Lines Select this check box to exclude the lines in the PO that have been marked as Final Invoice when trying to find the PO line match. This narrows down the search for the PO line determination.

3. Double-click PO line Determination Fields in the Dialog structure panel.



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

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

5. Click to save your settings.

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

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



8. Maintain the Determination Logic ID you have just configured.

9. Save your settings to finish the process.

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



5.1.8 Maintaining Tax Code Determination When data flows to VIM from external systems like an OCR system, the tax code may 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 the tax code corresponding to the supplied tax rate.

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

To maintain tax code determination:

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

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



In the Tax Code Determination group, the options for tax code determination are displayed. The following options are available:

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

Tax Determination using OpenText Tax Table (Simple Maintenance) on page 65

SAP Tax Determination Logic on page 66

Customer Tax Determination on page 66

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



Tax calculation Group

In the Tax calculation group of the Document Type Definition Details screen (see screenshot above), you define the tax calculation options for the DP document type. The following options are available:

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

Allow Zero Tax Rate Select this check box if you want the system to determine the tax code for a 0.00 tax rate (zero tax rate). If blank or empty is supplied, the system cannot determine the tax code, so the value should be 0.00 or greater.

Allow without Tax Select 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 Tax is not selected.

Calculate Tax on Net New feature with VIM 5.2 SP6 for Non PO DP Approval: Use this check box if you want the system to differentiate between gross and net. The check box is document type specific instead of user specific, because approval might be accomplished by several different users.

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

If the global constant CALC_TAX_ON_NET is set to D, you can define Calculate Tax on Net document type specific in the Document Type Definition Details screen:

Select the Calculate Tax on Net check box to define that G/L account amounts are to be entered net.

Clear the Calculate Tax on Net check box to define that G/L account amounts are to be entered gross.

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

auto_calc tax flag that is document specific.

calculate-tax-on-net-amount flag that is user specific.

In the past, VIM had only the auto-calc tax flag for Non PO DP approval. The calculate-on-net-amount tax flag, known from Non PO processing, was not available for DP documents. VIM interpreted the missing second flag as being empty. If the auto-calc flag was selected, the gross amount was expected in the Non PO DP line items.

The following combinations are possible with the two tax flags:



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_calc is selected and calculate-tax-on-net-amount is 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 a correct balance.

Test Case 1 If auto_calc is selected, and calculate-tax-on-net-amount is not selected (Gross Amount, tax included):

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

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

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

Test Case 3 If auto_calc is selected and calculate-tax-on-net-amount is selected (Net Amount, no header tax available):

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

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 jurisdiction first. 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 PO line item.

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



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 with jurisdiction code is used.

For example, the United States have the TAXUSJ tax procedure with jurisdiction code.

If the tax code determination fails, an Invalid Tax Info exception is raised in the VIM Analytics report, see screenshot below. In this case, the workflow is routed to the Tax Expert for 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 rate supplied by the external system matches uniquely. If the tax code exists in the PO line item and no match is found, the tax code is considered to not determine and 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, the system proceeds as follows:

a. The system checks all tax codes of input tax type for the country and checks if the tax rate supplied matches uniquely with only one tax code. If no match is found, the system proceeds further.

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

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



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

5.1.8.2 Tax Determination using OpenText Tax Table (Simple Maintenance) This option uses the following logic:



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

To maintain the Tax Code Determination Configuration:

1. To maintain the table /OPT/VIM_TAX_CFG, execute the /OPT/VIM_BL_TAX_CFG transaction.

2. For a given Country key and Vendor ranges, maintain Tax Rate versus Tax Code.

For tax procedures with jurisdiction code, additionally use the Jurisdiction code field to maintain Tax Rate versus Tax Code entries.

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




5.1.8.3 SAP Tax Determination Logic This option uses the following logic:



a. The system checks all tax codes of input tax type for the country and checks if the tax rate supplied matches uniquely with only one tax code. If no match is found, the system proceeds further.

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


5.1.8.4 Customer Tax Determination You can use a Custom Function Module to determine the tax code. The function module 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 *"--------------------------------------------------------



5.1.9 Configuring Duplicate Check In this step, you define the duplicate check procedure and assign it to a document type. 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 the document 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 entries button in the application toolbar.

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

Duplicate Check Grp Enter the 3 digit id identifying the duplicate check group.

Description Enter a description for the duplicate check group.

Duplicate Check Type Select Function Module or Index Data Fields from the drop down list.

Function Module Select Function Module to configure duplicate check in a custom function module. Enter the function module in the Duplicate Chk Func field.



Index Data Fields Select Index Data Fields to configure duplicate check based on the fields defined in the Group Fields. See To define duplicate check fields for a group: on page 68.

Ext. Dup. Check Func Define a function module to define extended duplicate check to check SAP documents. 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 System This check box appears in satellite systems, only.

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

The configuration data for Run Duplicate Check in Central System does not have to be centralized. Local configuration can work without the need of centralizing configuration data.

Note: The Aggregation Report batch job for the OTH_VMHEAD group runs periodically and synchronizes the data of SAP IM documents to the central system. The frequency of the batch job can be adjusted as needed. Run Duplicate Check in Central System yields desired results only after the batch job synchronized data with up to date information. See section 18.9 "Scheduling the Aggregation Report" in OpenText Vendor Invoice Management - Administration Guide (VIM-AGD) for details.

To define duplicate check fields for a group:

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

1. In the Group Definition Overview screen, select a group and double-click Group Fields in the navigation pane.



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

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

Example:

If a document should be considered duplicate if document date, reference number and gross amount matches or document date, reference number and PO 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 name BLDAT

Step Id 2, Field name XBLNR

Step Id 2, Field name EBELN

5.1.10 Determining PO Invoices by Vendor Table VIM 6.0 introduces the new table /OPT/VT_DOC_DET. You can maintain the table using the SM30 transaction. Currently, this table is specific to invoices processed in China but, by design, this table can be used for other countries as well.

The table /OPT/VT_DOC_DET stores the vendors that send PO based invoices. In China it is possible to send PO based invoices without providing the PO numbers on it. Using this table, you can configure certain vendors that do this practice, thereby determining the DP document type correctly.



The system first checks the entries in table /OPT/VT_DOC_DET. If the vendor is found, the DP document is considered as a PO based invoice. If no vendor entry is found, the system checks for the existence of any PO numbers on the invoice.

You can maintain vendors per company code and also ranges of company code and vendor combinations.

5.2 Roles in Document Processing OpenText delivers standard roles for Document Processing (DP) in the baseline.

To display the table of roles, execute the /OPT/CP_9CX5 transaction.

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

To create a new role, follow the process described in Defining Roles on page 29,with product code 005.

5.3 Configuring DP Process Options In this step, you define the process options that a role gets to see on the DP dashboard during the DP process. These options are available for use in any process type configuration.

5.3 Configuring DP Process Options


To configure DP process options:


Alternatively, follow LiveLink VIM - Configuration > Document Processing > Process Configuration > Maintain Process Options.

2. Configure DP process options using the following parameters:

Option Id Enter a 5 digit number identifying the process option.

Option Button Text Enter the text that appears on the button for this option in the users dashboard.

Option Text Enter a description that describes the option in detail.

Option Type Select the type of option:

BDC Action A BDC ID is executed if the user chooses this option.

Note: If you select BDC Action you have to maintain the BDC Configuration Id.

Referral User can refer the work item to a target role for further processing.

Note: If the Override Res. Actor check box is selected, the user has an option to send the work item to users other than the ones determined by the system for the target role.



Class Method At this point, this is not supported.

Call Transaction The system calls the transaction that is defined in the Transaction Code field.

Note: If you selec