If the first approver rejects the invoice then it is send to AP department. This one is giving details on netweaver instead of VIM invoice approval. PO Parked: Vendor Invoice Management > PO Based Invoice Configuration > Parked Invoice Processing Configuration > Technical Configuration > Image Display > Image Display Function, PO Blocked: Vendor Invoice Management > PO Based Invoice Configuration > Blocked Process Configuration > Technical Configuration > Image Display > Image Display Function, Non-PO: Vendor Invoice Management > Non PO Based Invoice Configuration > Parked Invoice Processing Configuration > Technical Configuration > Image Display > Image Display Function Non PO. Maintain the text id here that needs to be shown post approval. Please let me know your requirement with an example and accordingly I will try to help you in configuring for it. Main responsibility is providing solutions & enterprise enablement for the business on SAP VIM, FI & CO in a multinational company. Below is the screen shot. Very Good document. Configure the approval process . You will be able to work as VIM expert in any of implementation or support project post this training. In pre-process user exit you can put this small logic to populate DW based on document type. Invoice Approval Process: OpenText VIM provides the facility to approve the invoices before they are created in SAP. Thanks for your quick response. At the end of the day, we need to pay the vendor accurately. Transactions flow from SAP S/4HANA Cloud through the Vertex integration flows to the Vertex tax solutions using the SOAP protocol. Sorry for delayed response. I have a specific question: can we hide a button in VIM Workplace? , Thank you for the kind gesture. I found the root cause. In this post, we will cover the basic end to end process of VIM for SAP and each of the transaction codes. SAP Business Workflow - Introduction. The purpose of this page is to give an overview of the release process for blocked invoices. Overview. The actual function to create the send request is /PTGWFI/CP_SENDMAIL. OpenText™ Vendor Invoice Management for SAP® Solutions (VIM) optimizes and simplifies the process of receiving, managing, routing and monitoring invoices and related documentation. So for one of the rules we are setting up Balance sheet approvers. ( Log Out /  It is dedicated to large enterprises and shared service centers in corporate groups where the number of financial documents processed reaches tens of thousands per month. There are three views available in COA. We have developed a function module to determine the right Agent for the Cost Object based on the Account Assignment type K or F or A. Choose invoice as a transaction type. We have the best certified expert for the SAP ‪‎VIM Module. Now, expense type (field name EXPENSE_TYPE) is available in Header. Feel free to check on the OpenText Customization through transaction code “/n/OPT/SPRO”. I was moving to a different country and was busy for past few months. It eliminates labor-intensive invoice processing steps, provides real-time process visibility and controls exception-handling through automated workflow, flexible checks and comprehensive validation. This table is the Chart of Authority levels and coder\approver details, but I cannot find any table which contains the VIM users - ie first name, last name, Opentext User id and SAP user id - just like the user details view in the COA. Tekslate’s comprehensive online training programs are designed to meet the requirements of all OpenText users. Also, OpenText VIM: Basic configuration for Document Processing (DP) document types is not reflecting the right content. The approval limit is set in COA details and corresponding coder can be determined from coder details. Behind the SAP VIM solution, there is use of SAP BAPI to interact with SAP Data and SAP table and SAP Workflow to manage the verification and validation flow of an invoice. It is for PO Parked, PO Blocked, and Non-PO. SAP VIM Online Training also known as SAP Vendor Invoice Management Online Training is a full- flagged business solution that essentially solves the business related matters by paying right amount of money to the vendors in time. Demand high rates and live the lifestyle you want. It is really helpful. "Error in determining the next approver. Any idea how Currency is determined for NPO and PO scenario's. COA and under User details maintain the data (refer below screen shot). The approval limit is set in COA, details and corresponding coder can be determined from coder details. SAP ‪‎Vendor invoice Management is an add on to your SAP system, the majority of its processes and functions run inside the system, which deals only with invoices that will be posted to ERP. Thank you very much for quick response Pankaj . Approvers are maintained in Chart of Authority. VIM optimizes and simplifies the process of receiving, managing, monitoring, and routing invoices and related documentation on all levels. Approval can be delayed by sending the invoice to AP Processor first. Thus process type helps to know is approval is required or not and COA helps to know who will be approving. OpenText™ Vendor Invoice Management for SAP® Solutions is an industry leading invoice management and processing solution. Learn how your comment data is processed. ( Log Out /  I tried very hard to check if any configuration is available to hide "Image" button. : Opentext Approval Workflow or External Workflow can be selected for this. Become SAP VIM expert by learning from industry experts. The basic process will cover two kinds of end to end flows (with their corresponding transaction codes). Looking at the function module behind, this has been added / coded at a wrong step. i have one below requirement if possible can you help me? : Person responsible for entering accounting data. The available OCR option for Vendor Invoice Management for SAP Solutions allows for straight-through processing without human intervention. Yes, it is very much possible to achieve that. Really clear and helpfull. You will notice that in the process diagram below, the invoices need to be prepared and then scanned before it reaches SAP. 1. Create the expense type, provide description and indicate if approval is, : Some of the access rights are: Approve, Coding, Coding_Display, Coding_Delegation, Override, Look_ahead and Configuration. The orange dotted lines indicate that this process happens outside of SAP – specifically in the ICC or the Invoice Capture Center. Can you please guide? Take note that in this packaged solution, you can expect features such as: When we talk about the capabilities and features of OpenText VIM, we consider the following: Because of these considerations, we want to establish more efficient, proper, and simpler invoice management processes to ensure accuracy and minimize manual errors through an automated / electronic system. In SAP, the inbox is generally the “SAP inbox” accessed via transaction code SBWP. One subsequent question. SAP VIM Workflow Overview Trying to summarized the flow for Invoice with SAP VIM, we will found these steps: Digitizing of Vendor Invoices If the invoice is on paper, it should be scanned to SAP and integrated in the system. Thank you so much for the kind and encouraging words. OpenText’s VIM gives users the ability to approve invoices before they are created in the SAP database. : In this view the data for approval are maintained like approval amount up to which approver can approve, currency for which approver is allowed to process approval, company code and cost center for which approver is authorized etc. ‘Start Approval Immediately’ starts the workflow immediately without delay. You can refer to my post on “OpenText VIM for SAP Solutions: TCodes and Tables for Troubleshooting” for more information. After conversion of DP document into SAP parked invoice, : Appropriate parking reason has to be provided. Could I please ask a question as I have read conflicting help regarding this. And the next level approver doesn't have an option to approve. Pingback: OpenText VIM for SAP Basic Process and TCodes – Techlorean. Is it possible to configure two different approval process in COA, I.e balance sheet  approval and cost center based approval . So, Scanned Vendor invoices are automatically routed to the right Accounts Payable responsable without any delay. Currently in my project we dont have approval for PO invoices. The invoice PDF is not mentioning the document currency. Will this function become available if, for example, we set A as the next approver for user A (a coder - himself in Manager ID field? I would like to default Expense type DW to our Down Payment. I'm doing well thanks. Many approval tasks require to be acted upon before a deadline. 2.Mandatory Configuration • Archive link configuration • VIM … Invoice Capture Center (ICC) is a place where this processing happens. : Approval hierarchy can be implemented by either using OpenText delivered approval hierarchy table or customization as per business needs. In general, the 3-way match is a process used in accounts payable specifically when dealing with vendor invoices. Approval process is available for both PO and Non-PO based invoices. We do have a configuration for "Image Display Function" where one can define the FM used to fetch the ArchiveLink image. So not 100% reliable but it works. Please let me know if you need any further details on this. Approval Process. : This is where coders are maintained for the requester. If you do not know the function module, you can refer to “Guide to Troubleshooting IDocs: SAP Functional Consultant“. Thanks Pankaj. : For few expenses (Marketing Expense, Office Supply, Communication, Utility, etc.) Approval process is available for both PO and Non-PO based invoices. Advised the client business on the best high-level process flow design to follow for Open Text VIM based on their requirements. When we talk about the Accounts Payable process, recall that this process involves payment. Change ). In the highlighted row below called “Maintained Document Types”, you will notice on the next screenshot that you can specify how a document will be processed. If that can't be fixed, then we'll raise a message with OpenText asking them if there is a screen exit available to hide this button in the screen. Release process. In SAP system, Business Workflows are used to execute business processes in applications. We have the best certified expert for the SAP ‪‎VIM‬ Module. If you have any VIM configuration related document pls send to the below gmail and it would be more helpful. what should I do now? From the OpenText website, VIM for SAP is formally defined below. NOTE: Above mentioned roles are the basic roles, involved in the IAP however one can create additional roles. type automatically assigns DW as expense type. Step 1) Enter transaction code MIRO. We can check COA, workflow logs and data to ensure where things are going south. Approval process ends when the invoice is approved and posted or deleted or rejected. Suggest to give a link to  your various VIM write ups so it helps all SAP Professionals. Problem was that there were duplicate IDs maintained for the user in /opt/vim_7cx1 table. /n/OPT/VIM_7AX8 (Admin Tool for Monitoring) /n/OPT/VIM_WP (VIM Workplace). Deloitte has a strong team supporting our clients to implement SAP… Business rules are also considered. Additional Configuration – Web Approval. •VIM(Vendor Invoice Management) is SAP Invoice Management • ICC(Invoice Capture center) is Business Center Capture •Greenfield Imp. You can also define some additional settings with the help of the checkbox settings per Step ID. Integration of standard SAP functionalities such as invoice verification, financial processing, etc. Amazing document. Hope it helps. The user details contains all the users and the, managers to whom invoice will go for approval. It is sincerely appreciated , Privacy Policy / Terms and Conditions / Disclaimer / About / Techlorean is not an affiliate of SAP SE, Status Check in Admin Tool for Monitoring, OpenText Customization (Incoming Document Processing and Document Type Configuration), SAP CHEAT SHEET: Basic Accounts Payable / Procure to Pay Process, OpenText™ Vendor Invoice Management for SAP® Solutions (VIM), OpenText VIM for SAP Solutions: TCodes and Tables for Troubleshooting, Guide to Troubleshooting IDocs: SAP Functional Consultant, SAP Accounting Tutorial for Beginners – Introduction, SAP Lockbox | Process, Configuration, and H2H Connectivity Overview. We are currently having the same setup and for this we have used a custom solution. You will also be involved in the delivery of SAP project implementations in various regions, align with the Flowserve Global Business Process Standardization and corporate policies governance and statutory Requirements. : Brand new system with only a Technical upgrade without Re-engineering your Business Process. SAP VIM will take you from zero to job ready within 3 weeks.It is the fastest growing addon of SAP. ... Take this as an opportunity to streamline your business process. Document Type Configuration – This focuses on the settings and configurations involved in a document type. Please can you give the relevant SAP tables where VIM users are held - I have found /OPT/APPR_COA. I am really sorry for a very delay reply. Based on the parking reason workflow starts. OpenText VIM is packaged solution for managing invoices. •Brownfield Imp. Invoice Approval Configuration. Sorry for delayed reply. I have one requirement like standard have multiple levels approvels but we have requirement like skip all these approvels and it will go directly to max level approver .Could you please let us know how to achive this type of requirement. Invoices are prepared as a pre-requisite for scanning. ‘Start Approval. Intro. We want to establish more efficient, proper, and simpler invoice management processes to ensure accuracy and minimize manual errors. SAP Archiving (by Open Text) Document Archiving & Viewing Email EDI Automated reconciliation and posting Central … It also covers linkage of process types and chart of authority in invoice approval process along with their configurations. Thanks for sharing info on VIM. Provides a template, ap process sap vim solution component capture the configuration. A swimlane diagram is a type of flowchart, and it can be used to display the same type of information (data, deliverables, actions and interactions etc.). If the approver rejects the invoice then it is send back to previous approver. User B                  20    EUR    1,00             A1                3XXX                     5XXXX117XB Am having a scenario where for a combination of expense type , Profit center and company code the user assigned  in CoA is not able to approve an Invoice for e.g. Description ‪SAP OpenText Vendor Invoice Management‬ (VIM) Online Training is providing by Glory IT Technologies. For Non-PO invoices the initial approver is usually entered in the indexing screen in the Email ID field. VIM Overview VIM optimizes and simplifies the process of receiving, managing and monitoring invoices for AP personnel and vendors. Invoices are sent to SAP electronically which can be viewed as IDocs. Approval workflow can be started by clicking ‘Submit for Approval’ option. OpenText Vendor Invoice Management (VIM) works with SAP® ERP to streamline accounts payable (AP) operations. Invoice verification is done via MIRO transaction. my requirement is need to implement ICC validation client which helps us to eliminate the manual effort to update missing invoice information in production system (drag and drop option) this would help AP select data on the invoice and drop it into the respective fields as while processing  this invoice. the name of the system where the external workflow is supposed to run. Driving the Approval Flow for DP Invoices. This XML is then used to populate values in the DP document in OpenText VIM. Create/Configure ICC validation client prototype you have any documents how to configure this. Incase of Non PO, if an approver doesn't have Manager designation, it going for next level Approval. I have been on a hectic schedule and was not online for quite some months. We have similar scenario implemented where the flow is like this: Indexer --> Coder --> First level approver --> Second level approver (if amount is more than what first level approver can approve). SAP Business Workflow - Introduction. Process Flow sap.suite.ui.commons.ProcessFlow. I guess, it is called "Override Approver' when it comes to the stage of providing invoice approval in OT? Forecast cash flow, SAP Invoice Management by OpenText (VIM) is a comprehensive solution that automates the flow of purchase invoices. As far as I see we are calling MRBR transaction for release block. It would be great if you could talk to your friends in OpenText. Kindly use table /ORS/USERMAP to see all the details for the user. Automate the accounts payable process in SAP with Cassini's Smart Invoice Management (SIM) which is an invoice scanning and processing engine. However when approving the agent selects a Line item and approves it, system is clearing the total invoice rather than only approving the individual line. : The process starts when document is parked or ‘Submit for Approval’ button is clicked. A down payment is a payment made or received before the physical exchange of goods and services. The approval system is easily configurable and highly customized with provision of multi-level approval. Workflows are a key component of SAP system wherein they help design the business processes - it can be a simple release or a complex repeated business process such as creating a material master, etc. T-code to access the COA is /n/opt/vim_7cx1. All the details are maintained in the COA for the approver's ID but still the user is not able to approve the Invoice. If fully approved, SAP document will be posted. Thanks for the detailed COA function explanation. I have a question, is there a Table which stores the changes in COA Details, (Changes in GL/Cost Center - Approver 1 & 2 assignments). Keep in mind, this is one flow, so it is the same purchase order still. Need some help urgently. Take note that the 2nd transaction code or the non-OCR scenario can be tested alternatively by WE19 where you can simulate an inbound IDoc to SAP. Since I am using a customized solution for this hence I will not be able to check on this. We have a lot confusion in setting up the coder, requester and approval for Non-PO. You will be able to work as VIM expert in any of implementation or support project post this training. : For PO invoices a custom extension is required. …What is the purpose of the 3-way match anyway? I am glad that the documents proved to be useful to you. Please do share if you get a response on this from them. Enter the invoice date. We are looking into OpenText config to fix the issue that originated this question in the first place. The SAP transcation that will be used for this is provided in the process type (either BDC ID or Background ID) and yes the invoice will be posted in central system. I have one question in the VIM i'm approval is done successfully but after doc status not changed like posted  also it not showing any error in history tab. Change ), You are commenting using your Google account. Payment proper will be triggered utilizing the posted SAP document. The best invoice automation solutions for SAP are integrated into the system of record, taking advantage of the high security standards, providing data privacy and end-to-end workflows. : Brand new system and avenue of re-engineering your Business Process. : A process type needs to be created for approval when approval is required at DP processing stage. Please give me some guide and where to check for configuration ? Built for SAP S/4HANA VIM complements the new and simplified concepts found in S/4HANA with world-class invoice automation. [email protected] My Account. Any idea of a way to default an Expense type for a particular Document type ? the user is automatically populated in COA Details View. Together, let us create a community that thrives on continuous learning. Workflow proper is triggered. OpenText™ Vendor Invoice Management for SAP® Solutions (VIM) optimizes and simplifies the process of receiving, managing, routing and monitoring invoices and related documentation. In the meanwhile if someone has any questions on this topics then kindly reach out to me. Before we get into the meat and potatoes, let’s take a look at the value that Vendor Invoice Management (VIM) provides along with opentext VIM best practices. Consider COA setup. : The process starts when invoice gets the process type for approval or ‘Submit for Approval’ button is clicked. User A                300    EUR    56,00           A1                3XXX                     5XXXX117XB I can just give you direction as to where to look. The user from AP department has the option to select the approver if process is started from DP dashboard. MR8M - Cancellation If you don´t want to create a credit memo you also have the option to cancel the invoice in MR8M. We are mapping cost center to the position in PP01 based on the relationship A250 and then maintaining PRMD for it. Advised the client business on the best high-level process flow design to follow for Open Text VIM based on their requirements. OpenText delivered approval hierarchy table allows defining the approver, coder and respective hierarchy for them along with approval amount, currency, company code and plant for which the user is authorized to approve. For this we have implemented a workflow setup. Expense type can be created by going to /n/opt/spro and then to LiveLink VIM – Configuration >, Types. For now, let us focus on the keyword’s “vendor” and “invoice”. can the list also be customized? The document provides the overview of invoice approval process cycle in OpenText VIM for both PO and Non-PO invoices along with important configuration steps involved. Responsible for leading the design, configuration and test the SAP Open Text Vendor Invoice Management (VIM) solution with integration to SAP FI-AP and SAP MM-LIV invoices. The user details contains all the users and the managers to whom invoice will go for approval. ( Log Out /  Figure 6: General Ledger Fields and Search Help for Web Screen Fields. Whether invoice will be posted in central system as well? •VIM(Vendor Invoice Management) is SAP Invoice Management • ICC(Invoice Capture center) is Business Center Capture •Greenfield Imp. These payment providers are listed on the App Center and can integrate with … PREREQUISITES . Many thanks. A down payment is a payment made or received before the physical exchange of goods and services. : Process type needs to be configured accordingly (steps to configure the process type are written below). Strangely two of my posts content has been replaced by someone else's content post movement of SCN to SAP community. This is terrific :-). Responsible for leading the design, configuration and test the SAP Open Text Vendor Invoice Management (VIM) solution with integration to SAP FI-AP and SAP MM-LIV invoices. Empower your accounts payable team with a Vendor Invoice Management software powered by an intelligent OCR. In case of PO invoices baseline implementation determines the, : It contains the general details for all the users like user id, user’s manager id, if user is allowed for bulk approval or not, department of user, email address, telephone number, default coder etc. In SAP, you can think of it as a way to control, check, and verify that the purchase order (PO), Goods Receipt (GR), and Invoice (INV) ALL match in terms of price, item, and quantity. Non-PO invoices support multilevel approval. Overall, invoice details will be sent to SAP by EDI which will trigger the usual process of processing data, checking for duplicates, so on and so forth. …Okay, so why do we have to do this 3-way match? The prices are a kept in consignment info records in the SAP system. Configure Process type: A process type needs to be created for approval when approval is required at DP processing stage. In the first level approval (at coder level) i am getting below error. USER              Counter Currency Amount  Expense type company code     Profit center User D                600    EUR    9.999.999,0 A1                3XXX                     5XXXX117XB, if the same document is used with a different Expense type with all the remaining data same the user is able to approve the invoice. User C                400    EUR    108.000,00  A1                3XXX                     5XXXX117XB : If this check box is not checked then Initial Actor manually starts the workflow else it is automatically started. Versions. I had configured NON-PO approval process using new COA level based approval. This VIM training has been prepared after years of real life experience so your VIM learning doesn't have to be a complicated process. for e.g. your all comment was so informative. Scanning proper using ICC tool to interpret the document image and convert it to system text. I found the same issue. This makes it much easier to track the flow of the invioces and who needs to take action on this. User E                  20    EUR    1,00             B0                3XXX                     5XXXX117XB Stakeholders involved in any invoice problem can quickly and efficiently access invoice information, such as relevant PO number, status of invoice payments and more. This means that all steps are within SAP. Thank you for creating detail document for better understanding. Chart of Authority (COA) is required to setup the approval hierarchy for Non-PO invoices. Main responsibility is providing solutions & enterprise enablement for the business on SAP VIM, FI & CO in a multinational company. I have seen other write ups as well on VIM and found it very useful. This can be configured at /n/OPT/SPRO transaction and follow LiveLink VIM -Configuration >. Down payments are sometimes also referred to as advance payments. Change ), You are commenting using your Twitter account. The concept of 3-Way matching is covered in VIM. Techlorean aims to educate and ease the difficulty of learning complex topics in SAP through comprehensive and easy to understand learning materials. But the COA only seems to apply for parked documents. PO invoices have only one step approval but can be customized for multilevel approval. However, I am not sure whether we have selected next approvers available, instead of the one set in the field Manager ID? When L5 approved it and then it routed down the ladder to L3, L4 and L5. Create parking reason if required. Simple approval is working but level based approval is not working now. Yes, the problem is resolved. Replication of data can be done through “/n/OPT/VIM_7AX2” for OCR scenario or “/n/OPT/VIM_7AX1” for non-OCR scenario. What is the difference between Level based and simple approval(which you have explained here). In case of PO invoices baseline implementation determines therequester as the first approver and is the only approver unless a customization is done for PO approver. Note: The WE19 approach requires you to know the function module used for processing the VIM related IDoc data. /n/OPT/VIM_WP (VIM Workplace) /n/OPT/VIM_ANALYTICS (VIM Analytics) FB03 (View FI Document). Do you have any idea on multiple back end scenarios ? On the SAP portal the inbox is the UWL – the Universal Work List. ICC validation client which helps us to eliminate the manual effort to update missing invoice information in production system (drag and drop option) this would help AP select data on the invoice and drop it into the respective fields as while processing  this invoice, OpenText VIM: Basic configuration for Document Processing (DP) document types. ... includes information about the transaction as it flows through the iFlow process. ), elimination of errors and duplicate check. OpenText’s VIM gives users the ability to approve invoices before they are created in the SAP database. Thank you for the encouragement and feedback. I have been very busy lately. •Brownfield Imp. With Vendor Invoice Management for SAP Solutions, you can significantly reduce manual processing. This training will be covering from business processes to in depth configuration required to implement VIM. I will check what will be the most efficient way to do this and get back to you. Hit ENTER. OpenText VIM provides the facility to approve the invoices before they are created in SAP. VIM handles both PO and Non-PO invoice processing, ... Configure the work flow . VIM Overview - Free download as PDF File (.pdf), Text File (.txt) or view presentation slides online. We are using workflow based on rules. If the ‘Default’ check box is ticked then it means that user is always a coder. /ORS/000007_RFC ". Fill in your details below or click an icon to log in: You are commenting using your WordPress.com account. Packaged business solution for vendor invoice management provided by OpenText. 2 thoughts on “ OpenText VIM for SAP Solutions: TCodes and Tables for Troubleshooting ” Pingback: Re-trigger Workflow in OpenText VIM – Techlorean. : If this is checked then automatic service request is created. Thank you for throwing light on invoice approval process in VIM. For the vendor consignment process in SAP to work, you first need to agree on pricing with the vendor. Also, I am not getting notification messages over email on the comments been posted in the blog. I did try to reach out to my friend in OpenText but seems he is occupied these days. I will need the check that in your system. You will notice a general transaction code for IDocs “WE10” in the process below because you are expecting an inbound IDoc. SAP Sales Document Flow Suppose you have received a call from the customer inquiring about a certain product. Hope you are doing good. Is it possible to approve & pay as invoice for individual line item in VIM Module? OpenText Vendor Invoice Management for SAP Solutions It is certified by the SAP Integration and Certification Center (SAP ICC), which involves a rigorous process of validation that SAP uses to analyze and test products, including its own, in several categories, such as accessibility, functionality, documentation, performance,
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