VIM 6 0 Administration Guide

OpenText Vendor Invoice Management

Administration Guide

This guide describes the technical and functional aspects of administering OpenText Vendor Invoice Management 6.0.

VIM060000-AGD-EN-3

OpenText Vendor Invoice Management Administration Guide VIM060000-AGD-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.

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

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

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

Table of Contents

1 Introduction ............................................................................... 9 1.1 About Vendor Invoice Management......................................................... 9 1.2 About the Document .............................................................................. 11 1.2.1 Target Readership ................................................................................. 11 1.2.2 Related Documents................................................................................ 11 1.2.3 Conventions ........................................................................................... 12 1.3 Contact Information................................................................................ 13 1.4 Customer Support .................................................................................. 13 1.5 High Availability...................................................................................... 14

2 Understanding VIM.................................................................. 15 2.1 Delivery Model ....................................................................................... 15 2.2 Workflow Scheme .................................................................................. 16 2.3 Process Swimlanes................................................................................ 17 2.4 Extensions to VIM .................................................................................. 18

Part 1 Administering VIM 19

3 Administration Tools............................................................... 21 3.1 VIM Customizing IMG ............................................................................ 21

4 VIM Workflow Batch Jobs....................................................... 23

5 Roles ........................................................................................ 29 5.1 Maintaining the FAIL_SAFE User Key................................................... 29

6 Maintaining Chart of Authority ............................................... 31

7 Setting Up Substitutes for Workflow Processes................... 33 7.1 Setting Up a Substitute for the SAP Inbox............................................. 33 7.2 Setting Up a Substitute for the IAP Process .......................................... 37

8 Determining the Workflow Status of an Invoice.................... 43 8.1 Displaying the Workflow Status Using Unified Dashboard .................... 43 8.2 Displaying the Workflow Status Using VIM Analytics ............................ 46

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

9 Monitoring VIM Workflows......................................................49

10 Solving a Role Error in a Workflow ........................................55 10.1 Determining a Role Error in a Workflow ................................................ 55 10.2 Restarting Workflow After Fixing a Role Error ....................................... 58

11 Reassigning Work Items Belonging to Another User............61 11.1 Retrieving Open SAP Work Items of a Specific User ............................ 61 11.2 Reassigning Open SAP Work Items to a Different User........................ 64 11.3 Reassigning Invoice Approval Items to a Different User ....................... 67

12 Releasing Invoice Lock for Invoice Approval ........................71

13 Administering Workflows........................................................73 13.1 Monitoring Alerts .................................................................................... 73 13.1.1 Setting Up Central Alert Monitoring ....................................................... 74 13.1.2 Registering a CCMS Agent.................................................................... 74 13.1.3 Monitoring Using CCMS Templates....................................................... 74 13.2 Monitoring Activity .................................................................................. 78 13.3 Analyzing System Performance............................................................. 79 13.4 Using Logs and Traces .......................................................................... 79 13.5 Using Solution Manager Diagnostics ..................................................... 80 13.6 Configuring VIM ..................................................................................... 80 13.7 Backup ................................................................................................... 80 13.8 Data Archiving........................................................................................ 80 13.9 System Availability ................................................................................. 80 13.10 Adaptive Computing............................................................................... 81 13.11 Restart Mechanism ................................................................................ 81 13.12 Linking Events for VIM Workflows ......................................................... 81 13.13 Frequently Used SAP Workflow Administration Transactions............... 84 13.14 Analyzing Work Items ............................................................................ 86 13.15 Frequently Used SAP Workflow Tables................................................. 87

14 Administering DP Processing and DP Invoices.....................89 14.1 Changing the Posting Date for a Bulk of DP Invoices ........................... 89

15 Using the SAP Early Watch Service .......................................93 15.1 Creating a Role for VIM Configuration Display ...................................... 93

16 Using VIM Notifications.........................................................103 16.1 Starting VIM Notifications..................................................................... 103 16.2 Working with the Selection Screen ...................................................... 103 16.3 Working with the VIM Notifications List................................................ 106 16.3.1 Application Tool Bar ............................................................................. 107 16.3.2 ALV Grid Control .................................................................................. 107

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VIM060000-AGD-EN-3 Administration Guide v

16.3.3 ALV Grid (Data View)........................................................................... 108 16.4 Configuring VIM Notifications............................................................... 109 16.4.1 Configuring Notification and Email Options ......................................... 109 16.4.2 Configuring the Notification Email Body .............................................. 112 16.4.3 Configuring the Notification Email Title ................................................ 113 16.4.4 Excluding Notification Users ................................................................ 114 16.4.5 Configuring User Preferences.............................................................. 116 16.5 Maintaining a Notification Email Formatting Function Module............. 118

17 Multiple Backend System ..................................................... 119

18 Administering Central Reporting ......................................... 121 18.1 Maintaining Logical Systems for the Aggregation Report.................... 124 18.2 Running the Aggregation Report for the CUST_PREFL Group .......... 126 18.3 Creating Variants of the Aggregation Report for Each Group ............. 128 18.4 Maintaining Reporting Tables .............................................................. 128 18.5 Activating Specific Role and Exception Mapping................................. 132 18.6 Scheduling the Collection Report......................................................... 132 18.7 Scheduling the User Master Report..................................................... 134 18.8 Scheduling the Text Master Report ..................................................... 134 18.9 Scheduling the Aggregation Report ..................................................... 135 18.10 Scheduling Batch Jobs for Central Reporting...................................... 135 18.11 Cleaning Up Central Reporting Tables ................................................ 138 18.12 Maintaining Thresholds for the Key Process Analytics Report ............ 139 18.12.1 Constant KPA_TS_1STPASS_NO ...................................................... 141 18.12.2 Constant KPA_TS_1STPASS_PERC.................................................. 143 18.12.3 Constant KPA_TS_LIAB_AMOUNT1 .................................................. 144 18.12.4 Constant KPA_TS_LIAB_AMOUNT2 .................................................. 145 18.12.5 Constant KPA_TS_LIAB_AMOUNT3 .................................................. 146 18.12.6 Constant KPA_TS_PROCDOCS_NO.................................................. 147 18.12.7 Constant KPA_TS_PROCDOCS_PERC............................................. 149

19 Downloading Data from SAP for ICC Integration ................ 151 19.1 Downloading the Vendor Database from SAP..................................... 151 19.2 Downloading PO Data from SAP ......................................................... 154 19.3 Common Topics of the Download Programs ....................................... 157 19.3.1 Downloading in Background ................................................................ 158 19.4 Function Modules and RFCs ............................................................... 158 19.4.1 Vendor Download (Remote) Function Module..................................... 158 19.4.2 Purchase Order Download (Remote) Function Module....................... 159

20 Administering the ICC Dispatcher........................................ 163 20.1 Batch Programs ................................................................................... 163 20.1.1 Batch Program /OPT/VIM_STATUS_EXTR ........................................ 163 20.1.2 Batch Program /OPT/VIM_STATUS_VALD ........................................ 164 20.1.3 Batch Program /OPT/VIM_DP_TRIGGER........................................... 164

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

20.2 Working with the ICC Admin Tool ........................................................ 165

21 Administering the EDI Support .............................................169 21.1 Overview .............................................................................................. 169 21.2 Administering the IDoc Process........................................................... 169

22 Working with the Application Log ........................................175 22.1 Creating the Application Log................................................................ 175 22.1.1 Log Point .............................................................................................. 176 22.1.2 Object and SubObject.......................................................................... 177 22.1.3 Log Classification ................................................................................. 179 22.2 Displaying Log Messages .................................................................... 179 22.3 Application Logging for the CRM System ............................................ 181 22.4 Configuring the Application Log for Approval on a Mobile Device....... 182

23 Administering and Troubleshooting the Approval Portal ...185 23.1 Configuring the Approval Portal ........................................................... 186 23.1.1 SAP Connection................................................................................... 186 23.1.2 Mobile Configuration ............................................................................ 188 23.1.3 Configuration........................................................................................ 190 23.1.4 Administration ...................................................................................... 191 23.2 Configuring Search Helps with Pre-filled Values ................................. 191 23.3 Configuring Multilingual Support .......................................................... 193 23.3.1 Changing Language Resources .......................................................... 193 23.3.2 Configuring Additional Languages....................................................... 194 23.4 Configuring Attachment Support.......................................................... 198 23.5 Working with Log and Trace Files........................................................ 199 23.5.1 Log Files............................................................................................... 199 23.5.2 Trace Files ........................................................................................... 202 23.5.3 Log Configuration for vimIapTraceLogindex.trc................................... 203 23.6 Monitoring and Measuring Performance.............................................. 205 23.7 Managing Backup and Restore............................................................ 212 23.8 Restoring the Application ..................................................................... 213 23.9 Performing Periodic Tasks................................................................... 213 23.10 Technical Configuration Data............................................................... 213 23.11 High Availability and Load Balancing Concept .................................... 213 23.12 Restart and Monitoring of Asynchronous Interfaces Concept ............. 213 23.13 Starting and Stopping Approval Portal................................................. 214 23.14 Troubleshooting ................................................................................... 214 23.15 Branding............................................................................................... 215

24 Running Year End/month End Procedure for Parked Documents .............................................................................217

24.1 Processing Non PO Based FI Documents........................................... 217 24.1.1 Symptoms ............................................................................................ 217 24.1.2 Reference SAP Note............................................................................ 218

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24.1.3 Preconditions and Cause..................................................................... 218 24.1.4 Solution Details .................................................................................... 218 24.1.5 Running the Year End and Month End Procedure .............................. 219 24.2 Processing PO Based Documents (LIV Invoices) ............................... 221 24.2.1 Symptoms ............................................................................................ 221 24.2.2 Reference SAP Notes.......................................................................... 221 24.2.3 Preconditions and Cause..................................................................... 221 24.2.4 Solution Details .................................................................................... 222 24.2.5 Running the Year End and Month End Procedure .............................. 222 24.3 Testing the Year End Procedure.......................................................... 224 24.4 Using the Year End Run Log ............................................................... 225

25 ICC Configuration Data ......................................................... 227 25.1 RFCs for the ICC Configuration ........................................................... 227 25.2 Deleting an ICC Application from SAP Tables..................................... 228

26 Archiving VIM Information.................................................... 235

GLS Glossary 239

IDX Index 247

VIM060000-AGD-EN-3 OpenText Vendor Invoice Management 9

Chapter 1 Introduction

1.1 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


10 OpenText Vendor Invoice Management VIM060000-AGD-EN-3

VIM consists of the following components:

Figure 1-1: VIM components

ICC (Invoice Capture Center)

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

Document Processing

• Capture invoice metadata.

• Handle suspected duplicate invoices.

• Collaborate with others.

Invoice Approval

• 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).

1.2 About the Document

VIM060000-AGD-EN-3 Administration Guide 11

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).

1.2 About the Document

1.2.1 Target Readership This document addresses workflow administrators who are in charge of maintaining VIM.

1.2.2 Related Documents You can find the product documentation in the following locations:

• The product ISO image comprises the complete product CD-ROM in one *.iso file. The product ISO image is available in the OpenText Knowledge Center. To access the ISO image, select the product family page and then click the Downloads link.

• The documentation for all products and all supported versions is available in the OpenText Knowledge Center. See the Release Notes for details and links. In the Knowledge Center, select the product family page, and then click the Documentation link. If the required product belongs to the OpenText Content Server family, click the Content Server Module Documentation link and then select the product from the list.

Note: You can find the latest information on manuals and online help files for each product in the corresponding Release Notes. This includes the identification codes of the current documentation.

For VIM, the product ISO image is available here: https://knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=14583402

You find the documentation for VIM here: https://knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=10151494

https://knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=10151494

https://knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=14583402



1.2.3 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.

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

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

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

Warnings, notes, and tips

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

Important

Important notes help you avoid major problems.

Note: Notes provide additional information about a task.

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

1.3 Contact Information


1.3 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/.

1.4 Customer Support You can contact the OpenText Customer Support team with the contact information available at http://support.opentext.com. Alternatively, if you bought the solution from SAP, you can open a message in the SAP Service Marketplace for component XX-PART-OPT-INV.

Remote support is possible through the SAP solution manager with CSS message. You must open the connection to the system and provide appropriate authorizations.

To view logs, VIM provides the read-only transactions /OPT/VIM_7AX8_DIS and /OPT/VIM_ANALYTICS.

For SAP J2EE based components, the Java roles SAP_JAVA_SUPPORT is pre-delivered with NetWeaver and recommended to be used for this purpose. For ABAP based components, for example the role SAP_RCA_SAT_DISP is shipped via the ABAP add-on component ST-PI.

http://support.opentext.com/

http://support.opentext.com/

https://knowledge.opentext.com/

http://communities.opentext.com/communities/livelink.exe/open/OpenTextOnlineCommunity

http://communities.opentext.com/communities/livelink.exe/open/OpenTextOnlineCommunity

http://online.opentext.com/



1.5 High Availability VIM supports the standard SAP high availability concept. For detailed information, refer to the documentation provided under http://help.sap.com/saphelp_nw04/Helpdata/EN/08/5741114ae611d1894f0000e829fbbd/frameset.htm.

http://help.sap.com/saphelp_nw04/Helpdata/EN/08/5741114ae611d1894f0000e829fbbd/frameset.htm

http://help.sap.com/saphelp_nw04/Helpdata/EN/08/5741114ae611d1894f0000e829fbbd/frameset.htm


Chapter 2 Understanding VIM

2.1 Delivery Model As VIM is basically a scenario, its function may best be described as a problem solution. It enables the flexible configuration of a company's payment workflow. To this end, VIM is delivered with a so-called Baseline Configuration, a set of pre-defined configurations that work out of the box. In conjunction with other OpenText products such as OpenText Archive Server it is possible to realize comprehensive solutions. Core Functions are the technical foundation of VIM: SAP screens, functions, workflow templates, web pages, etc.



2.2 Workflow Scheme

Figure 2-1: Workflow scheme

Each VIM workflow process has the same basic steps:

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

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

Apply business rules Invoice pre-processing: Business rules are applied to detect additional exceptions before posting.

Post for payment The invoice is posted and released for payment.

2.3 Process Swimlanes


2.3 Process Swimlanes Business blue print sessions result in a set of finalized swimlane diagrams representing the to-be process. Figure 2-2 on page 18 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.

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.



Figure 2-2: Swimlane example

2.4 Extensions to VIM You can extend or customize the VIM functionality to meet your requirements. You should create Custom Development objects in your customer namespace. Plug the Custom Development objects into the appropriate user exits that OpenText provides in VIM.

The SAP transport management system will handle the custom development and configuration changes.

For detailed information on technical and functional configuration, refer to OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD).

Part 1 Administering VIM


Chapter 3 Administration Tools

VIM provides the following tool that serves for administration purposes:

3.1 VIM Customizing IMG VIM Customizing IMG allows you to perform various implementation and configuration tasks for VIM. You can invoke VIM Customizing IMG by executing the /OPT/SPRO transaction or from the OpenText LiveLink VIM Menu, clicking SAP menu > Customization > OpenText Customization.


Chapter 4 VIM Workflow Batch Jobs

To ensure that VIM works properly, schedule the following workflow batch jobs appropriately, based on your system requirements.

Program: RM08RELEASE Description: Releases blocks on MM documents and payment blocks on FI documents (equivalent to MRBR transaction).

Suggested minimum frequency: Once a day

Parameters: Select Automatic Release check box.

Program: /PTGWFI/R_LIX_CLEANUP_WFS_NEW Description: Handles actions taken outside of workflow, which can clear a blocked invoice. This job removes associated redundant work items and completes workflows.


Run after RM08RELEASE.

Parameters:

Run-time dates (from/to) workflow start time

Invoice document invoice document that you want to clear

Fiscal Year fiscal year of the document that you want to clear

Program: /PTGWFI/R_PIR_CLEANUP_WFS Description: Handles actions taken outside of workflow, which can clear a parked invoice. This job removes associated redundant work items and completes workflows.


Run after /PTGWFI/R_LIX_CLEANUP_WFS_NEW has completed.

Parameters:

Run-time dates (from/to) workflow start time

Invoice document invoice document that you want to clear



Fiscal Year fiscal year of the document that you want to clear

Program: /ORS/000007_LOCK_CLEANUP Description: Releases invoice locks as set by Web approval workflow.

Suggested minimum frequency: Every 30 min.

Parameters: None

Program: /OPT/VIM_R1A_REMINDER Description: Sends out VIM reminder emails for overdue items.


Parameters: Select Background Mode Table /OPT/T852 defines the number of grace days.

Program: RSWWERRE Description: Restarts work items that are in error status. This job reduces workflow administration.

Suggested minimum frequency: As defined by the workflow configuration

Parameters: None

Program: /OPT/VIM_TRIGGER_HEADER_WF Description: Triggers the LIV Header Level Workflow.

Suggested minimum frequency: Twice a day or more often, depending on the requirements

Parameters: None

Program: /OPT/VR_A_AGGREGATION Description: Runs the Aggregation Report for specific groups to update reporting tables for Central Reporting. See “Scheduling Batch Jobs for Central Reporting” on page 135 for details.

Suggested minimum frequency: Depending on specific groups and requirements

Parameters: Use variants for specific groups.

Program: /OPT/CR_RERUN_RULES_JOB Description: In the DP Goods Receipt Missing scenario of the Supplier Relationship Management (SRM) scenario, this job will publish the events PSS_Completed and ProcessCompletedExternally. These events will enable the workflow to rerun business rules.

If the goods receipt is posted, rerunning the business rules will resolve the GR Missing exception and continue with the next process.

If the maximum number of tries is exceeded, the work item will be sent to the dialog user to be resolved manually.


For Quantity and Price block scenarios, use the standard MRBR job and the OpenText workflow clean up job to resolve work items which are in waiting status.

Suggested minimum frequency: Every 4 hours

Parameters: Use variants for specific groups.

Program: /OPT/VR_UPDATE_FINISH_TIME This is applicable only for customers who had VIM 5.2 earlier. New customers can skip this job.

Prerequisite

The job /OPT/VR_UPDATE_FINISH_TIME needs the following prerequisite: As the job act on the data stored in Central Reporting Tables, all data must already be collected in Central Reporting Tables. Therefore, the Aggregation Report /OPT/VR_A_AGGREGATION must have run with various variants, see “Administering Central Reporting” on page 121 for details.

Description: Run this batch job only one time. It is part of the post installation activities for work items that are already finished or completed in the SAP system.

This job updates the finished time stamp for the work items in the Central Reporting tables. Before introducing this job, the finish time stamp was not updated.

For collecting aggregates, it is important to have the finished time stamp.

Do not run this job online but as a background job, if data volumes are huge for work items. You can also process parallelly in background jobs: Split the work item IDs into various ranges and use those ranges as job variants.

Once the time stamp of the older work items is updated, this job will no longer be needed. For future work items, the regular aggregation report /OPT/VR_A_AGGREGATION will update the finish time stamp by itself.

Suggested minimum frequency: Run only one time

Parameters: Use variants for work item ID ranges.

Program: /OPT/VAN_SYNC_JOB Description: VIM tables /OPT/VIM_HD_DP, /OPT/VIM_HD_PO, /OPT/VIM_PO_WIH,/OPT/VIM_HD_NPO, and /OPT/NPO_WIH are not correctly updated by VIM workflows during the invoice process. The VIM Analytics (VAN) sync job program updates the following fields of the VAN tables:

Table Field Description

CURR_AGENT Current agent of the DP work item

MULTIPLE_AGENTS Flag for work item assignment to multiple agents

/OPT/VIM_HD_DP

WI_STATUS Work item status



Table Field Description

DOC_STATUS_CODE DP document status code

TOTAL_AMOUNT Gross amount

DOC_STATUS_CODE PO document status code

DOCID DP document number of PO invoice

DP_DOCTYPE DP document type

/OPT/VIM_HD_PO

PARK_REASON Parking reason

DOC_STATUS_CODE NPO document status code

DOCID DP document number of NPO invoice

/OPT/VIM_HD_NPO

DP_DOCTYPE DP document type

CURR_AGENT Current agent of the PO invoice work item



CURR_ROLE Current role

LAST_OPTION_TYP Process option type

/OPT/VIM_PO_WIH

LAST_OPTION_ID Process option number

CURR_AGENT Current agent of the NPO invoice work item



CURR_ROLE Current role

LAST_OPTION_TYP Process option type

/OPT/NPO_WIH

LAST_OPTION_ID Process option number

You can run the VAN Sync Job by executing the SA38 transaction with program /OPT/VAN_SYNC_JOB or clicking the Sync button in the VAN application toolbar for all selected entries in the list. By clicking the Sync button in VAN, all data of the selected entries will be updated accordingly. You might need to refresh VAN to get the updated data displayed.

The selection criteria in the Sync VAN Tables with SAP Data screen are optional.

If the Include All check box is cleared, the following workflow and document statuses are excluded for Non PO and PO invoice data selection:

• Posted

• Deleted


• Cancelled

• Fiscal Year Changed

• Completed

• Archived

• Completed by Cleanup Program

DP document statuses Document Created, Rescan Completed, Confirmed Duplicate, and Obsolete are excluded for DP data selection.

The /OPT/VAN_SYNC_JOB program selects Non PO invoices, PO invoices, and DP data from the mentioned VAN tables, according to the selection criteria you entered in the Sync VAN Tables with SAP Data screen.

For all these documents, the program gets data from SAP workflow tables, SAP invoice tables, VIM stack tables, and parking monitor tables. Using this data, the program updates the corresponding VAN tables.

You can run the program every time when there is a need to synch VIM data with SAP data. It is not recommended to schedule the job for synchronization of all VIM data on a daily basis.

Note: The following reports are obsolete and no longer needed:

• /OPT/VIM_RPT_SYNC_DP_TABLE

• /OPT/VIM_RPT_SYNC_TABLES

• /OPT/VIM_RPT_SYNC_TAB_NOLIMIT


Chapter 5 Roles

The VIM role concept is comprehensively described in section 4 "Roles" in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD) that covers the following topic:

• Defining roles

• Defining role templates

• Assigning templates to roles

• Maintaining role determination settings

5.1 Maintaining the FAIL_SAFE User Key If role resolution brings no result, the system uses the FAIL_SAFE user key entry user. The following FAIL_SAFE user key types exist:

Fail Safe Fail Safe applies if you are not using key determination to resolve roles. If the system cannot find the role that is suitable for the resolution, it uses the default Fail Safe user.

Default Key Default Key applies if you are using key determination to resolve roles. If the system cannot find any related key, it uses the default key user. It is essential that you maintain the default key user for all roles to avoid that the workflow results in error when it cannot perform the role resolution correctly.

To maintain the FAIL_SAFE user key:

1. Execute the /OPT/CP_9CX10 transaction.

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

Chapter 5 Roles


2. Maintain the FAIL_SAFE user key types Fail Safe and Default Key for all roles, using the following parameters:

Note: You only need to maintain one type, based on your requirements. But it is a good practice to set up both types in case you change the FAIL_SAFE type.

Agent Type Select the agent type.

Agent Id Select the agent Id.


Chapter 6 Maintaining Chart of Authority

The maintenance of the Chart of Authority is comprehensively described in section 9.6 "Maintaining Chart of Authority" in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD).


Chapter 7 Setting Up Substitutes for Workflow Processes

Substitutes can be set up for the SAP inbox and for the Invoice Approval (IAP) process.

7.1 Setting Up a Substitute for the SAP Inbox This substitution is only applicable for work items in the SAP inbox. You can designate a co-worker as a substitute for accessing your work items when you are not available. You can set up one or more substitutes. Activating the substitution requires the following parts:

• Setting up a substitute

• Adopting a substitution

To set up a substitute:

1. To access SAP Business Workplace, execute the SBWP transaction or click Menu > Business Workplace.

2. From the menu, select Settings > Workflow settings > Maintain substitute.



3. In the Personal Substitutes screen, mark the name and click the Create substitute button at the bottom of the screen.

7.1 Setting Up a Substitute for the SAP Inbox


4. In the User screen, enter the SAP user id of the substitute. Click to confirm.

5. In the Detail Screen Substitution, insert the validity period. Make sure the Substitution active check box is not selected.

6. Click to save changes.

In the Personal Substitutes screen, the substitute is displayed.



7. To add more substitutes, repeat the steps above.

When finished, click to leave the screen.

When the substitute is ready to work on the work items belonging to the substituted person, he or she adopts the substitution and is then able to view and execute those work items.

To adopt a substitution:

1. To access SAP Business Workplace, execute the SBWP transaction or click Menu > Business Workplace.

2. From the menu, select Settings > Workflow settings > Adopt substitution.

7.2 Setting Up a Substitute for the IAP Process


You might be set up as a substitute for more than one person.

3. Select the substitution you want to activate by selecting the check box next to the person’s name.

Click to confirm.

When you have finished working on the work items belonging to the substituted person, you must end the substitution in order to view your own work items.

To end a substitution:

• Click in the menu: Settings > Workflow settings > End substitution.

7.2 Setting Up a Substitute for the IAP Process For the Invoice Approval (IAP) process, the VIM workflow administrator can set up substitutes for other users.

Example:



Yvonne is a substitute for Wayne to approve invoices when Wayne is on vacation. However, Wayne has not designated Yvonne as his substitute in the SAP inbox. Wayne is on vacation and there are invoices waiting for approval.

You as the VIM workflow administrator set up Yvonne as Wayne’s substitute so that she can approve the invoices.

Note: When a substitute approves an invoice, the audit trail shows that “XXXX approves on behalf of YYYY”.

To set up a substitute for the IAP process:

1. Execute the /ORS/MAIN_SUBS transaction.

2. To indicate the person to be substituted, click the Search User button.



3. Enter the information of the substituted person and click to search for the user ID.

4. To select the correct person from the list, double-click the entry.



5. To designate a substitute for this person, select the Substitutes tab and click Select a substitute.

6. Enter information of the substitute and click to search.

7. To select the correct person from the list, double-click the entry.



8. Click to save the changes.

When the substitute accesses the approval page, he or she will be able to view and approve invoices for the substituted person.


Chapter 8 Determining the Workflow Status of an Invoice

Use one of the following means to display the invoice workflow status:

• OpenText Unified Dashboard:

• using MIR4 transaction for PO invoices

• using FB03 transaction for Non PO invoices

• VIM Analytics

8.1 Displaying the Workflow Status Using Unified Dashboard To display the workflow status of an invoice:

1. Execute the MIR4 transaction (for PO invoices) or the FB03 transaction (for Non PO invoices).

MIR4 transaction

FB03 transaction



2. Enter the invoice document number, the fiscal year (and the company code in FB03) and click the Display doc button (press RETURN in FB03).

3. Click the Services for object button and select Workflow > OpenText DashBoard.

The OpenText Unified Dashboard is displayed.

8.1 Displaying the Workflow Status Using Unified Dashboard


In the Process History panel, the statuses of one or more workflow processes are displayed. Each process has a separate line. The processes can have one of the following types:

• DP dashboard process

• Parked invoice process within SAP

• Invoice Approval (IAP) process

4. To display details of a process, click the View button at the beginning of the line.

Approval process details

Click the icon for comments.

Parked invoice process details

Click the icon for comments.



8.2 Displaying the Workflow Status Using VIM Analytics For a comprehensive description of VIM Analytics, see section 12 "Using VIM Analytics" in OpenText Vendor Invoice Management - User Guide (VIM-UGD).

To display the workflow status using VIM Analytics:

1. To access VIM Analytics, execute the /n/OPT/VIM_ANALYTICS transaction.

Alternatively, click OpenText LiveLink VIM Menu > SAP menu > Reports > VIM Analytics.

8.2 Displaying the Workflow Status Using VIM Analytics


2. If you know the document number, enter it in the Document Number field.

Otherwise, search by any selection criteria.

3. Under Report Options, click the Workflow View option button.

Click to execute the record.



The report shows all applicable invoices, based on your selection criteria.

The Current Agent column indicates the current owner of the work item.

4. To access the Unified Dashboard, select an invoice and click the Dashboard button.


Chapter 9 Monitoring VIM Workflows

OpenText recommends monitoring the VIM workflows on a regular basis (daily or weekly). Use the standard SAP transaction SWI1 (Selection Report for Work Items)to monitor the VIM workflows.

For VIM processes, the following workflow templates exist:

WS00275269 Document process workflow (from receiving the scanned invoice info until the invoice is parked or posted or the document is marked as obsolete or duplicate)

WS00275260 Parked PO invoice workflow (from the time a PO invoice is parked until the invoice is posted or deleted)

WS00275254 Non PO parked invoice workflow (from the time a Non PO invoice is parked until the invoice is posted or deleted)

WS00275252 Web approval of parked invoice workflow (from the time an invoice is sent for web approval action until approval is completed or invoice is fully rejected)

WS00275264 Blocked PO invoice workflow (from the time a PO invoice is blocked for payment until it is released or cancelled)

WS00275266 Blocked PO invoice header level action workflow (from the time that a blocked invoice is authorized for header level action until the action is completed or AP sends back)

To monitor VIM workflows:

1. To access the Selection Report for Work Items, execute the SWI1 transaction.



2. Enter the following information in the selection screen:

Type F (for Workflow, also subworkflow)

Task Click the multiple selection button to enter all workflows:

• WS00275269

• WS00275260

• WS00275254

• WS00275252

• WS00275264

• WS00275266

Date created Enter date range.

Time created Enter time range.

Tip: You can save the selection criteria as a variant. From the menu, click Goto > Variants > Save as variant.

3. To execute the report, click .

All VIM workflows that have been started during the specified interval are displayed on the Work item selection screen.


Possible states in the Status column:

STARTED Workflow is in progress.

COMPLETED Workflow is completed.

CANCELLED Workflow has been cancelled.

The Work item text column indicates the type of block (1 = price block, 2 = quantity block), the type of parked invoice workflow and other workflow item text.

4. To display further details of a workflow instance, double-click the respective line.

In the Workflow log screen, click the button in the application tool bar to display a list with technical details.



The St (Status) column indicates the status of each individual step of the workflow:

Ready for processing

In process, but not completed

Completed

Error Click the icon next to a workflow step to display the agents who own this work item (or possible or excluded agents).

5. A workflow might be in Error status.


In the Workflow Log (View with technical details), click the highlighted Error field to display the error messages generated by the system.

If the error message shows the indicator Error or exception resolving role <...>, role maintenance is required through the role maintenance transaction.


Chapter 10 Solving a Role Error in a Workflow

In some situations, a workflow results in an error because the agent resolution fails. SAP cannot determine a valid user ID for a workflow role. This kind of error is called a role error. This chapter describes the following tasks:

• “Determining a Role Error in a Workflow” on page 55

• “Restarting Workflow After Fixing a Role Error” on page 58

10.1 Determining a Role Error in a Workflow The following steps describe how to retrieve workflow instances with a role error.

To determine a role error in a workflow:

1. To access the Selection Report for Work Items, execute the SWI1 transaction.


Type F (for Workflow, also subworkflow)



Status ERROR

Task Click the multiple selection button to enter all workflows:

• WS00275269

• WS00275260

• WS00275254

• WS00275252

• WS00275264

• WS00275266

Date created Enter date range.

Time created Enter time range.



All VIM workflows with status Error that have been started during the specified period are displayed on the Work item selection page.

4. To display details of a workflow instance, double-click the respective line.

In the Workflow log screen, click the button in the application tool bar to display a list with technical details.

10.1 Determining a Role Error in a Workflow


5. In the Workflow Log (View with technical details), click the highlighted Error field to display the error messages generated by the system.

A role error is indicated with a message reading Error or exception resolving role <...>.

6. In the Workflow Log (View with technical details), click the icon next to the error indicator to view the workflow container.



The element ACTOR or Next Role indicates which role is causing the error. In the example above, the error role is INFO_PROVIDER.

7. Fix the error, using standard SAP workflow debugging methods.

10.2 Restarting Workflow After Fixing a Role Error Once the error role has been corrected, the respective workflow instance needs to be restarted.

To restart a workflow after fixing an error:

1. To access the Workflow Restart After Error screen, execute the SWPR transaction.

10.2 Restarting Workflow After Fixing a Role Error



Task ID Click the multiple selection button ( ) to enter all workflows:

• WS00275269

• WS00275260

• WS00275254

• WS00275252

• WS00275264

• WS00275266


3. To display all workflows in error status, click .

4. Select the workflow you want to restart and click the Restart workflow button.



If the workflow is restarted successfully, the entry in the Status column changes from ERROR to STARTED.


Chapter 11 Reassigning Work Items Belonging to Another User

OpenText recommends all workflow users setting up a substitute, see “Setting Up Substitutes for Workflow Processes” on page 33. If a work item owner is on vacation or leaves the company, the substitute can “adopt” the work items owned by the substituted user. However, situations might occur when a user has not set up a substitute and the work items needs immediate attention. As a VIM workflow administrator, you can reassign such work items to one or more other user(s).

This chapter covers:

• “Retrieving Open SAP Work Items of a Specific User” on page 61

• “Reassigning Open SAP Work Items to a Different User” on page 64

• “Reassigning Invoice Approval Items to a Different User” on page 67

11.1 Retrieving Open SAP Work Items of a Specific User You can retrieve open work items belonging to a specific user through the SAP standard Workload Analysis report. Each work item has a Work Item ID which is a unique number identifying the work item.

To retrieve open SAP work items of a specific user:

1. To access the Workload Analysis report, execute the SWI5 transaction.




Type US

ID SAP user ID of the specific user

Select the option button To be processed by.


11.1 Retrieving Open SAP Work Items of a Specific User


The report shows all SAP work items belonging to the user, regardless of whether they are VIM work items or not.

VIM work items have the following task IDs:

TS00275278 DP Document Dashboard

TS00275267 PO Invoice Dashboard (Header WF)

TS00275262 PO Parked Invoice Dashboard

TS00275260 Non PO Invoice Dashboard

TS00275265 PO Invoice Dashboard (Line Level)

4. Click the icon to view the work item IDs.



With the work item IDs, you can assign the work items to a different user, see “Reassigning Open SAP Work Items to a Different User” on page 64.

11.2 Reassigning Open SAP Work Items to a Different User Once you have identified the work item IDs, you can reassign them through the SAP standard transaction Execute work items without agent check.

Note: If the reassignment is permanent due to an organizational change, ensure the role maintenance setups are completed before reassigning the work item. See section 4.4 "Maintaining Role Determination Settings" in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD).

To reassign a work item to a different user:

1. To access the Execute work items without agent check screen, execute the SWIA transaction.

11.2 Reassigning Open SAP Work Items to a Different User


2. Enter the work item ID retrieved in “Retrieving Open SAP Work Items of a Specific User” on page 61 and click to execute.

Before you can reassign, you must be an owner of the work item.

3. To own the work item, select it and click the Without check button in the application tool bar.

This action leads you into either the VIM Dashboard or the DP Dashboard.



4. Click to return to the Execute work items without agent check screen.

5. Click the button in the application tool bar to display the work item.

6. Click the button in the application tool bar to forward the work item.

11.3 Reassigning Invoice Approval Items to a Different User


7. Enter the SAP user ID of the receiver of the work item and click to execute.

At the bottom of the screen, a confirmation message is displayed: Forwarding carried out.

11.3 Reassigning Invoice Approval Items to a Different User For invoices awaiting approval, you perform the following steps to reassign the invoice to another approver, using the OpenText Usermap Maintenance Utility.

To reassign an Invoice Approval item to a different user:

1. Execute the /ORS/UMREASSIGNED transaction.

Alternatively, click OpenText LiveLink VIM Menu > SAP menu > WFAdministration > Reassignment Utility.

2. Enter search criteria to limit the results.

VIM 5.2 SP5 introduces the Unreserve Invoices check box: If you search for a specific User Id, select this check box to move also invoices that are in process or reserved.



If the Invoice Data is known, enter the Company Code, the Document Number, and the Fiscal Year for the invoice you want to reassign and click to execute.

The system retrieves the current approver for this invoice and the rest of the invoices waiting for his or her approval.

3. In the Invoice Approval - Usermap Maintenance Utility screen, click Usermap Id > <SAP user ID> > Invoice List, to display the list of invoices for the current approver.

4. To show the details of the invoice, click the document number in the navigation panel on the left-hand side.

11.3 Reassigning Invoice Approval Items to a Different User


5. Click the Reassign button in the application tool bar.

6. Enter the new owner of the invoice.

Tip: Use the search help to locate the new owner.

7. Click the Reassign button to complete the reassignment.

The invoice is now assigned to the new owner.


Chapter 12 Releasing Invoice Lock for Invoice Approval

The Invoice Approval process has a web front-end which approvers can log in to approve invoices. In some cases, if the user closes the web browser window incorrectly without logging out of an invoice, the invoice can be locked. As a VIM workflow administrator, you can release a locked invoice.

To release an invoice lock for Invoice Approval:

1. Execute the /ORS/RELEASE_LOCK transaction.

2. In the Invoice Lock Clean up program screen, enter the following information:

Invoice Type

• for Non PO invoices: BKPF

• for PO invoices: RMRP

Invoice Key Enter the invoice key which is composed as follows:

• for Non PO invoices: <company code> + <invoice number> + <fiscal year>

Example: An invoice with company code 1000, invoice number 1900000036 and fiscal year 2009 results in the invoice key 100019000000362009.

• for PO invoices: <invoice number> + <fiscal year>

Test Only Select this check box and click to display invoices that are currently locked.

Tip: If you leave the Invoice Type and Invoice Key fields empty, all currently locked invoices are displayed.

3. To release the lock, click .

Chapter 12 Releasing Invoice Lock for Invoice Approval


A confirmation message is displayed.


Chapter 13 Administering Workflows

This chapter covers general activities for checking the system status of VIM:

• “Monitoring Alerts” on page 73

• “Monitoring Activity” on page 78

• “Analyzing System Performance” on page 79

• “Using Logs and Traces” on page 79

• “Using Solution Manager Diagnostics” on page 80

• “Configuring VIM” on page 80

• “Backup” on page 80

• “Data Archiving” on page 80

• “System Availability” on page 80

• “Adaptive Computing” on page 81

• “Restart Mechanism” on page 81

• “Linking Events for VIM Workflows” on page 81

• “Frequently Used SAP Workflow Administration Transactions” on page 84

• “Analyzing Work Items” on page 86

• “Frequently Used SAP Workflow Tables” on page 87

13.1 Monitoring Alerts System availability depends on the availability of the underlying SAP ERP system. It is possible to deactivate some of the VIM features using various criteria, as described in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD).

• You can conduct system performance checks using the SAP standard tools. The SE30 transaction, for example, provides a runtime analysis of projects and components.

• Resource consumption information can be monitored using the SM50 transaction and other SAP administration utilities that are part of the SAP Computing Center Management System (CCMS).

• You can use all the SAP standard logs and other infrastructure like the SM13 and SM21 transactions for monitoring.



The following sections describe how to use the SAP Standard CCMS functionality for alert monitoring.

13.1.1 Setting Up Central Alert Monitoring VIM is completely embedded inside the SAP ERP system. Hence, you can use the entire general alert monitoring infrastructure for checking the health of the system and VIM.

VIM does not need a separate Central Monitoring System (CEN) system. To monitor VIM, use the existing CEN system that is connected to the SAP ERP system on which VIM is installed. For configuring the CEN, see the SAP online help: http://help.sap.com/saphelp_nw70/helpdata/EN/9d/df1241c738f423e10000000a155106/frameset.htm

13.1.2 Registering a CCMS Agent VIM is an ABAP Add-On and all the functionality is embedded in the SAP ERP ABAP system. The standard CCMS agent SAPCCM4X can be used. If the underlying SAP ERP system is already registered in a CEN, you do not need to register anything. See the SAP online help for registering a CCMS agent: http://help.sap.com/saphelp_nw70/helpdata/EN/ca/118110ff542640b7c86b570cc61ae3/frameset.htm.

13.1.3 Monitoring Using CCMS Templates Various monitors based on CCMS templates are available for system checking purposes. You can use the following SAP CCMS Monitor Templates monitor sets:

Note: Depending on your SAP system, some of the templates might not be available.

Monitor Usage

Availability: Selected Sys-tems

Availability monitoring of selected systems and their application servers

Background Processing

Background processing of the SAP systems and their application servers

Buffers The various SAP buffers, their hit rates, and swap rates

Change & Transport Sys-tem

Transports for a system

Communica-tions

Data transfers (SAPconnect, SAP Gateway, Application Link Enabling, LDAP, RFC)

Data Archiv-ing

Monitored data archiving sessions

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13.1 Monitoring Alerts


Database Database (such as table status, performance, backups, data consistency)

Dialog Over-view

Overview of the dialog system, broken down by performance attributes

Enqueue Enqueue service. This service allows ABAP applications to lock data so that only they can use it. The locking of the data avoids parallel changes to the data, which would lead to data inconsistency.

Entire System Entire system (including detailed information about SAP services)

Operating System

Operating system data for any application servers and host systems

Security Security Audit Log and security-relevant messages in the system log

Spool System Spool system of the SAP system and the individual output servers

Syslog System log broken down by application servers and individual topic ar-eas

System Con-figuration

Number of logged-on users and configuration settings of application servers

You can copy these monitors and change them. See the SAP online help for more details: http://help.sap.com/saphelp_nw70/helpdata/en/28/83493b6b82e908e10000000a11402f/content.htm.

To start a monitor, perform the following steps:

To start a CCMS templates based monitor:

1. Execute the RZ20 transaction and select the menu option Extras > Activate maintenance function.

In the CCMS Monitor Sets screen, expand the SAP CCMS Monitor Templates menu.

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2. Double-click a monitoring tree element (MTE), for example Background Processing.

13.1 Monitoring Alerts


3. Double click on a line item, for example AbortedJobs, to see details.

4. Return to the SAP CCMS Monitor Templates screen.

Click on a line item, for example Utilisation, and click the Properties button in the application tool bar.

The Monitoring: Properties and Methods screen displays other settings like methods used and threshold values set.



As CCMS is a standard monitoring tool from SAP, VIM does not require specific values for the property thresholds. SAP basis needs to decide the level and to set the thresholds for this.

To set threshold values:

a. In the Monitoring: Properties and Methods screen, click the button.

b. Enter the threshold values and save.

13.2 Monitoring Activity VIM uses the SAP Workflow Engine to realize the process setup of the business processes. You can effectively use the workflow runtime and administration tools to

13.3 Analyzing System Performance


monitor the activity and resources as the business processes are proceeding. For activity monitoring purposes, see “Frequently Used SAP Workflow Administration Transactions” on page 84.

13.3 Analyzing System Performance For analyzing the system performance, use the standard ABAP tool set as the ABAP based components of VIM reside inside the SAP ERP system.

To analyze the system performance:

1. Execute the ST05 transaction.

Alternatively, select the menu option System > Utilities > Performance trace

2. Select the required trace modes and click on the appropriate button under Trace Requests to start the performance analysis.

13.4 Using Logs and Traces VIM uses the SAP Workflow Engine to realize the process setup of the business processes. Hence, you can activate and use traces to check specific sets of activities as a part of problem analysis.



SAP workflow logs are written for every activity of the process and therefore are always available.

In addition to the standard system logs, you can use the SM21 transaction to check system activities. See “Frequently Used SAP Workflow Administration Transactions” on page 84 for transactions you can use for activity logging and traces.

VIM also writes log to the standard system log infrastructure. See “Working with the Application Log” on page 175 for details.

13.5 Using Solution Manager Diagnostics Once the Solution Manager Diagnostics add-on is installed, you have access to all the necessary information for performing a root-cause analysis through the Solution Manager tools. No separate external logs are generated during the use of VIM.

13.6 Configuring VIM The configuration of VIM is performed through the product specific IMG, see “VIM Customizing IMG” on page 21. It is documented in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD).

13.7 Backup The configuration of VIM is stored inside SAP ERP, in the OpenText product tables. A backup of the underlying SAP ERP system ensures the backup of the appropriate configuration, runtime and persistent data. In addition, system transports store any configuration changes that are made.

13.8 Data Archiving You can archive old data using the SAP archiving objects WORKITEM, BKPF and others. Before removing any old data, consider carefully the business requirements about data availability. Specially, since the business objects in scope of the VIM processes are financial in nature, local regulations need to be considered in making such decisions. OpenText generally recommends that such initiatives are performed as a part of an overall data archiving initiative.

13.9 System Availability The availability of VIM is based on the availability of the underlying SAP ERP system. It is possible to selectively roll out VIM, based on a set of criteria including document types, company codes etc. so that VIM is active only in those business scenarios. For further details, see the rollout criteria sections in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD).

13.10 Adaptive Computing


13.10 Adaptive Computing VIM as an ABAP based component is running on SAP ERP system. Therefore, any adaptive computing technologies are supported. Users log on to VIM using the SAPGUI logon screen which supports virtual IP addresses and hostnames. There is no separate starting mechanism because the process is controlled by the underlying SAP settings in ArchiveLink and workflow as well as in the VIM configuration.

13.11 Restart Mechanism In general, all workflows in error status can be restarted after performing an appropriate configuration or runtime data changes. There are no other asynchronous interfaces for VIM.

13.12 Linking Events for VIM Workflows SAP events are trigger point for VIM workflows. For example, when a logistic invoice is posted, SAP generates the event POSTED from the business object BUS2081.The event is linked to trigger the VIM workflow solution for blocked invoices if the invoice is blocked.

Note: OpenText advises against parking documents outside of VIM and strongly recommends parking documents through the DP workflow. If parking is done outside the DP workflow, then sometimes, due to system limitations, parking events are not raised properly. In this case, parked documents do not show up in the VAN report. To prevent this issue (if it occurs), OpenText recommends queuing the parking events.

In case of not properly raised parking events, perform the following actions:

1. To queue parking events, execute the SWE2 transaction.

Select the check box Enable event queue for the events /OPT/B2081 -ZWFI_PARKED and /OPT/FIPP - ZWFI_CREATED and save the configuration.

2. To schedule the Event Queue Job, execute the SWEQADM transaction. You can set the frequency according to your requirement how often to update the respective data.

The following event linkages can be turned on or off to enable or disable VIM workflows:

Table 13-1: Event linkages for VIM workflows

Object type Event

Receiver type

Receiver function module

Check function module

Usage com-ments

FIPP DELETED

TS00275270

SWW_WI_CREATE_VIA_EVENT

—

Invoice Ap-proval (IAP)



Object type Event

Receiver type

Receiver function module

Check function module

Usage com-ments

FIPP POSTED

TS00275270


—

IAP

BUS2081 DELETED

TS00275270


—

IAP

BUS2081 POSTED

TS00275270


—

IAP

BUS2081 POSTED

WS00275264

/OPT/BL_PO_BLK_RECEIVER

—

Invoice Excep-tion (IE)

/OPT/FIPP ZWFI_CREATED

WS00275254

/OPT/BL_NPO_PRK_RECEIVER

/PTGWFI/PIR_F_CHECKFM

IE

/OPT/B2081 ZWFI_PARKED

WS00275260

/OPT/BL_PO_PRK_RECEIVER

/PTGWFI/PRK_M_CHECKFM

IE

FIPP DELETED

—

/OPT/VIM_RPT_RECEIVER_FM

—

VIM Analytics (VAN)

FIPP POSTED

—

/OPT/VIM_RPT_RECEIVER_FM

—

VAN

BUS2081 DELETED

—

/OPT/VIM_RPT_PO_INV_RECEIVER

—

VAN

BUS2081 POSTED

—


—

VAN

BUS2081 RELEASED

—


—

VAN

BUS2081 CANCELLED

—


—

VAN

To enable and disable VIM workflows:

1. To open the Event Type Linkages screen, execute the SWE2 transaction.

13.12 Linking Events for VIM Workflows


2. Create the event linkage entries shown in Table 13-1 (if not already existing) by clicking the New Entries button.

To edit an existing event linkage entry, double-click the entry.

3. To enable the workflow, select the Type linkage active check box.

To disable the workflow, clear the check box.

4. Save your changes with a transport and move this transport to subsequent systems.



Note: Repeat the procedure for all event linkage entries shown in Table 13-1.

13.13 Frequently Used SAP Workflow Administration Transactions There are a couple of SAP workflow administration transactions that you can use to administer VIM workflows:

SWIA: Execute work items without agent check To reassign open SAP work items to a different user, execute the SWIA transaction. See the description in “Reassigning Open SAP Work Items to a Different User” on page 64.

SWI1: Selection Report for Work Items To display all work items (workflow template, dialog task, wait step, background task) based on a custom selection, execute the SWI1 transaction. See the description in “Monitoring VIM Workflows” on page 49.

SWE2: Event Type Linkages To display or change event type linkages for VIM workflows, execute the SWE2 transaction. See the description in “Linking Events for VIM Workflows” on page 81.

SWEL: Display Event Trace

To display lists of events published during a specific duration:

1. Execute the SWEL transaction.

13.13 Frequently Used SAP Workflow Administration Transactions


2. Select the Creation date and Creation time range.

To execute, click the button.



3. Select a line item and click the button to display details.

Amongst others, the Receiver function module and the status of the action is displayed.

13.14 Analyzing Work Items To access the work item analysis reports, select the menu option Tools > Business Workflow > Development > Reporting > Work Item Analysis.

You can also access the reports directly by their transaction codes:

SWI2_FREQ: Work Items Per Task Analyze work items grouped by date, agent and task.

SWI2_DURA: Work Items By Processing Duration Analyze work items by duration of their execution.

SWI2_DEAD: Work Items With Monitored Deadlines Analyze work items by preset deadline.

13.15 Frequently Used SAP Workflow Tables


Note: This is not applicable for VIM process work items.

SWI5: Workload Analysis Retrieve open work items belonging to a specific user. See “Retrieving Open SAP Work Items of a Specific User” on page 61.

The following list shows all dialog standard tasks that can be used for SAP standard reports:

TS00275278 DP Document Dashboard

TS00275267 PO Blocked Invoice Dashboard (Header WF)

TS00275265 PO Blocked Invoice Dashboard (Line Level)

TS00275262 PO Parked Invoice Dashboard

TS00275260 Non PO Parked Invoice Dashboard

TS00275253 Invoice awaiting web approval

Note: The web approval work items are always assigned to WF-BATCH because the actual action is performed by the user on the web approval page.

According to OSS 1227739, it is no longer possible to forward dialog work items to a background user. You can apply the correction according to the OSS note or the corresponding SAP Support Package. In function SWW_WI_FORWARD, an additional check is applied to retrieve the user type (dialog or background).

Solution: Work items that have to be executed by a non SAP user must be assigned to a dialog user and not to WF-BATCH.

Correction instructions: Create a dummy user of type dialog user in the SAP system. You do not have to assign specific authorizations to the user. Then overwrite the existing default entry WF-BATCH for parameter SAP_PROXY_ID (Product Code IAP) in table /PTGWFI/Z_CONST with the dummy user, using the SM30 transaction.

For a list of workflow templates for the VIM process, see “Monitoring VIM Workflows” on page 49.

13.15 Frequently Used SAP Workflow Tables The following list shows SAP workflow tables that are frequently used for VIM:



SWWWIHEAD Work item header table for all types of work items

SWW_CONT Container contents for work item (non-object referenced)

SWW_CONTOB Container contents for work item (objects only)

SWIVOBJECT Join SWW_CONTOB with SWWWIHEAD

SWELOG Event log table

SWWORGTASK Agent assignment of work item. The agent assignment information for a particu-lar work item is deleted once the work item is completed.


Chapter 14 Administering DP Processing and DP Invoices

This chapter covers administration tasks for DP processing and DP invoices.

14.1 Changing the Posting Date for a Bulk of DP Invoices VIM 5.2 SP5 introduces the Bulk Change of Posting Date for DP documents program. This program allows you to perform a bulk change of posting dates of DP invoices to avoid any issues with closed periods. The program updates DP invoices, except the following:

• invoices that already have an existing SAP document

• invoices with status Deleted, Obsolete, or Cancelled

Important

OpenText recommends doing tests of the report on a test system. OpenText also recommends running the report when no users work on the system, because this can cause unexpected values in the posting date field. There are no locks for any objects implemented.

To change the posting date for a bulk of DP invoices:

1. Execute the /OPT/DP_POST_DT_UPD transaction.

Chapter 14 Administering DP Processing and DP Invoices


Settings

New Posting Date This field is mandatory.

Test mode (display invoices) This check box is selected by default. The invoices resulted from the search are only displayed.

There is no VIM functionality available in the test mode but you can add and change the displayed fields, using the standard SAP layout button.

Exclude empty posting dates Select this check box only in special cases where the posting date is not filled and should not be updated.

Document options – All ranges in this area are standard search criteria for DP invoices.

2. To execute the bulk change, clear the Test mode check box and click .

A dialog box opens, asking for confirmation. In the dialog box, you still can cancel the whole processing.

3. Confirm the execution.

All selected invoices are updated with the entered posting date and displayed in a new view.

14.1 Changing the Posting Date for a Bulk of DP Invoices


The bulk change also updates VIM Analytics and writes an entry in the process logs.


Chapter 15 Using the SAP Early Watch Service

The SAP early watch service checks and analyzes in order to optimize the performance of SAP solutions. Since VIM resides inside the SAP ERP system, VIM follows standard early watch practices. Client dependent configuration data of VIM is not visible in the early watch client and the early watch client is normally locked against any configuration changes.

However, you can create a role to view the VIM configuration with “display only” authorization.

15.1 Creating a Role for VIM Configuration Display To create a role for VIM configuration display:

Note: Depending on the SAP version, the following screens might look different on your system.

1. Execute the PFCG transaction.

2. Enter a new role name and click the Create button.

The Create Roles screen is displayed.

3. Click to save the role and select the Menu tab.



4. In the Copy menus panel, click the From area menu button.

15.1 Creating a Role for VIM Configuration Display


5. Enter /OPT/VIM in the Area menu field and click to start the search.

6. Click to execute the search.



7. Select all check boxes under Area menu and click the Add button at the bottom of the dialog.

8. In the Change Roles screen, save.

Select the Authorizations tab.

9. Click the Propose Profile Name button .

The Profile name and Profile text fields are filled automatically.

10. To change the authorization data, click the button.



If prompted, save the role.

The Define Organizational Levels screen is displayed.

11. Enter appropriate values in the From and To field and click the Full authorization button.

12. Click the button to transfer your settings.



13. Expand all nodes and assign Display authorization to the needed Activity fields. To define values for an Activity field, click the icon next to the field.

14. To add Display authorization for all transaction starting with /OPT/, click the Manually button in the application tool bar.



15. In the Manual selection of authorizations dialog, enter S_TCODE in the topmost Authorization object line and click to confirm.

The new authorization object is displayed in the Change role: Authorizations screen.

16. To open the Maintain Field Values dialog, click the icon next to the Transaction code field (see highlight).



17. Enter /OPT/* in the From field and click to save.

18. In the Change role: Authorizations screen, click to save your settings.

19. Click the button in the application tool bar to generate the authorization profile.

20. Click the icon to return to the Change Roles main screen and open the User tab.

21. Enter the early watch user or a different user that you want to assign to the newly created Display VIM configuration role.

22. Save your settings.



Users assigned to the new role are allowed to view the VIM configuration with “display only” authorization.


Chapter 16 Using VIM Notifications

The VIM Notifications program (called VIM Reminder in earlier versions) addresses the following requirements:

• Find out all workflow work items for each current agent

• Collect related information for each work item in a list

• Determine the due date for each work item using an SAP standard or customized Function Module

• Display the work item list for all current agents.

• Send an email or an SAP note to one or more selected current agents, to remind them of due work items.

Note: The VIM Notifications functionality currently does not support the “Additional Role” and the “Notify Substitute” features.

This chapter covers the following topics:

• “Starting VIM Notifications” on page 103

• “Working with the Selection Screen” on page 103

• “Working with the VIM Notifications List” on page 106

• “Configuring VIM Notifications” on page 109

• “Maintaining a Notification Email Formatting Function Module” on page 118

16.1 Starting VIM Notifications To start the VIM Notifications program, execute the /OPT/REMINDER transaction. The program is typically scheduled as a batch job so that the agents get notifications of their reminders regularly.

16.2 Working with the Selection Screen All functions of VIM Notifications are controlled via a common selection screen.

To work with the VIM Notifications selection screen:

1. Execute the /n/OPT/REMINDER transaction.

The VIM Notifications selection screen is displayed.



The selection screen allows you to enter search criteria and process options. The selection screen is divided into the following panels:

• Invoice Information

• Document Process

• Workitem Date Range

• Process Options

• Recipient of Reminder

2. Enter search criteria, using the following parameters:

Tip: Where applicable, use for multiple selection and for search help.

16.2 Working with the Selection Screen


Invoice Information panel

• Company Code

• Document Number

• Fiscal Year

• Line Item

Document Process panel Enter search criteria for Document Processing (DP) information:

• Document ID: the number that was generated for the document during the DP process

Workitem Date Range panel Enter search criteria for work item information:

• Workitem Creation Date

Recipient of Reminder panel New panel introduced with VIM 5.2 SP4: Enter search criteria to filter the list of notifications for specific users:

• SAP User ID

• OpenText User Id

Note: When adding user IDs as search criteria, the system does not consider the substitutes for the user, if there are any.

3. Select processing options, using the following parameters:

Process Options panel This panel comprises the following parts:

Scenario Select the corresponding check box(es) to include work items of the following types:

• Document Processing

• PO Block Invoices - Header

• PO Block Invoices – Line

• PO Parked Invoices

• NPO Parked Invoices

• PO Approval Inv. (Parked/DP)

• NPO Approval Inv. (Parked/DP)

• PO Referred Invoices

• NPO Referred Invoices



Mode Select one of the process modes:

Test The program generates a list of eligible work items for notification. The program does not send the notifications. Users can select the work items to send the notification.

Background The program sends the notification to users and displays the work items.

4. Once you finished entering the search criteria and selecting the process options, click in the application tool bar to display the VIM Notifications List with the search results.

16.3 Working with the VIM Notifications List

The VIM Notifications List comprises the following sections:

• “Application Tool Bar” on page 107

• “ALV Grid Control” on page 107

• “ALV Grid (Data View)” on page 108

16.3 Working with the VIM Notifications List


16.3.1 Application Tool Bar The application tool bar comprises the following buttons:

Send Notification To send an email or an SAP note to an agent, select the agent in the list and click the Send Notification button.

SAPconnect To execute the SCOT transaction, click the SAPconnect button.

The SAPconnect Administration (system status) screen is displayed. SAPconnect allows the connection of external communication components to the SAP system.

16.3.2 ALV Grid Control The ABAP list viewer (ALV) is a standard SAP tool to show table data inside SAP. The functions listed in this section also apply to other lists in ALV mode. The following function buttons are available:

Details: Select a line in the list and click this button to display details for the selected line.

Sort: Select a report column in the list and click one of these buttons to sort it in either ascending or descending order.

Find: Click this button to open the Find dialog that allows you to search the list for any keyword.



Filter: Select a report column in the list and click this button. The Filter criteria dialog is displayed, allowing you to restrict the criteria in the selected column without having to rerun the report with new search criteria.

Tip: Use for multiple selection.

Layout: Click this button to select a saved layout. To change, save or man-age layouts of the list, click the icon next to the Layout button.

16.3.3 ALV Grid (Data View) The ALV grid is the actual list of work items that match the search criteria. In the ALV grid, the following report columns are available:

Notes:

• The following list only covers columns whose meaning is not obvious.

• Some of the column headers might be abbreviated. Expand the column to see the full text.

16.4 Configuring VIM Notifications


• The columns might not be displayed or might not be in the following sequence. You can add or remove columns, or change the sequence by using the Layout function, see “ALV Grid Control” on page 107.

Column Description

Current Agent Current agent who owns items

Process Type Type of the document (DP, PO document, Non PO document…), see the list in Scenario on page 105.

Sub Process Type

Sub Process Type for each process type, for example Approval Required for Non PO Invoice Approval process type

Document Number

SAP document number

Document ID DP document ID

Vendor Vendor number

Name 1 Vendor name

Inbox Days Number of days the work item lies in the inbox

Before Due Days before the due date of the work item

Due Date Due date of the work item

First name First name of the current agent

Last name Last name of the current agent

Responsible Party

Role that is responsible for the work item

Receiver ID Email address of the current agent

ID Work item ID

16.4 Configuring VIM Notifications Configuring the VIM Notifications program comprises the following actions:

• “Configuring Notification and Email Options” on page 109

• “Configuring the Notification Email Body” on page 112

• “Configuring the Notification Email Title” on page 113

• “Excluding Notification Users” on page 114

• “Configuring User Preferences” on page 116

16.4.1 Configuring Notification and Email Options You can configure several options for VIM Notifications and the corresponding emails.



To configure notification and email options:

1. To access the Process Configuration screen, execute the /n/OPT/VIM_8CX50 transaction.

2. To edit an existing notification, mark the respective line and click the button in the application tool bar. See the parameter description in step 3.

Note: You cannot change the Notification Scenario and the Sub Scenario for an existing notification.

3. To add a notification, click the New entries button in the application tool bar.

Configure the notification, using the following parameters:

Notification Scenario Select the notification scenario. Possible values:

• Document Processing



• PO Parked Invoices

• PO Blocked Invoices - Line Level

• PO Blocked Invoices - Header Level

• Non PO Parked Invoices

• Non PO Invoice Approvals

• PO Invoice Approvals

Sub Scenario Select the notification sub scenario. Possible values depend on the selected notification scenario.

Example:

Notification sub scenarios for the Non PO Parked Invoices notification scenario:

• Approval Required

• Vendor Maintenance

• Vendor Audit Required

• Tax Audit Required

• All Scenarios

Role Select the role for the notification. All users assigned to this role will receive the notification.

Notify Substitutes This feature is not supported at the moment.

Additional Role This feature is not supported at the moment.

Inbox Days Days Before Payment Due

Use these fields to decide if the reminder will be sent. The system calculates the work item creating date plus the inbox days or the days before payment is due. If the result is less or equal today's date, then a reminder will be sent.

Email Type Select the notification type. At the moment, only Internet Email is available.

Notification Text Select the SAP text name to be used for the notification email body.



Email Address Determination Function Module Select the function module that determines the email address for the notification. The interface for this function module is same as for the /OPT/VIM_NOTIF_EMAIL_ADDRESS function module.

If you select a different function model in this field, VIM Notifications will run this function module first. If the function module cannot find a valid email address, VIM Notifications will run the default function module /OPT/VIM_NOTIF_EMAIL_ADDRESS.

4. To save your changes, click .

16.4.2 Configuring the Notification Email Body The VIM Notifications report will create a list in the email body. The displayed fields in this list depend on the specifications you enter in the Mail Configuration screen.

To configure the notification email body:

1. To access the Mail Configuration screen, execute the /OPT/VIM_8CX50 transaction and double-click Mail Configuration in the Dialog Structure panel.

2. Configure the notification email body, using the following parameters:



Field name You find the field names in structure /OPT/VIM_S1_REMINDER_DISPLAY.Each field name represents a field in the VIM Notifications report.

Note: You cannot change this parameter in the Mail Configuration screen.

Language VIM supports the following languages:

• German (DE)

• English (EN)

• Spanish (ES)

• French (FR)

• Italian (IT)

• Japanese (JA)

• Dutch (NL)

• Portuguese (PT)

• Russian (RU)

• Chinese (ZH)

Notes:

• You cannot change this parameter in the Mail Configuration screen.

• Japanese and Chinese are supported only in SAP ECC 6.0.

Position Specify the sequence of the fields in the email body.

Field Length Specify the length of the field.

Text Enter the title for each field in the respective language.


16.4.3 Configuring the Notification Email Title You must configure a title for the notification email.

To configure the notification email title:

1. To access the Mail Title Configuration screen, execute the /OPT/VIM_8CX50 transaction and double-click Mail Title Configuration in the Dialog Structure panel.



2. Configure the notification email title, using the following parameters:

Language VIM supports the following languages:

• German (DE)

• English (EN)

• Spanish (ES)

• French (FR)

• Italian (IT)

• Japanese (JA)

• Dutch (NL)

• Portuguese (PT)

• Russian (RU)

• Chinese (ZH)

Notes:

• You cannot change this parameter in the Mail Title Configuration screen.

• Japanese and Chinese are supported only in SAP ECC 6.0.

Mail Title Enter the title of the notification email in the respective language(s).


16.4.4 Excluding Notification Users Based on the specification in table /opt/t853, VIM Notifications will exclude users from the user list when sending emails.



The following ways of excluding users are available:

• excluding named users

• disabling and enabling the exclude status for oneself

To exclude named users:

1. Execute the /OPT/VIM_8CX51 transaction.

2. To exclude another user, click the New entries button in the application tool bar.

3. Specify the user to be excluded, using the following parameters:

User Type Select SAP User Id or OpenText User ID from the list.



User Id Enter the user ID to be excluded, corresponding to the selected user type.

Disable Notification Mark this field with X to disable VIM Notifications emails.

Single Notification Mark this field with X to have VIM Notifications emails sent only once per work item instead of multiple times during the notification period.

Language Pref Select the preferred language of the emails. VIM supports the following languages:

• German (DE)

• English (EN)

• Spanish (ES)

• French (FR)

• Italian (IT)

• Japanese (JA)

• Dutch (NL)

• Portuguese (PT)

• Russian (RU)

• Chinese (ZH)

Note: Japanese and Chinese are supported only in SAP ECC 6.0.


To disable and enable the exclude status for oneself:

Follow the description in “Configuring User Preferences” on page 116.

16.4.5 Configuring User Preferences You can configure some personal preferences for VIM Notifications.

Note: The preferences are set for the currently logged-in user.

To configure user preferences:

1. Execute the /OPT/VIM_8AX50 transaction.



2. Configure notification preferences, using the following parameters:

Disable Notification Select this check box if you want to receive no VIM Notifications emails regarding the SAP inbox or Web Approval.

Clear the check box to receive VIM Notifications emails.

Single Notification (One Time Reminder) Select this check box if you want to receive only one VIM Notifications email for a SAP inbox or Web Approval work item.

Clear the check box to receive VIM Notifications emails more than once, regarding the same work item.

User Language Select your preferred language. VIM supports the following languages:

• German (DE)

• English (EN)

• Spanish (ES)

• French (FR)

• Italian (IT)

• Japanese (JA)

• Dutch (NL)

• Portuguese (PT)



• Russian (RU)

• Chinese (ZH)


3. Click to save your settings.

16.5 Maintaining a Notification Email Formatting Function Module You can modify VIM Notifications email messages before sending by maintaining a custom formatting function module.

To maintain a notification email formatting function module:

1. Execute the SM30 transaction.

Enter /PTGWFI/Z_CONST in Table/View and click Maintain.

2. Access the constant corresponding to Product Code 005 and Constant REM_MAIL_FORMAT_FM.

The default value is None.

3. Enter your custom notification email formatting function module in Constant Value.

To get the necessary interface definition, you can copy the template function module /OPT/VIM_NOTIF_EMAIL_FORM_TEMP.

4. Click to save your settings.


Chapter 17 Multiple Backend System

You can run VIM as a multiple backend system. This means you have one central system with multiple satellite systems for invoice entry and procurement logistics. See section 16 "Multiple Backend System" in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD) for details.


Chapter 18 Administering Central Reporting

For a description of the configuration necessary for Central Reporting, see section 20 "Central Reporting Infrastructure" in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD).

Central Reporting provides several reports that enable you to measure certain properties of VIM documents and their work items, in order to optimize working with VIM. In particular, the following reports are provided:

• Summary Report (see section 13 "Using the Summary Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD))

• Central Audit Report (see section 14 "Using the Central Audit Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD))

• Key Process Analytics Report (see section 16 "Using the Key Process Analytics Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD))

• Productivity Report (see section 18 "Using the Productivity Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD))

• Exception Analysis Report (see section 17 "Using the Exception Analysis Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD))

• Aging Report (see section 19 "Using the Aging Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD))

• License Report (see section 20 "Using the License Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD))

Aggregation To ensure good performance for the reports in Central Reporting, the data used for the reports must be aggregated and saved in Reporting Data Tables. To achieve this goal, the data is prepared in several different activities: 1. The Collection Report, the User Master Report, and the Text Master Report get

master data and transaction data from their original tables and save the data in the Source Data Tables. See “Scheduling the Collection Report” on page 132 for details.

2. The Aggregation Report selects data from the Source Data Tables (in different logical systems, if required), aggregates, transforms and saves the data in the Reporting Data Tables of the current system.

3. The reports in Central Reporting are end user reports based on the content of the Reporting Data Tables. For information about administration of Central Re-porting, see the description in this chapter.



Administration steps

To administer Central Reporting, you have to perform the following steps of maintenance: 1. Maintaining logical systems and System Landscape Directory (SLD), see section

20.1 "Configuring the System Landscape Directory (SLD)" in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD)

2. Running the Aggregation Report for the CUST_PREFL group

3. Creating variants of the Aggregation Report for each group

4. Maintaining report tables

5. Activating Central Reporting Baseline

6. Scheduling reports:

• Collection Report

• User Master Report

• Text Master Report

• Aggregation Report with variants for each aggregation group

7. Scheduling batch jobs for Central Reporting

Groups Data in Source Data Tables changes during the use of VIM. Therefore, the aggregation of data to the Reporting Data Tables must run regularly. OpenText strongly recommends scheduling batch jobs for this purpose. For different tables, the necessary frequency to update will differ considerably. For example, the SAP Vendors Table will change much less frequently than the Workitem Agents Table. For this reason, several default groups, comprising specific tables, are set up for the aggregation: Groups beginning with OTH* are used by the Central Audit Report only. The other groups are used by the other central reports.

CUST_PREFL Comprises Roles and Exception Mapping. This group is used to prefill the customizing tables for roles and exceptions (see “Maintaining Reporting Tables” on page 128) to ease customizing.

TRANSACT Comprises Document Header, Workitem, Workitem Activities, and Workitem Agents. This group will have to be executed most frequently because its content is changed most frequently.

MASTER Comprises Company Codes, Vendors, and Document Types.

USER Comprises Users and the assignment of users to organizational objects within SAP Organizational Management.

16.5 Maintaining a Notification Email Formatting Function Module


Scheduling the Aggregation Report for the following groups is only necessary in a multiple backend system.

OTH_MASTER Recommended to run once. Depending on how frequently Parking Reasons, Process Type Definitions and Blocking Reasons are maintained, schedule the job accordingly.

OTH_DCHEAD Recommended to run twice a day. The frequency can vary depending on business needs. Group ID OTH_DCHEAD replicates the data from table /OPT/VT_DOC_HEAD to the Central System. This table is useful for Central Audit Report output.

OTH_VMHEAD Recommended to run twice a day. The frequency can vary depending on business needs. Group ID OTH_VMHEAD replicates the data from table /OPT/VIM_1HEAD to the Central System. This data replication is useful for system wide duplicate check for an incoming invoice.

OTH_AGENT Recommended to run twice a day. The frequency can vary depending on busi-ness needs. Group ID OTH_AGENT replicates the data from table /OPT/VT_WI_AGENT to the Central System. This data replication is useful for cur-rent agent display in the Central Audit Report.

Baseline groups To display the groups that are delivered with Baseline, execute the /n/OPT/SPRO transaction and follow LiveLink VIM - Configuration > Central Reporting > Aggregation infrastructure > Aggregation report groups.

Note: OpenText strongly recommends not to change the Baseline groups.



Target data tables

To display the Baseline target data tables that will be filled by the Aggregation Report, execute the /n/OPT/SPRO transaction and follow LiveLink VIM - Configuration > Central Reporting > Aggregation infrastructure > Aggregation report target tables.

Target and source tables are displayed, depending on the Aggregation Group ID.

Note: OpenText strongly recommends not to change the Baseline target data tables.

18.1 Maintaining Logical Systems for the Aggregation Report As a prerequisite, you must maintain the logical systems (local system and back end systems) to be used in the Aggregation Report. You define logical systems in table /OPT/VT_A_BKESYS, using the /OPT/VIM_ABE transaction:

18.1 Maintaining Logical Systems for the Aggregation Report


To maintain logical systems for the Aggregation Report:

1. To display the Aggregation report: Back end systems screen, execute the /OPT/VIM_ABE transaction.

Alternatively, follow LiveLink VIM - Configuration > Central Reporting > Aggregation infrastructure > Back end systems

2. Click New Entries to add a logical system.

Notes:

• As table /OPT/VT_A_BKESYS is also used as a check table for other data, you must insert an entry for the local system.

• Add all logical systems you want to use in the Aggregation Report.

3. Optional Define the encoding.

Note: The wrapper function on the logical system returns the source table content as an XML stream to the central system, because it is not possible to hand over internal tables as generic types in RFC. If the fields Character set and Byte order remain blank, the system default will be used. In case of XML conversion problems during execution of the Aggregation Report, you can specify the encoding to be used in these fields.

In this case, define the encoding, using the following fields:

Character set Enter the character set, for example UTF-8.

Byte order Enter the byte order, for example 1 if the character set uses big endian byte ordering.



Note: For character sets and byte orders supported by SAP, see the SAP documentation.

If you are not sure about the correct settings for your system, try the following:

a. In the related back end system, call the SE37 transaction and execute function module SYSTEM_CODEPAGE.

The codepage of the system is displayed.

b. Call the SE16 transaction and enter table name TCP00.

c. Use the codepage number returned by the previous function module call (for example 4103) as selection value for field CPCODEPAGE.

In the selected dataset, the field CPCOMMENT contains most often a description of the character set it contains (for example ISO-8859-1 or UTF-16BE).

d. Try this character set first in back end system settings.

18.2 Running the Aggregation Report for the CUST_PREFL Group You can run the Aggregation Report for all groups, using the SA38 transaction and program /OPT/VR_A_AGGREGATION. However, OpenText recommends scheduling batch jobs for the TRANSACT, MASTER, and USER group. In a multiple backend system, also schedule batch jobs for the groups starting with OTH*.

If you don’t want to use the default mapping from OpenText supplied baseline content, use the CUST_PREFL group and run the report. Running the Aggregation Report for the CUST_PREFL group prefills the customizing for roles and exceptions. You must manually map roles and exceptions in Central Reporting, see “Maintaining Reporting Tables” on page 128.

To run the Aggregation Report for the CUST_PREFL group:

1. Execute the SA38 transaction.

2. Enter program /OPT/VR_A_AGGREGATION and click .

18.2 Running the Aggregation Report for the CUST_PREFL Group


3. Configure the Aggregation Report, using the following parameters:

Group ID Enter the group ID, in this case CUST_PREFL.

Back end system If you want to select data only from a subset of back end systems, enter the back end systems you want to run the Aggregation Report for. If you leave the field empty, all back end systems will be considered.

Back end related processing Select this check box to have the Aggregation Report continue even if an error occurs in one of the back end systems or if data of a back end system could not be aggregated or modified. A rollback is performed only for the affected back end system. A commit is performed when all data of the affected back end system has been modified successfully.

If this check box is not selected, the Aggregation Report cancels if any errors occur. For all data changes in the central system, a rollback is performed. A commit is performed when all data is successfully updated.

Asynchronous selection Select this check box to have a new task opened for every call of the selection function. If there are more than 35 Reporting Data Tables, this is required to avoid overflow of buffer when creating generic subroutines (used to define structures of internal tables dynamically).

Note: If this check box is selected, debugging of the selection function requires system debugging enabled.

4. To run the Aggregation Report, click .



18.3 Creating Variants of the Aggregation Report for Each Group In order to schedule batch jobs for the Aggregation Report, you must create variants of the Aggregation Report for the TRANSACT, MASTER, and USER group. In a multiple backend system, you must also create variants for the groups starting with OTH*.The variants are included in the batch job, later.

To create variants of the Aggregation Report for each group:

1. Invoke the Aggregation Report screen, see “To run the Aggregation Report for the CUST_PREFL group:” on page 126.

2. Enter the Group ID and configure the report for this group, according to your needs. See step 3 on page 127.

3. Click to save as variant.

4. In the ABAP: Save as Variant screen, enter Variant name and Description and save.

5. Repeat the procedure for the other groups.

18.4 Maintaining Reporting Tables If the baseline mapping of roles and/or exceptions does not suit your needs or if you want to enhance the mapping, some maintenance is required, before you can use the reports in Central Reporting.

You have to perform the following tasks:

• Role Maintenance: Define the roles to be used in the reports. See “To maintain roles for Central Reporting:” on page 128.

• Exception Definition Maintenance: Define the exceptions to be reported. See “To maintain exceptions for Central Reporting:” on page 129

• Role Mapping Maintenance: Map roles from all the logical systems that have been maintained for usage in the Aggregation Report. See “To map roles from several back end systems:” on page 130.

• Exception Mapping Maintenance: Map exceptions from all the logical systems that have been maintained for usage in the Aggregation Report. See “To map exceptions for several back end systems:” on page 131.

To maintain roles for Central Reporting:

1. In the VIM Customizing IMG, select Central Reporting > Report Table Maintenance > Role Definition and Mapping > Role Maintenance.

18.4 Maintaining Reporting Tables


2. Maintain Role ID and Role text.

Click New entries to add roles.


The roles defined here are used to map roles from several back end systems during Role Mapping Maintenance, see below.

To maintain exceptions for Central Reporting:

1. In the VIM Customizing IMG, select Central Reporting > Report Table Maintenance > Exception Definition and Mapping > Exception Definition Maintenance.



2. Maintain Exc. ID and Exception text.

Click New entries to add exception definitions.


The exceptions defined here are used to map exceptions from several back end systems during Exception Mapping Maintenance, see below.

Once you have run the Aggregation Report for the CUST_PREFL group, the customizing tables for Role Mapping Maintenance and Exception Mapping Maintenance are prefilled. To map roles/exceptions from several back end systems, perform the following steps:

To map roles from several back end systems:

1. In the VIM Customizing IMG, select Central Reporting > Report Table Maintenance > Role Definition and Mapping > Role Mapping Maintenance.

18.4 Maintaining Reporting Tables


The columns Product Code, and Responsible Party have been prefilled automatically.

2. Assign the Role ID (as defined in “To maintain roles for Central Reporting:” on page 128) to each responsible party (role) for specific product code.


To map exceptions for several back end systems:

1. In the VIM Customizing IMG, select Central Reporting > Report Table Maintenance > Exception Definition and Mapping > Exception Mapping Maintenance.



The columns Exc. Type, and Exc.typeID (Exception Type ID) have been prefilled automatically.

2. Assign the Exc. ID (as defined in “To maintain exceptions for Central Reporting:” on page 129) to each Exception Type ID for specific exception type.

18.5 Activating Specific Role and Exception Mapping When you have performed Role Mapping Maintenance and Exception Mapping Maintenance, activate the mapping, by running the /n/OPT/VIM_SYS_ACTIV transaction once in each system involved. Activating the mapping fills the logical system into the mapping tables. See also section 20.3 "Activating Central Reporting Baseline" in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD).

18.6 Scheduling the Collection Report The Collection Report collects data from VIM transactional tables and SAP workflow tables and populates the Source Data tables. The Source Data tables are later aggregated by the Aggregation Report into Reporting Data tables.

18.6 Scheduling the Collection Report


Scheduling You can schedule the Collection Report by running the /OPT/VR_COLLECTION_REPORT program with appropriate start date and time in all the systems involved. OpenText recommends running this report twice a day. However, depending on how frequently data is needed, it can be scheduled accordingly.

Cut-off date The only mandatory selection criterion is Creation Date From. You must set this date. It refers to the cut-off date, the work item creation date. Any invoices created before this date are not considered in reporting. You can combine the Creation Date From field with the Creation Time From field. If you also provide Creation Time From, date and time together decide the cut-off time period. Cut-off is important because Central Reporting is based on new workflow task container elements and a new DP workflow template, created in VIM 5.2. You cannot use data from VIM versions older than 5.2 for the reports. The cut-off time period is used to filter out any data that belongs to older versions.

With a new installation, use the installation or go-live date for the Creation Date From. With an upgrade, use the date of upgrading.

Do not maintain selection parameters other than Creation Date From and Creation Time From.

Note: You can use the parameters Task and ID for testing purposes. The pa-rameters refer to the workflow dialog task and the work item ID.

Table /OPT/VT_JOB

The last run time of the Collection Report is stored in table /OPT/VT_JOB. At the first time the Collection Report runs, table /OPT/VT_JOB is empty. Thereafter, the last run time always gets updated in this table.

Note: If you select Test Mode, the data is not saved to source tables or any ta-ble. Even /OPT/VT_JOB will remain unchanged.

Delta and full mode

Once scheduled, this report always runs in delta mode. Only those work items and documents are considered that have changed since the last run. Delta mode is default and fixed. To change to full mode, you must clean table /OPT/VT_JOB.



18.7 Scheduling the User Master Report You can schedule the User Master Report by running the /OPT/VR_USER_MASTER_REPORT program in all the systems involved. OpenText recommends running this report twice a day. However, depending on how frequently data is changed and how frequently it is needed, the report can be scheduled accordingly.

Schedule the User Master Report to run only after a previous run of the Collection Report because the User Master Report uses the information from the tables filled in by the Collection Report. So, if the Collection Report has never run, running the User Master Report will not produce the desired results.

The User Master Report collects additional user information like first name, last name, and OpenText user ID when new users appear in the system or any changes happen to users. This information is used, for example, in the Central Audit Report: You can click a link in the Current Role column to display details of the agents associated with the role.

The User Master Report always runs in full update mode.

The following screenshot shows the required selection criteria:

18.8 Scheduling the Text Master Report The Text Master Report provides texts needed for Exception Reasons that appear in the Central Audit Report. You can schedule the Text Master Report by running the /OPT/VR_TEXT_MASTER_REPORT program in all the systems involved. OpenText recommends running the Text Master Report monthly. It should run after the User Master Report. Depending on how frequently data is changed and how frequently it is needed, you can schedule the report accordingly. The Text Master Report always runs in full update mode.

The following screenshot shows the recommended selection criteria:

18.9 Scheduling the Aggregation Report


18.9 Scheduling the Aggregation Report You can schedule the Aggregation Report by running the /OPT/VR_A_AGGREGATION program with the appropriate Group IDs in the Central System only. See “Administering Central Reporting” on page 121.

The Aggregation Report depends on the results of the Collection Report. Therefore, schedule the Collection Report, the User Master Report, and the Text Master Report before the Aggregation Report.

Example: The User Master Report runs every Sunday at 20:00. The Aggregation Report with group USER should be scheduled afterwards, for example every Sunday at 20:10. If the Aggregation Report would be scheduled before the User Master Report, for example at 19:00, it would result in user data that is almost one week old.

Single system In a single system scenario, the Central System is the same as the current system. Schedule the Aggregation Report with all Group IDs, except the Group IDs that start with OTH_*.

Multiple backend In a multiple backend system, schedule the Aggregation Report with all Group IDs, including the Group IDs that start with OTH_*.

18.10 Scheduling Batch Jobs for Central Reporting As data for the reports is more or less subject to changes, it is necessary to perform the reports regularly. This applies to the following reports:

• Collection Report

• User Master Report

• Text Master Report



• Aggregation Report

Most suited for this purpose are batch jobs. This section describes how to schedule a batch job for the Aggregation Report. Scheduling batch jobs for the other reports is similar. Keep in mind that the sequence of the jobs is important. Schedule Collection Report, User Master Report, and Text Master Report before Aggregation Report.

After you have created variants of the Aggregation Report for the TRANSACT,MASTER, and USER groups (see “Creating Variants of the Aggregation Report for Each Group” on page 128), you can schedule one batch job with several steps or a dedicated batch job for each variant. The procedure below shows how to schedule a batch job for a single group.

Regarding the order of the other groups for the batch job, the job for the TRANSACT group should be scheduled after MASTER and USER jobs. In a multiple backend system, also schedule jobs for the Group IDs that start with OTH*. You have to consider how often it is necessary to update the respective data and schedule the job accordingly.

To schedule a batch job for the Aggregation Report:

1. Make sure you have created a variant for each group.


3. In the Define Background Job screen, enter a job name.

4. Click Start condition.

18.10 Scheduling Batch Jobs for Central Reporting


5. Configure when the job should be executed:

• By Date/Time or

• After job

For Date/Time, click Period values and Restrictions to add date/time details.

6. Click to save.

7. Click the Step button.



8. In the ABAP program panel, enter the name /OPT/VR_A_AGGREGATION and the variant you created before.

9. Click to save.

10. In the Define Background Job screen, click to save the job.

18.11 Cleaning Up Central Reporting Tables

Important

The Program to clean up VIM report tables is for internal use, only.

You might need to clean up the Central Reporting tables, for example to reload data after fixing some issues. Whereas VIM Analytics bases on real time VIM tables, Central Reports base on tables that are not real time. Collection Report, User Master

18.12 Maintaining Thresholds for the Key Process Analytics Report


Report, and Text Master Report pull information from real time VIM tables and provide data to Source Data Tables. The Aggregation Report selects data from the Source Data Tables and provides data to the Reporting Data Tables. As Source Data Tables and Reporting Data Tables are not real time, these tables can be reloaded.

To run the cleanup report, execute the SA38 transaction with program /OPT/VR_CLEAN_TABLES.

Report Tables Select this check box to delete Reporting Data Tables.

Important

This will clean up all data in the end user Central Reports.

Source Tables Select this check box to delete Source Data Tables.

This will not impact the end user Central Reports, except the Central Audit Report.

18.12 Maintaining Thresholds for the Key Process Analytics Report The Key Process Analytics Report provides a threshold functionality for the following report panels:

• Total Liability panel

• Processed / In Process Documents panel

• First Pass panel

You can define threshold values for an attention status and a critical status. If the attention value is exceeded in a cell (or falls below it for the First Pass panel), the cell is highlighted in orange. If the critical value is exceeded in a cell (or falls below it for the First Pass panel), the cell is highlighted in red.

The following screenshot shows an example in the Total Liability panel:



To control the threshold functionality, you must maintain the following corresponding constants:

• “Constant KPA_TS_1STPASS_NO” on page 141

• “Constant KPA_TS_1STPASS_PERC” on page 143

• “Constant KPA_TS_LIAB_AMOUNT1” on page 144



• “Constant KPA_TS_PROCDOCS_NO” on page 147

• “Constant KPA_TS_PROCDOCS_PERC” on page 149

To maintain thresholds for the Key Process Analytics Report:

1. To enter the WebFlow Constant Table where you maintain the constants, execute the /n/OPT/VIM_KPA_CFG transaction.

Alternatively, in the VIM Customizing IMG, select Central Reporting > Maintain Constants > Maintain Constants for Key Process Analytics.



2. To maintain a constant, double-click its line.

18.12.1 Constant KPA_TS_1STPASS_NO Using this constant, you set the thresholds for the Total # First Pass fields in the First Pass panel. KPA_TS_1STPASS_NO comprises 6 different values separated by a semicolon:

<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>where you must replace all <value> fields with a number, as follows:

• Value 1 and 2 define the lower and upper threshold for the total number of First Pass PO Invoices.

• Value 3 and 4 define the lower and upper threshold for the total number of First Pass NPO Invoices.

• Value 5 and 6 define the lower and upper threshold for the total number of all First Pass Invoices.

If the total number of First Pass invoices is lower than value 1/3/5, the respective cell is marked red.

If the total number of First Pass invoices is greater or equal than value 1/3/5 but lower than value 2/4/6, the respective cell is marked orange.

If any of the values is not maintained, the respective check is not done and the cell will not be colored.



Example 18-1: Constant KPA_TS_1STPASS_NO - all values

If the total number of First Pass PO Invoices is lower than 10,000, the respective cell will be marked red.

If the total number of First Pass PO Invoices is greater or equal than 10,000 but lower than 30,000, the respective cell will be marked orange.

If the total number of First Pass NPO Invoices is lower than 10,000, the respective cell will be marked red.

If the total number of First Pass NPO Invoices is greater or equal than 10,000 but lower than 30,000, the respective cell will be marked orange.

If the total number of all First Pass Invoices is lower than 20,000, the respective cell will be marked red.

If the total number of all First Pass Invoices is greater or equal than 20,000 but lower than 60,000, the respective cell will be marked orange.



Example 18-2: Constant KPA_TS_1STPASS_NO - values only for 1 line

The total number of first pass invoices is checked against the thresholds for the All Invoices line, only.

If the total number of all First Pass Invoices goes below 20,000, the respective cell will be marked red.

If the total number of all First Pass Invoices is greater or equal than 20,000 but lower than 60,000, the respective cell will be marked orange.

18.12.2 Constant KPA_TS_1STPASS_PERC Using this constant, you set the thresholds for all percentage fields in the First Pass panel. KPA_TS_1STPASS_PERC comprises 6 different values separated by a semicolon:

<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>where you must replace all <value> fields with a percentage quotation, as follows:

• Value 1 and 2 define the lower and upper threshold for the percentage of First Pass PO Invoices.

• Value 3 and 4 define the lower and upper threshold for the percentage of First Pass NPO Invoices.

• Value 5 and 6 define the lower and upper threshold for the percentage of all First Pass Invoices.

If the percentage of First Pass invoices is lower than value 1/3/5, the respective cell is marked red.

If the percentage of First Pass invoices is greater or equal than value 1/3/5 but lower than value 2/4/6, the respective cell is marked orange.




Example 18-3: Constant KPA_TS_1STPASS_PERC

If the percentage of First Pass PO Invoices/First Pass NPO Invoices/all First Pass Invoices goes below 0.1%, the respective cell will be marked red.

If the percentage of First Pass PO Invoices/First Pass NPO Invoices/all First Pass Invoices is greater or equal than 0.1% but lower than 1%, the respective cell will be marked orange.

18.12.3 Constant KPA_TS_LIAB_AMOUNT1 Using this constant, you set the thresholds for the amount of blocked documents in the Total Liability panel. KPA_TS_LIAB_AMOUNT1 comprises 3 different values separated by a semicolon:

<Value1>;<Value2>;<Value3>where you must replace all <value> fields with data, as follows:

• Value 1 defines the currency.

• Value 2 and 3 define the lower and upper threshold for the amount of Blocked Documents.

If the amount of Blocked Documents is greater than the lower threshold but smaller or equal than the upper threshold, the respective cell is marked orange.

If the amount of Blocked Documents exceeds the upper threshold, the respective cell is marked red.



The currency value must be maintained if you want to use the threshold functionality. If any of the other values is not maintained, the respective check is not done and the cell will not be colored.

Example:

A Constant Value of USD;;20000 results in the following:

If the amount of Blocked Documents is greater than 20,000 USD, the respective cell is marked red. The cell will never be marked orange because the respective value is not maintained.

Example 18-4: Constant KPA_TS_LIAB_AMOUNT1

If the amount of Blocked Documents is greater than 10,000 USD but smaller or equal than 20,000 USD, the respective cell is marked orange.

If the amount of Blocked Documents is greater than 20,000 USD, the respective cell is marked red.

18.12.4 Constant KPA_TS_LIAB_AMOUNT2 Using this constant, you set the thresholds for the amount of parked documents in the Total Liability panel. KPA_TS_LIAB_AMOUNT2 comprises 3 different values separated by a semicolon:



• Value 2 and 3 define the lower and upper threshold for the amount of Parked Documents.

If the amount of Parked Documents is greater than the lower threshold but smaller or equal than the upper threshold, the respective cell is marked orange.



If the amount of Parked Documents exceeds the upper threshold, the respective cell is marked red.


Example:


If the amount of Parked Documents is greater than 20,000 USD, the respective cell is marked red. The cell will never be marked orange because the respective value is not maintained.


If the amount of Parked Documents is greater than 5,000 USD but smaller or equal than 15,000 USD, the respective cell is marked orange.

If the amount of Parked Documents exceeds 15,000 USD, the respective cell is marked red.

18.12.5 Constant KPA_TS_LIAB_AMOUNT3 Using this constant, you set the thresholds for the amount of pre-process documents in the Total Liability panel. KPA_TS_LIAB_AMOUNT3 comprises 3 different values separated by a semicolon:



• Value 2 and 3 define the lower and upper threshold for the amount of Pre-Process Documents.



If the amount of Pre-Process Documents is greater than the lower threshold but smaller or equal than the upper threshold, the respective cell is marked orange.

If the amount of Pre-Process Documents exceeds the upper threshold, the respective cell is marked red.


Example:


If the amount of Pre-Process Documents is greater than 20,000 USD, the respective cell is marked red. The cell will never be marked orange because the respective value is not maintained.


If the amount of Pre-Process Documents is greater than 20,000 USD but smaller or equal than 30,000 USD, the respective cell is marked orange.

If the amount of Pre-Process Documents exceeds 30,000 USD, the respective cell is marked red.

18.12.6 Constant KPA_TS_PROCDOCS_NO Using this constant, you set the thresholds for Total # fields in the Processed / In Process Documents panel. KPA_TS_PROCDOCS_NO comprises 8 different values separated by a semicolon:



<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>;<Value7>;<Value8>where you must replace all <value> fields with a number, as follows:

• Value 1 and 2 define the lower and upper threshold for the total number of processed PO Invoices.

• Value 3 and 4 define the lower and upper threshold for the total number of PO Invoices in process.

• Value 5 and 6 define the lower and upper threshold for the total number of processed NPO Invoices.

• Value 7 and 8 define the lower and upper threshold for the total number of NPO Invoices in process.

If the number of invoices is greater than the lower threshold but smaller or equal than the upper threshold, the respective cell is marked orange.

If the number of invoices is greater than the upper threshold, the respective cell is marked red.


Example 18-7: Constant KPA_TS_PROCDOCS_NO

There is no check for the total number of processed PO Invoices.

If the total number of PO Invoices in Process is greater than 100,000 but smaller or equal than 200,000, the respective cell is marked orange.

If the total number of PO Invoices in Process exceeds 200,000, the respective cell is marked red.

There is no check for the total number of processed NPO Invoices.

If the total number of NPO Invoices in Process is greater than 150,000 but smaller or equal than 250,000, the respective cell is marked orange.



If the total number of NPO Invoices in Process exceeds 250,000, the respective cell is marked red.

18.12.7 Constant KPA_TS_PROCDOCS_PERC Using this constant, you set the thresholds for all percentage fields in the Processed / In Process Documents panel. KPA_TS_PROCDOCS_PERC comprises 8 different values separated by a semicolon:

<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>;<Value7>;<Value8>where you must replace all <value> fields with a percentage quotation, as follows:

• Value 1 and 2 define the lower and upper threshold for the percentage of Processed PO Invoices.

• Value 3 and 4 define the lower and upper threshold for the percentage of PO Invoices in Process.

• Value 5 and 6 define the lower and upper threshold for the percentage of Processed NPO Invoices.

• Value 7 and 8 define the lower and upper threshold for the percentage of NPO Invoices in Process.

If the percentage of invoices is greater than the lower threshold but smaller or equal than the upper threshold, the respective cell is marked orange.

If the percentage of invoices is greater than the upper threshold, the respective cell is marked red.


Example 18-8: Constant KPA_TS_PROCDOCS_PERC



There is no check for the percentage of Processed PO Invoices.

If the percentage of PO Invoices in Process is greater than 5.5% but smaller or equal than 80%, the respective cell is marked orange.

If the percentage of PO Invoices in Process exceeds 80%, the respective cell is marked red.

There is no check for the percentage of processed NPO Invoices.

If the percentage of NPO Invoices in Process is greater than 50% but smaller or equal than 80%, the respective cell is marked orange.

If the percentage of NPO Invoices in Process exceeds 80%, the respective cell is marked red.


Chapter 19 Downloading Data from SAP for ICC Integration

The download programs are only relevant if OpenText Invoice Capture Center (ICC) is integrated with your VIM installation. For detailed information on ICC, see the Invoice Capture Center Administrators Guide, available in the OpenText Knowledge Center: https://knowledge.opentext.com/knowledge/llisapi.dll/Open/15448194.

The download programs are used to provide data for look up tables used by ICC for better recognition results. ICC uses the vendor look up table to determine the vendor number and in turn supplies it back to SAP. The PO delivery look up table helps ICC to achieve better recognition and extraction.

The following download programs are available:

• Downloading the vendor database from SAP

• Downloading PO data from SAP

19.1 Downloading the Vendor Database from SAP To integrate ICC into VIM, you must download the vendor database from SAP to the staging table /OPT/VIM_STG_LIF.

To download the vendor database:

1. Run the /OPT/IR_DL_VENDOR_TO_STG_TABLE program.

The Download Vendor Data to Staging table selection screen is displayed.

https://knowledge.opentext.com/knowledge/llisapi.dll/Open/15448194



2. Enter the parameters for the download:

Vendors panel

Vendor number Enter the vendor number (range).

Also Vendor w/o bank account (default setting) Select this check box to include vendors without bank account in the download.

Also Vendor with deletion flag Select this check box to include vendors with deletion flag in the download.

Also Vendor with posting block Select this check box to include vendors with posting block in the download.

Bank accounts per Vendor panel

One selected bank account (default setting) Select this option to read the first bank account in the vendor master data. The choice can be altered by a user exit.

All bank accounts Select this option to generate a line for each bank account in the vendor master data.

Importance of bank accounts

Bank account data is one of many criteria to identify a vendor. It is easier to identify the vendor with two or more bank accounts.

19.1 Downloading the Vendor Database from SAP


Company code panel

Since VIM 5.2 SP4, this panel is added to the selection screen.

Ignore company code Select this check box to improve the performance of the search. If you select this check box, you must select the Ignore company code and SAP system at vendor detection check box in ICC.

The search works only on the LFA1 table. The deletion and posting block flags are not evaluated in relationship to the company code (that means, from the LFA1 table). The entries in the staging table do not contain company codes.

If you clear the Ignore company code check box, the processing and the entries in the staging table depend on the selections you make in the Company Code selection.

Company Code Enter the company code (range).

Note: The program will run with higher performance if you enter several single values instead of a range.

If you specify one or more company codes, only the vendors having an association to the given company codes in table LFB1 are written to the staging table. The deletion and posting block flags are evaluated in relationship to the company code (that means, from the LFB1 table). The entries in the staging table contain company codes. If a vendor is associated to several company codes, several entries for this vendor are written to the staging table.

If you do not specify a company code, the vendors that have an association to any company code in table LFB1 are written to the staging table. Additionally, also the vendors that do not have an association to a company code will be drawn from table LFA1 and written to the staging table. The entries in the staging table contain a company code, if they were taken from table LFB1. The entries do not contain a company code, if they were taken from table LFA1.



Output to screen

This program runs in background and collects the vendor information. If the program is running in the central system, it collects the vendor information from all satellite systems using function module /OPT/DOWNLOAD_LY_DATA. The program stores the vendor information in the central system’s staging table (along with the satellite system’s logical system).

Table /OPT/VIM_STG_LIF contains the following information:

• Vendor number

• Company code

• Bank details

• Vendor address

• VAT and tax information

• Vendor email, IBAN, SWIFT code

• Timestamp (of record creation)

19.2 Downloading PO Data from SAP To integrate ICC into VIM, you must download the purchase order data (PO data) and the delivery note numbers from SAP and store them to staging tables /OPT/VIM_STG_POH and /OPT/VIM_STG_POI.

To download purchase order data:

1. Run the /OPT/IR_DL_PO_TO_STG_TABLES program.

The Download Purchase Order Data to Staging tables selection screen is displayed.

With VIM 5.2 SP4, the selection screen has been changed to improve performance and handling.

19.2 Downloading PO Data from SAP


2. Enter the parameters for the download:

Vendors panel

Vendor Enter the vendor number (range).

Company code Enter the company code (range).

Download - Delta/Normal panel

Delta Download Select this check box to determine that the program reads the table /opt/it_dl_ts and gets the time stamp of the last program run. The following date fields will be replaced with the date part of the time stamp:

• Purchase Orders from

• Sched. agreements from

• Goods receipt from

Document selection panel

Purchasing Doc. Type Enter the purchasing document type. The default value is NB (Standard PO). But you may want to include FO (Framework order) and LP (Scheduling agreement) also.



Purchase Orders from Enter a date. Orders older than this date are not included in the download.

Sched. agreements from Enter a date. Scheduling agreements older than this date are not included in the download.

Goods receipt from Enter a date. Goods receipts older than this date are not included in the download.

Note: You can increase the performance of the program, if you use a date in the future in this field. Use a future date only, if you are not interested in the delivery notes, and if your quantities and amounts in the goods receipt match the data from the purchase order.

Processing Options panel

Open only check Select this check box to ignore all items for which an invoice has already been received.

As the “open only” option takes time, check, if it has effect in your system: Perform manual downloads with the open only option switched on and switched off. If the number of items is not reduced considerably with “open only” switched on, the algorithm used to detect open items is not applicable in your system. In this case, let the “open only” option switched off.

Do vendor substitution Select this check box to substitute the vendor that is taken from the purchase order by the invoicing party that is to be expected on the invoice.

Check, if vendor substitution makes sense in your system: Perform one manual download with vendor substitution switched on. To see, if it is applicable or not, there is a counter in the output, showing the number of substitutions. If there are few substitutions or no substitution at all, skip the substitution.

If the program is running in the central system, it collects the purchase order information from the satellite systems by calling the Remote function module /OPT/DOWNLOAD_PO_DATA.

3. To perform the download, click in the application toolbar.

19.3 Common Topics of the Download Programs


Output to screen

The sections Open only check and Vendor substitution appear only, when the respective processing options have been selected in the selection screen.

Note: The number in section Order number table gives the remaining number of PO entries that are written to the staging table. In the example, 342 order numbers have been found, 48 have been removed due to the “open only” check, and 294 have been written to the staging table for download.

19.3 Common Topics of the Download Programs The following information applies to both the vendor database download program and the PO numbers download program.



19.3.1 Downloading in Background You can schedule the download programs as background programs in the SAP job definition. The job logs provide information about the status.

In the Job Overview screen, click the Spool button in the application tool bar to display detailed results.

19.4 Function Modules and RFCs

19.4.1 Vendor Download (Remote) Function Module ICC calls sets of RFCs to download vendor data in batches. ICC calls the download data in a loop (depending on the batch size) until all records are fetched.

ICC calls in the following sequence:

1. ICC can call RFC1 as needed if ICC wants to initialize all records in the Vendor staging table with SYN_FLAG = space.

2. ICC then calls RFC2 and subsequently RFC3 in loop until RFC2 tells that all records have been pulled, by passing COMPLETE = ‘X’ as part of its export parameter.

3. As soon as ICC gathers the information that all records have been pulled, it passes indicator COMPLETE = ‘C’ to VIM via RFC3 and exits the loop.

ICC also stops the looping when an error occurs in RFC2, then ICC passes an indicator COMPLETE = ‘E’ to VIM via RFC3, and then exits.

RFC1 RFC1 for Vendor download corresponds to the function module /OPT/LY_SYNC_INIT that initializes by putting SYNC_FLAGS as space in the Vendor staging table in SAP. Input Parameters

None

Output Parameters None

RFC2 RFC2 for Vendor download corresponds to the function module /OPT/DOWNLOAD_VENDOR_DATA that is used to download vendor information from the central system.

Input parameters

LASTUPDATE Last update timestamp

T_DL_QUERY Internal table of logical system and company code



Output parameters

T_VENDOR Internal table of vendor information

CURRENTUPDATE Current timestamp

COMPLETE Indicates whether all records have been successfully extracted and no more left for extraction

The function module gets all the vendors which are loaded on or after the timestamp LASTUPDATE and moves that data to the internal table T_VENDOR.

Populate the timestamp CURRENTUPDATE from current date and time.

RFC3 RFC3 for Vendor download corresponds to the function module /OPT/LY_SYNC_INIT_COMPLETE that indicates continue loop for data extraction or exit. Input parameters

Complete Passes indicator C as soon as ICC gathers the information that all records have been pulled and then exits the call.

Passes indicator E when an error occurs in RFC2 for Vendor download and exits the call.

Output parameters None

Note: The Z Constant VEND_REC sets the maximum batch size for Vendor download data. You can check this value by executing the SM30 transaction, entering table /PTGWFI/Z_CONST, and checking value corresponding to product code 005 and Z constant VEND_REC.

19.4.2 Purchase Order Download (Remote) Function Module ICC calls sets of RFCs to purchase order data in batches. ICC calls the download data in a loop (depending on the batch size) until all records are fetched.

ICC calls in the following sequence:

1. ICC can call RFC1 as needed if ICC wants to initialize all records in the Purchase Order staging table (/OPT/VIM_STG_POH) with SYN_FLAG = space.

2. ICC then calls RFC2 and subsequently RFC3 in loop until RFC2 tells that all records have been pulled, by passing COMPLETE = ‘X’ as part of its export parameter.

3. As soon as ICC gathers the information that all records have been pulled, it passes indicator COMPLETE = ‘C’ to VIM via RFC3 and exits the loop.



ICC also stops the looping when an error occurs in RFC2, then ICC passes an indicator COMPLETE = ‘E’ to VIM via RFC3, and then exits.

RFC1 RFC1 for Purchase Order download corresponds to the function module /OPT/PO_SYNC_INIT that initializes by putting SYNC_FLAGS as space in the Purchase Order staging table in SAP. Input Parameters

None

Output Parameters None

RFC2 RFC2 for Purchase Order download corresponds to the function module /OPT/DOWNLOAD_PURCHASE_DATA that is used to download purchase order information from the central system.

Input parameters

LASTUPDATE Last update timestamp

POSITIONS Indicator whether to extract PO line items or not

T_DL_QUERY Internal table of logical system and company code

Output parameters

T_DL_POHEAD Internal table of purchase order header information

T_DL_POITEM Internal table of purchase order item information

CURRENTUPDATE Current timestamp

The function module gets all the purchase orders from tables /OPT/VIM_STG_POH and /OPT/VIM_STG_POI, which are loaded on or after the timestamp LASTUPDATE and moves that data to the internal tables T_DL_POHEAD and T_DL_POITEM.

Populate the timestamp CURRENTUPDATE from current date and time.

RFC3 RFC3 for Purchase Order download corresponds to the function module /OPT/PO_SYNC_INIT_COMPLETE that indicates continue loop for data extraction or exit. Input parameters

Complete Passes indicator C as soon as ICC gathers the information that all records have been pulled and then exits the call.



Passes indicator E when an error occurs in RFC2 for Purchase Order download and exits the call.

Output parameters None

Note: The Z Constant PO_REC sets the maximum batch size for Purchase Order download data. You can check this value by executing the SM30 transaction, en-tering table /PTGWFI/Z_CONST, and checking value corresponding to product code 005 and Z constant PO_REC.


Chapter 20 Administering the ICC Dispatcher

The ICC Dispatcher is part of VIM. It integrates the OCR solution OpenText Invoice Capture Center (ICC) into VIM. ICC automates the capture of paper invoices by using OCR to extract the invoice data. ICC uses SAP as backend to store and retrieve invoice image information through the ICC Dispatcher.

For an architecture and sequence diagram of the ICC Dispatcher and for a description of configuration tasks, see section 15.1 "ICC Dispatcher" in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD).

20.1 Batch Programs

20.1.1 Batch Program /OPT/VIM_STATUS_EXTR This program runs in the background. It reads all the DP documents with status Sent to OCR and checks the elapsed time crossed the allowed time limit. Maximum allowed time for Extraction is maintained in table /OPT/VIM_RETRY, see OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD) for a description how to perform the maintenance.

If a particular DP document is waiting in the Extraction queue for more than the allowed time, the batch job sets that DP document status to Scanned.

Otherwise, it ignores the DP document.

The following screenshot shows the selection screen for the program /OPT/VIM_STATUS_EXTR.



20.1.2 Batch Program /OPT/VIM_STATUS_VALD This program runs in the background. It reads all the DP documents with status Sent to Validation and checks the elapsed time crossed the allowed time limit. Maximum allowed time for Validation is maintained in table /OPT/VIM_RETRY, see OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD) for a description how to perform the maintenance.

If a particular DP document is waiting in the Validation queue for more than the allowed time, the batch job sets that DP document status to Ready for Validation.

Otherwise, it ignores the DP document.

The following screenshot shows the selection screen for the program /OPT/VIM_STATUS_VALD.

20.1.3 Batch Program /OPT/VIM_DP_TRIGGER This program runs in the background. It sends the DP documents to the DP workflow based on the validation conditions. For documents with status Extraction Completed, it checks whether validation is required. If required, it sends the document to the Validation framework. Otherwise, it triggers the DP workflow. For documents with status Validation Completed, it triggers the DP workflow.

The following screenshot shows the selection screen for the program /OPT/VIM_DP_TRIGGER.

20.2 Working with the ICC Admin Tool


The following steps depict the whole process of the program /OPT/VIM_DP_TRIGGER:

1. The program retrieves all DP documents with status Extraction Completed.

For each DP document:

a. The program maps the extracted data to VIM table fields and updates the /OPT/VIM_1HEAD and /OPT/VIM_1ITEM tables. You maintain the ICC field mapping using the /N/OPT/VIM_MAPV transaction.

b. The program checks whether Validation is required using function module /OPT/VIM_RUN_VALIDATION_RULES. The Validation framework is used to configure the Validation rules. You maintain this using the /N/OPT/VIM_ICC_VAL transaction.

c. If Validation is required, the program populates the Validation agents using function module /OPT/W_RETRIEVE_USERS and updates the table /OPT/VIM_VAL_AGT. You maintain validators at Archive Document type level using Simple Mode Role Maintenance, transaction /OPT/CP_9CX4.

d. If Validation is not required, the program triggers the DP workflow using function module /OPT/VIM_START_DOC_PROCESS_ICC. The DP workflow will take care of all further steps.

2. The program retrieves all DP documents with status Validation Completed.

For each DP document:

a. The program maps the extracted data to VIM table fields and updates the /OPT/VIM_1HEAD and /OPT/VIM_1ITEM tables. You maintain the ICC field mapping using the /N/OPT/VIM_MAPV transaction.

b. The program triggers the DP workflow using function module /OPT/VIM_START_DOC_PROCESS_ICC. The DP workflow will take care of all further steps.

20.2 Working with the ICC Admin Tool The ICC Admin Tool is a common platform to monitor and control the status of the DP documents.

To work with the ICC Admin Tool:

1. To invoke the selection screen of the ICC Admin Tool, execute the /N/OPT/VIM_7AX8 transaction.



2. In the Program to Monitor ICC data screen, enter the selection criteria:

• DP document number

• Archive Doctype

• Document Type

• Status

• Also include Workflow DP docs

Select this check box to include DP documents in the current workflow into the selection.

• Also include Obsolete DP docs

Select this check box to include obsolete DP documents into the selection.

3. To execute, click the button.

20.2 Working with the ICC Admin Tool


In the ICC Admin Tool screen, the following action buttons are available in the application tool bar:

Image Select a DP document and click this button to display the archived image of the document.

Discard Image Select a DP document and click this button to set the document status to Obsolete. DP documents with status Obsolete cannot be considered for further processing.

Appln Log Application Log. Select a DP document and click this button to display the System log of the document.

Reset Count Click this button to set the Extraction and Validation retries counts to zero. If the document is in a Limit Reached status, it is set in the appropriate Ready for status.

Change Status Select a DP document and click this button to set the document to a required status. The Possible statuses screen is displayed. Select the required status from the list and confirm with .

Status Log Select a DP document and click this button to display the Status log of the Document.



DP Trigger Select a DP document and click this button to invoke the DP Trigger program, which will either set the DP document status to Ready for Validation or trigger the workflow.

Vald Agents Validation Agents. Select a DP document and click this button to display the Validation Agents of the document.


Chapter 21 Administering the EDI Support

VIM is capable of handling IDocs. All invoices received through IDocs will be processed by the EDI support process of VIM. You may receive invoices in IDocs, then map the IDoc data to VIM fields and finally trigger the workflow to start the Approval process.

For information regarding the configuration tasks for EDI support, see section 18 "EDI Configuration" in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD).

21.1 Overview The IDoc process comprises the following steps:

1. Receive IDoc and map IDoc data to Intermediate fields.

2. Map Intermediate fields to workflow (Index) fields.

3. Trigger workflow.

You can test the whole process using the WE19 transaction, where you supply the IDoc and the processing function module.

21.2 Administering the IDoc Process To process an IDoc:

1. To start the Test tool for IDoc processing, execute the WE19 transaction.



You can perform the test in one of the following ways:

• Copying from an old IDoc (as described in this section)

• Creating a new IDoc with entirely new information

2. Enter an Existing IDoc and click .

3. Click the Inbound function module button in the application tool bar. The Test inbound IDoc via a function module dialog box is displayed.

21.2 Administering the IDoc Process


4. Enter the function module /OPT/DP_INBOUND_IDOC_PROC and click to continue.

A new IDoc is created, by copying the existing IDoc.

5. To check the status of the created IDoc, execute the WE02 transaction.

6. Enter the IDoc number of the new IDoc into the IDoc number field and click .



The IDoc with status information is displayed. Successfully processed IDocs have the status 53.

To identify the DP document number from an IDoc:

1. To access the Data Browser: Initial Screen, execute the SE16 transaction.

2. Enter Table name /OPT/VIM_1HEAD and press the RETURN key.

21.2 Administering the IDoc Process


3. Enter the IDoc number in the EDI_DOCNUM field of the selection screen and click in the application tool bar.

The DP document ID is displayed.

You can display the full information about the document using VIM Analytics.

You can also use the WE02 transaction to check the status of the IDocs. Enter the date and the Basic Type to check how many IDocs have been received by the systems and to check their status. See also step 5 on page 171.


Chapter 22 Working with the Application Log

This section describes how to create and display VIM application log.

Note: Some of the functions described here are standard SAP functions; see SAP Help for more details.

22.1 Creating the Application Log The application log is used to store the status information of each task of the ICC Dispatcher and the EDI scenario. All applications in ICC Dispatcher will create an application log that you can use to check the status of each DP document.

To view the application log, execute the SLG1 transaction.

Use function module /OPT/VIM_APPLICATION_LOG to store the application log:

FUNCTION /opt/vim_application_log. *"------------------------------------------------------------ *"*"Local interface: *" IMPORTING *" VALUE(OBJECTID) TYPE BALNREXT OPTIONAL *" VALUE(LOG_POINT) TYPE /OPT/IC_LOGPOINT_DE *" TABLES *" MESSAGE TYPE BAL_T_MSG *" EXCEPTIONS *" LOG_HEADER_INCONSISTENT *" LOG_NOT_FOUND *" MSG_INCONSISTENT *" LOG_IS_FULL *" SAVE_NOT_ALLOWED *" NUMBERING_ERROR *"------------------------------------------------------------

Input parameters

OBJECTID The Object ID is the currently processing document number, for example the DP Document number, IDOC number, Work Item, or Financial Document number.

LOG_POINT The log point is a unique identifier of the calling application or application area. Using this value, you can identify the area that is generating the message.



MESSAGE Actual system message that will be used to store.

22.1.1 Log Point The log point is a unique identifier for application or application area which helps in finding the area that is generating the message. The log point determines the program and screen from where the error is generated. Since the system is maintained using Object and Sub-object, the log point also determines them.

To maintain log points:

1. Execute the /n/OPT/IT_LOG_PNTV transaction.

2. To open, the Details view for a log point, double-click its line.

22.1 Creating the Application Log


In case the log level is not maintained at Log Point level, you can maintain it at Object and Sub-object level.

3. Therefore, execute the /n/OPT/VIM_LOG_CFG transaction.

4. To open the Details view, double-click the appropriate line.

22.1.2 Object and SubObject Every log entry is associated with an object and possibly with one of its sub-objects, for example the object /OPT/VIM and the sub-object ICC. To maintain object and sub-object, execute the SLG0 transaction.



Select the Object Vendor Invoice Management and double-click Sub-objects in the navigation panel.

22.2 Displaying Log Messages


22.1.3 Log Classification Log messages are classified in the following log levels:

Very important logs all error messages

Important logs all error and warning messages

Less important logs messages of all types

22.2 Displaying Log Messages You can view the log messages in a report or use a function module to display the log.

To view log messages in a report:

1. Execute the SLG1 transaction.



2. Supply the following parameters:

• Object

• Sub-object

• External ID: Enter the DP document number or the IDoc number.

3. Time restriction – Specify a date and time range to display the messages generated in a particular period.

4. Log class – Specify the log class of the messages you want to display.

5. Click to execute your query.

To get the application log using a function module:

1. Use the function module APPL_LOG_DISPLAY to display the application log.

*"---------------------------------------------------------------------- *"*"Lokale Schnittstelle: *" IMPORTING *" VALUE(OBJECT) LIKE BALHDR-OBJECT DEFAULT SPACE *" VALUE(SUBOBJECT) LIKE BALHDR-SUBOBJECT DEFAULT SPACE *" VALUE(EXTERNAL_NUMBER) LIKE BALHDR-EXTNUMBER DEFAULT SPACE *" VALUE(OBJECT_ATTRIBUTE) DEFAULT 0 *" VALUE(SUBOBJECT_ATTRIBUTE) DEFAULT 0 *" VALUE(EXTERNAL_NUMBER_ATTRIBUTE) DEFAULT 0 *" VALUE(DATE_FROM) LIKE BALHDR-ALDATE DEFAULT SY-DATUM *" VALUE(TIME_FROM) LIKE BALHDR-ALTIME DEFAULT '000000' *" VALUE(DATE_TO) LIKE BALHDR-ALDATE DEFAULT SY-DATUM *" VALUE(TIME_TO) LIKE BALHDR-ALTIME DEFAULT SY-UZEIT *" VALUE(TITLE_SELECTION_SCREEN) DEFAULT SPACE *" VALUE(TITLE_LIST_SCREEN) DEFAULT SPACE *" VALUE(COLUMN_SELECTION) LIKE BALDISP STRUCTURE BALDISP DEFAULT *" '11112221122 ' *" VALUE(SUPPRESS_SELECTION_DIALOG) DEFAULT SPACE *" VALUE(COLUMN_SELECTION_MSG_JUMP) LIKE BALDISP2-MSG_JUMP DEFAULT *" '1' *" VALUE(EXTERNAL_NUMBER_DISPLAY_LENGTH) TYPE I DEFAULT 20 *" VALUE(I_S_DISPLAY_PROFILE) TYPE BAL_S_PROF OPTIONAL *" VALUE(I_VARIANT_REPORT) TYPE SY-REPID DEFAULT SPACE *" EXPORTING *" VALUE(NUMBER_OF_PROTOCOLS) LIKE SY-DBCNT *" EXCEPTIONS

22.3 Application Logging for the CRM System


*" NO_AUTHORITY *"-----------------------------------------------------------------------

2. Enter (at least) the following parameters:

• OBJECT

• SUBOBJECT

• EXTERNAL_NUMBER

• DATE_FROM

• SUPPRESS_SELECTION_DIALOG: enter X.

22.3 Application Logging for the CRM System To view the application log in the CRM system, execute the SLG1 transaction in the CRM system. The object for the VIM CRM component is /OPT/VIM.

Select the Object /OPT/VIM and double-click Sub-objects in the navigation panel.

Note: In the CRM system, custom configuration for application logging is not available as it is in the ERP system.



22.4 Configuring the Application Log for Approval on a Mobile Device The whole processing of the mobile integration is logged in the application log. A new subobject MOBILE is delivered for object /OPT/VIM.

To activate the logging on your system and also to change the log level, maintain or change the following settings:

To configure tables for logging:

1. Execute the SM30 transaction and open the maintenance view for table /OPT/IT_LOG_CFGV.

2. Make sure the subobject MOBILE is maintained for object /OPT/VIM.

3. Configure the global Log Level according to your needs.

4. Open the maintenance view for table /OPT/IT_LOG_PNTV.

5. Open the details of log point 58 for the mobile integration.

Create the entry if it does not exist.

22.4 Configuring the Application Log for Approval on a Mobile Device


6. Configure the Log Level according to your needs.

Note: If no log level is configured, the global level of table /OPT/IT_LOG_CFGV is used.


Chapter 23 Administering and Troubleshooting the Approval Portal

This chapter describes the administration and troubleshooting of the OpenText Approval Portal (Approval Portal). The Approval Portal is designed to work within SAP Web Application Server (WAS) 7.0 or SAP NetWeaver Portal (NWP) 7.0. The Approval Portal can be deployed as a standalone application residing on WAS only or as an application inside NWP using the AppIntegrator iView.

Notes:

• The Approval Portal component is an optional component.

• If you are not using the Approval Portal component, you can skip this chapter.

• See section 7.3 "System Architecture" in OpenText Vendor Invoice Management - Installation Guide (VIM-IGD) for architecture diagrams.

As the administrator, you need to access the Administration page to perform various administration activities for the Approval Portal.

For WAS authentication, navigate to http://$WAS$:$WASPORT$/vimportal/admin.

For Portal authentication, navigate to the Administrator iView created before.

All configurations are saved into the configuration.xml file located in <Install-Dir>/invoiceCfg.

Administering the Approval Portal comprises the following actions:

• “Configuring the Approval Portal” on page 186

• “Configuring Search Helps with Pre-filled Values” on page 191

• “Configuring Multilingual Support” on page 193

• “Configuring Attachment Support” on page 198

• “Working with Log and Trace Files” on page 199

• “Monitoring and Measuring Performance” on page 205

• “Managing Backup and Restore” on page 212

• “Restoring the Application” on page 213

• “Performing Periodic Tasks” on page 213

• “Technical Configuration Data” on page 213



• “High Availability and Load Balancing Concept” on page 213

• “Restart and Monitoring of Asynchronous Interfaces Concept” on page 213

• “Starting and Stopping Approval Portal” on page 214

• “Troubleshooting” on page 214

• “Branding” on page 215

23.1 Configuring the Approval Portal The Administration page comprises the following tabs:

• “SAP Connection” on page 186

• “Mobile Configuration” on page 188

• “Configuration” on page 190

• “Administration” on page 191

To access the Approval Admin page, log in to the Approval Portal as an Administrator.

23.1.1 SAP Connection The SAP Connection tab allows you to configure which SAP system the Approval Portal connects to. VIM allows you to connect to multiple SAP backend systems.

The SAP Connection tab contains the following action buttons:

Add Connection Add a new SAP connection. Opens the Connection Details panel. See “Connection Details” on page 187.

Edit Connection Edit an existing SAP connection. Opens the Connection Details panel. See “Connection Details” on page 187.

23.1 Configuring the Approval Portal


Delete Connection Delete a SAP connection.

Refresh All Connections Refresh the connections after you made changes. Without the refresh, the Approval Portal will continue to use existing connections.

Up Arrow Move the connection priority up.

Down Arrow Move the connection priority down.

Note: The first connection in the list is used as the default connection. The de-fault connection determines the Invoice List’s User Preference. See section 6.2 "Working with the Personalize Screen" in OpenText Vendor Invoice Management - User Guide (VIM-UGD) for more details.

Connection Details

In the Connection Details panel, the following configuration parameters are available. Enter the relevant information: SAP SID

Unique identifier for this SAP Logical System. The SAP SID will appear on the end user screen next to the Logical System to help the user identify which system the invoice is coming from.

Note: If you want to connect to the same SAP Logical System but with a different client, you must provide a different SAP SID. The Approval Portal treats the SAP SID as a unique identifier.

UserName The CPIC user’s user name that will be used to connect to SAP.

Password The CPIC user password that will be used to connect to SAP.

Client The client number of the SAP system that is connected to.

If you are using Application host instead of Message host, provide the following information:

System number The system number of the SAP system that is connected to.

Application host The application host IP or DNS of the SAP system that is connected to.

If you are using Message host instead of Application host, provide the following information:

MsHost The Message host IP or DNS of the SAP system that is connected to.



R/3 name The R/3 name of the SAP system that is connected to.

Logon Group The logon group of the SAP system that is connected to.

System number The system number of the SAP system that is connected to.

You can perform the following actions:

Save Save the SAP connections. If the connection is invalid, you will not be able to save.

Test Test the SAP connections. If the connection fails, it will return a failure message to you.

23.1.2 Mobile Configuration Click the Mobile Configuration tab.

Configure the following parameters for the Approval Portal:

Note: This configuration applies to the mobile integration of the Approval Portal. For configuration aspects of the mobile App based on OpenText Everywhere, which is introduced with VIM 6.0, see section 10 "Approval on a Mobile Device" in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD).

Dynamic Buttons Display Specify whether dynamic buttons should be displayed or not.

23.1 Configuring the Approval Portal


View Image Display Specify whether the View Image button should be displayed or not.

Fields Specify which fields are displayed to the user. Your settings will apply to all users and they will overwrite the user’s preference. Click on the link, for example PO Header Fields, to display the detail panel. Consult with the business user or the project owner to decide which fields should be shown.

Invoice List Field This list determines which fields to show up in the Invoice List.

PO Header Fields This list determines which fields to show up for the PO Header, such as Vendor, Net Amount, Tax Amount, Invoice number.

Non PO Header Fields This list determines which fields to show up for the Non PO Header such as Vendor, Net Amount, Tax Amount, Invoice Number.

Line Item Fields This list determines which fields to show up for the PO Line Item such as Line No, PO Number, Line Description.

Accounting Assignment Fields This list determines which fields to show up for the Accounting Assignment such as G/L Account, Cost Center, Item Amount.

The fields contain the following action buttons:

Add Enter a field name and click Add.

Note: Only perform this action on the rare occasion that custom fields should be added. All available fields are already present.

Left Arrow Move the field to the display list.

Right Arrow Move the field to the non display list.

Up Move the field priority up.

Down Move the field priority down.

Hide Hide the current field panel.

Save Save your settings.



23.1.3 Configuration Click the Configuration tab.

Configure the following parameters for the Approval Portal:

Image Display Type Specify how the Archive Server is configured: Select URL or JPEG(TIF). Most of the systems are configured to use URL.

Search Help Maximum No. of Hits Specify the maximum number of hits that are returned from SAP for the Search Help in the line level, for example G/L Account. The default value is 100.

Attachments File Size (in kb) VIM 5.2 SP2 introduces the feature of adding attachments to the invoice from the Approval Portal. Enter the maximum size of files that can be attached. Example: 10240 means 10 MB.

Document Types Supported For Attachments Enter the file extensions of the document types you want to support for attachments, separated by comma.

Portal Host(s) List This is a new security feature in VIM 5.2 SP1, only valid for the SAP NetWeaver Portal scenario. This list represents the white list of the SAP NetWeaver Portal

23.2 Configuring Search Helps with Pre-filled Values


(NWP) server with an AppIntegrator iView linked to the Approval Portal J2EE application.

If the NWP is not in this list and a user tries to access it, the user will get a message: “Login Error- Authentication Failed”.

WhiteList Configuration Select this check box to enable the white list feature.

Add Enter the DNS or IP of the NWP to be in the white list and click Add.Reinitialize the application to get the new value.

Remove Select an entry in the Portal Host(s) List and click Remove to remove the entry from the list. Reinitialize the application to get the new value.

Save Click this button to save the configuration.

23.1.4 Administration The Administration tab allows you to perform Administration tasks on the application. It also tells you the Version and the Build Date of the application.

Click the Administration tab.

Reinitialize Application Click this button to reinitialize the application. This is necessary after you changed the configuration or if you change the language resource files. See “Changing Language Resources” on page 193 for more details.

23.2 Configuring Search Helps with Pre-filled Values Since VIM 5.2 SP4, you can enhance the configurable search helps in the Approval Portal to have pre-filled values in the Search Help Fields. When the user clicks Search Help in the Approval Portal, data is prepopulated in the Search Help Fields.

To configure the prepopulation, you must implement a custom function module in the following Z constant:



Product Code IAP

Constant EXIT_SEARCH_HELP_FLT

Constant Value /ORS/SEARCH_HELP_FIELDS_PREFIL

The interface of the custom function must be the same as the interface of the baseline function /ORS/SEARCH_HELP_FIELDS_PREFIL:

FUNCTION /ORS/SEARCH_HELP_FIELDS_PREFIL. *"---------------------------------------------------------------------- *"*"Local Interface: *" IMPORTING *" VALUE(SHLPNAME) TYPE SHLPNAME *" VALUE(INVOICE_HEADER) TYPE /ORS/INVOICE_HDR OPTIONAL *" VALUE(CURRENT_APPROVER) TYPE /ORS/UMOID OPTIONAL *" TABLES *" RETURN STRUCTURE BAPIRET2 OPTIONAL *" FIELDLIST STRUCTURE /ORS/SEARCHHELP_FIELD_LIST *" ACCT_DATA STRUCTURE /ORS/INVOICE_ACCT_DATA OPTIONAL *" EXCEPTIONS *" NOT_FOUND *"----------------------------------------------------------------------

ENDFUNCTION.

The custom function is called from the standard RFC function /ORS/GET_SEARCH_HELP_FIELDS.

In the TABLES parameter of the sample function module, the FIELDLIST field refers to the structure /ORS/SEARCHHELP_FIELD_LIST. The fields Value and Display only are added to this structure.

Value This field is used to set the default value for the search field.

Display only This field is an indicator that the search field value cannot be changed by the user in the Approval Portal.

The custom function should fill these fields with appropriate values according to your requirements.

23.3 Configuring Multilingual Support


Important

Any changes made by the logic in the custom function module to the fields other than Value and Display only will result in unexpected results or errors.

23.3 Configuring Multilingual Support Changing language resources and adding additional languages in the Approval Portal requires some configuration, which is described in this section.

23.3.1 Changing Language Resources All the texts on the end user screens are changeable for all languages. If there is a need to change the text to suit your needs, perform the following steps:

To change language resources:

1. Navigate to the <InstallDir>/invoiceCfg and open up the properties file that you want to edit, for example: Lang_DE.properties

2. Find the text that you want to change.

3. Change the text and save it.

When changing the text, convert non-ASCII characters to Unicode representative format (\u<XXXX>).

Example:

Converted German (Lang_DE.properties):

nonpo.invoice.hdr.due.date=F\u00e4lligkeitsdatum for the German word “Fälligkeitsdatum”.

Java compiler and other Java tools can only process files which contain Latin-1 and/or Unicode-encoded characters (\u<XXXX> notation).

Example command: Java native2ascii -encoding UTF-8 "ori_utf-8-Lang_DE.properties" Lang_DE.properties

Tip: You can also use any editor that can save as “Unicode Enabled”, for example http://en.sourceforge.jp/projects/propedit/downloads/11441/PropertiesEditor.jar/

4. Reinitialize the application, see “Administration” on page 191.

If you need additional help, contact OpenText Customer Support.

http://en.sourceforge.jp/projects/propedit/downloads/11441/PropertiesEditor.jar/

http://en.sourceforge.jp/projects/propedit/downloads/11441/PropertiesEditor.jar/



23.3.2 Configuring Additional Languages The Approval Portal supports the following predefined languages:

• English (EN)

• German (DE)

• Spanish (ES)

• French (FR)

• Italian (IT)

• Japanese (JA)

• Dutch (NL)

• Portuguese (PT)

• Russian (RU)

• Chinese (ZH)


This section describes the configuration to add another language than the predefined. Therefore, you have to perform the following actions:

• Modify the Lang_Support.properties file

• Add a new Lang_<XX>.properties file

• Include a new stylesheet

• Modify JavaScript for the Calendar popup

• Restart the Approval Portal application

To modify the Lang_Support.properties file:

1. Navigate to the installation directory, for example \usr\sap\<instance name>\SYS\global\opentext\invoiceCfg.

2. Open the Lang_Support.properties file.

3. Add a key-value entry of the new language.

Example:

If you want to add Swedish language, add the entry V=SV.



Note: This entry is a SAP language key pair. Check the SAP help for a list of language key pairs.

4. Save and close the Lang_Support.properties file.

To add a new Lang_<XX>.properties file

1. Navigate to the installation directory.

2. Copy the existing Lang_EN.properties file and rename it to Lang_<XX>.properties, where <XX> is the two-letter language code.

Example: For Swedish, the new file is named Lang_SV.properties.

3. Store the new file in the installation directory.

4. Open the new Lang_<XX>.properties file and translate the English strings into the other language.

Convert non-ASCII characters to Unicode representative format, see step 3 on page 193 in “Changing Language Resources” on page 193.

5. Save and close the Lang_<XX>.properties file.

A CSS stylesheet is required for every language.

To include a new stylesheet:

1. Navigate to the application deployment directory, for example \usr\-sap\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.-vim.portal\VimPortalWeb\servlet_jsp\vimportal\root\styles, where <JC> is the system number.

2. Copy the existing opentext_EN.css file and rename it to opentext_<XX>.css,where <XX> is the two-letter language code.

Example: For Swedish, the new file is named opentext_SV.css.

3. Store the new file in the application deployment directory.

4. Optional If you want to change any style, change them in the opentext_<XX>.css file and save your changes.



You must include calendar popup strings in the new language to the calendar-en.js JavaScript file.

To modify JavaScript for the Calendar popup:

1. Navigate to the application deployment directory, for example \usr\-sap\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.-vim.portal\VimPortalWeb\servlet_jsp\vimportal\root\script\common,where <JC> is the system number.

2. Open the calendar-en.js file.

3. Append calendar strings to the file and translate the text into the new language; see Example 23-1 for details.

Example 23-1: Adapting the calendar-en.js file

For Swedish, translate the week day names, the month names and the strings “Toggle first day of week”, “Prev. year (hold for menu)”, and so on.

Mind the SV for Swedish in the Calendar._<xxx> strings.

Calendar._DN_SV = new Array ("Sunday", "Monday", "Tuesday", "Wednesday", "Thursday", "Friday", "Saturday", "Sunday"); Calendar._MN_SV = new Array ("January", "February", "March", "April", "May", "June", "July", "August", "September", "October", "November", "December"); Calendar._TT_SV["TOGGLE"] = "Toggle first day of week"; Calendar._TT_SV["PREV_YEAR"] = "Prev. year (hold for menu)"; Calendar._TT_SV["PREV_MONTH"] = "Prev. month (hold for menu)"; Calendar._TT_SV["GO_TODAY"] = "Go Today"; Calendar._TT_SV["NEXT_MONTH"] = "Next month (hold for menu)";



Calendar._TT_SV["NEXT_YEAR"] = "Next year (hold for menu)"; Calendar._TT_SV["SEL_DATE"] = "Select date"; Calendar._TT_SV["DRAG_TO_MOVE"] = "Drag to move"; Calendar._TT_SV["PART_TODAY"] = "(today)"; Calendar._TT_SV["MON_FIRST"] = "Display Monday first"; Calendar._TT_SV["SUN_FIRST"] = "Display Sunday first"; Calendar._TT_SV["CLOSE"] = "Close"; Calendar._TT_SV["TODAY"] = "Today"; Calendar._TT_SV["WK"] = "wk";

4. Save and close the calendar-en.js file.

To restart the Approval Portal application:

To include the new language into the application, you must stop and start the application from Visual Admin.

1. In Visual Admin, navigate to Instance > Server > Services > Deploy.

2. Expand servlet_jsp.

3. Select the Approval Portal application.

4. Click Stop Application at the right of the window.

5. When the application is stopped, select it again and click Start Application.

6. Click OK to confirm.



Important

To make the language change effective, the end user must clear the browser cache.

23.4 Configuring Attachment Support VIM 5.2 SP2 introduces the feature of adding attachments to the invoice from the Approval Portal; see “Configuration” on page 190. The original configuration in Visual Admin only allows you to attach small files. So, you need to perform some configurations to support bigger attachments. The following example is laid out for a maximum attachment size of 10 MB.

To configure Visual Admin properties for attachment support:

1. Log in to Visual Admin.

2. Navigate to Instance > Server > Services > HTTP Provider.

3. Click the Properties tab.

4. Set the FileBufferSize value to 10485760.

5. Set the ServletInputStreamTimeout value to 180000.

6. Set the ServletLongDataTransferTimeout value to 120000.

23.5 Working with Log and Trace Files


7. Click Update.

8. Navigate to Instance > Dispatcher > Services > HTTP Provider.

9. Click the Properties tab.

10. Set the ReadBufferSize value to 10485760.

11. Click Update.

Note: You do not need to restart your cluster.

23.5 Working with Log and Trace Files For troubleshooting, the Approval Portal provides log files and trace files.

23.5.1 Log Files Approval Portal provides default log for troubleshooting. You can set the log level to suit your needs or to help identify issues you are experiencing. Mainly Info and Error log levels are used in the application; the default level is Info.

With VIM 5.2 SP3 and higher, you can change the size and number of the Approval Portal log files. See “To change the size and number of log files:” on page 201.



To change the log level:


2. Navigate to Instance > Server > Services > Log Configurator.

3. On the right panel, select the Runtimes > Categories tab.

4. Select the VIMIAP application under the Applications tab.

You see a Severity drop down list on the right hand side.

5. Select the Severity level you need, click Save and select one of the following options, according to your needs:

• Apply to current node only

• Apply to all "server nodes"

For more details, also consult the SAP Web Application Server Administration Guide.

Log level Info is used to log the initial Servlet loading information and when an RFC is called.

Log level Error is used to log in the exception blocks.

Logs are created under \applications\com\opentext\vim\portal in the log directory in the WAS, for example E:\usr\sap\T38\JC01\j2ee\cluster\server0\log\applications\com\opentext\vim\portal.



The name of the log will be VimlapLog<Logindex>.log. These logs will contain all application's Info log level. Up to 10 files will be created and will be reused.

To change the size and number of log files:


2. Navigate to Instance > Server > Services > Log Configurator.

3. Click the To advanced mode button.

4. In the Log Controllers area, click VIMIAP.

5. Click the right destination, and click Edit.



6. Change the following parameters:

Note: See SAP Help for more details.

Limit for log file size

Count for number of log files

23.5.2 Trace Files If Debug or All is set for the severity, the additional RFC trace files will also be created under \applications\com\opentext\vim\portal in the log directory in the WAS, for example: E:\usr\sap\T38\JC01\j2ee\cluster\server0\log\applications\com\opentext\vim\portal. The name of the trace will be VimIapTrace<Logindex>.trc. Up to 10 files will be created and will be reused.

These trace files include the import, export parameters of functions, and the RFC the application is calling. These trace files are useful to troubleshoot any error when connecting and retrieving data from SAP ERP. Make sure that you turn the level back to Info or Error in the production environment.

To determine that WAS writes the trace files to the location specified above instead of defaultTrace.trc, you must perform the following setting.



By default, ForceSingleTraceFile will be YES. Then, the trace is written only to \logs\defaultTrace.trc.

Change this setting to NO. Then, WAS will produce multiple trc files.

23.5.3 Log Configuration for vimIapTraceLogindex.trc This configuration allows you to configure the log severity. If you do not perform the following steps, the severity will always be set to All.

To configure vimIapTrace<Logindex>.trc for logging:

1. Log in to SAP Visual Administrator with Administrator credentials.

2. Go to Services > Log Configurator.

3. Click the To advanced mode tab in the right frame.

4. Expand the ROOT LOCATION node under the Locations tab.



5. Expand the com node until you see LogUtil.

6. Click the LogUtil node.

In the Destinations field, the destination trace path is displayed.

7. Select the destination trace path and click Edit.

Note: Do not select any other destinations.

The Destinations tab is displayed with the default Severity All.

8. Select the required severity level from the Severity drop-down list.

23.6 Monitoring and Measuring Performance


9. Click Save and then Apply to current node only.

23.6 Monitoring and Measuring Performance Approval Portal provides default monitoring capability using the Generic Request and Message Generator (GRMG). Standard Introscope Instrumentation is implemented for performance measuring. Application start and shutdown, Invoice List display, and all SAP JCO communicating classes and methods are monitored. Regarding Introscope Instrumentation and PBD file, contact the SAP Supportability Team or OpenText Customer Support for more details.

To configure Visual Administrator for GRMG:

See also SAP Help for more details: http://help.sap.com/saphelp_nw70/helpdata/EN/f0/49fd3f0521c842e10000000a1550b0/frameset.htm

1. Log in to Visual Administrator with Administrator privileges and navigate to Server > Services > Monitoring > GRMG Customizing.

http://help.sap.com/saphelp_nw70/helpdata/EN/f0/49fd3f0521c842e10000000a1550b0/frameset.htm

http://help.sap.com/saphelp_nw70/helpdata/EN/f0/49fd3f0521c842e10000000a1550b0/frameset.htm



2. Click on the sap.com/com.sap.engine.heartbeat component.

The default GRMG Customizing scenario with default values is displayed in the right panel.

The default scenstarturl for the scenario should be http://<WAS>:<WASPORT>/GRMGHeartBeat/EntryPoint.



For example http://OPWAST38.optura.local:50100/GRMGHeartBeat/EntryPoint

3. Configure HTTP:

Property name url

Property value http://<WAS>:<WASHOST>/vimportal/GRMGServlet

For example: http://opwast38:50100/vimportal/GRMGServlet

4. Configure the Java Connector (JCo). You also must monitor the JCo connection from Approval Portal to SAP.



While configuring a single JCo component, give the name as JCo1. If you need to configure multiple SAP backend systems, increment the index suffix to JCo, like JCo2, JCo3.

In the application, the list of components is read with the component name from scenario. As the JCo component can be repeated multiple times, add an index number to identify the specific component.



5. Navigate to the JCo component and click Add.

6. Enter values, see screenshot above.

Note: It is not necessary to enter a value for the Component type field.



7. Navigate to properties and click Add.

Enter the JCo component properties, like you did for the component in step 6 on page 209. This is the same information already entered in the SAP Connection tab of the Administration page, see “SAP Connection” on page 186.

Enter the following properties parameters for the Application Host.

propname: client propvalue: the SAP Client

propname: username propvalue: the CPIC user ID



propname: password propvalue: the CPIC user password

propname: language propvalue: the language

propname: apphost propvalue: the application host

propname: sysnumber propvalue: the system number

Example 23-2: Properties parameters for the Application Host

propname: client propvalue: 800

propname: username propvalue: otapportal

propname: password propvalue: xxxxxx

propname: language propvalue: EN

propname: apphost propvalue: 10.2.192.49

propname: sysnumber propvalue: 00

Enter the following properties parameters for the Message host:

propname: client propvalue: the SAP Client

propname: username propvalue: the CPIC user ID

propname: password propvalue: the CPIC user password

propname: language propvalue: the language

propname: mhost propvalue: the message host

propname: r3name propvalue: the R/3 name



propname: group propvalue: the group

Example 23-3: Properties parameters for the Message host

propname: client propvalue: 800

propname: username propvalue: otapportal

propname: password propvalue: xxxxxx

propname: language propvalue: EN

propname: mhost propvalue: 10.2.192.49

propname: r3name propvalue: T38

propname: group propvalue: 00

Monitoring with the GRMG scenario in SMD

See the appropriate guide and SAP Help for more details:

•http://help.sap.com/saphelp_nw70/helpdata/EN/cf/504a550ae6274495e2ce3

0d176f33b/content.htm

•http://help.sap.com/saphelp_nw70/helpdata/EN/34/60cdd0d3fdeb4cb8cbc4

eac681f961/content.htm

23.7 Managing Backup and Restore There is no database, so only the files located in <InstallDir>, such as invoiceCfg,need to be backed up. The configuration.xml file stores the configuration data, and also some language resources files (.properties files). Even without backup, these files can be redeployed from the delivery and reconfigured in a short amount of time.

In addition to the configuration.xml and the language resources files, also perform an online backup of the log and trace files; this is necessary if any troubleshooting is needed. Follow your corporate standard on how often you should back up logs and for how old.

http://help.sap.com/saphelp_nw70/helpdata/EN/34/60cdd0d3fdeb4cb8cbc4eac681f961/content.htm

http://help.sap.com/saphelp_nw70/helpdata/EN/34/60cdd0d3fdeb4cb8cbc4eac681f961/content.htm

http://help.sap.com/saphelp_nw70/helpdata/EN/cf/504a550ae6274495e2ce30d176f33b/content.htm

http://help.sap.com/saphelp_nw70/helpdata/EN/cf/504a550ae6274495e2ce30d176f33b/content.htm

23.8 Restoring the Application


Also backup a copy of the .sca or .sda file. If restoring is needed, do the following:

To perform a restore:

1. Replace the backup version configuration.xml and language resource files to the <InstallDir> location.

2. Redeploy the backup or the original delivery of the .sca or the .sda file. See OpenText Vendor Invoice Management - Installation Guide (VIM-IGD).

23.8 Restoring the Application If an unexpected crash occurs, perform the following actions:

• Check in the Visual Admin if the application has been restarted and is running.

• Login to the Administration page of the Approval Portal to see if all the configurations are still correct.

• Ask the end user to try to access the application to see if everything is working.

If a restore is needed, see “Managing Backup and Restore” on page 212 for information how to restore.

23.9 Performing Periodic Tasks There are no periodic tasks needed except doing the backup of log and trace files. See “Managing Backup and Restore” on page 212 for details.

23.10 Technical Configuration Data There is no technical configuration data. All the configurations are done through the Administration page and are stored in configuration.xml.

23.11 High Availability and Load Balancing Concept Approval Portal supports standard SAP Web Application Server high availability and load balancing.

23.12 Restart and Monitoring of Asynchronous Interfaces Concept Standard SAP Web Application Server monitoring and Introscope instrumentation is implemented.



23.13 Starting and Stopping Approval Portal If there is a need to start or stop the Approval Portal, it can be started and stopped from Visual Administrator. Standard starting and stopping application in Visual Administrator applies.

23.14 Troubleshooting The following issues can occur on the Approval Portal. See symptoms and solutions.

Issue #1: The user received an exception message

Symptom The end user receives a message: “Exception: Please consult with your administrator”

Solution Review the logs and check for relevant information. Send the SAP WAS server trace and the VIM trace to OpenText.

Issue #2: Not able to update the configuration

Symptom You are not able to save the Configuration information to the configuration.xml file

Solution Make sure the <installDir>/invoiceCfg folder has write permission.

Issue #3: The invoice image is not working

Symptom The user is not able to view the image and the SAP side is configured correctly.

Solution Make sure the Image Display Type in the Configuration section of the Administration page is configured correctly.

Issue #4: Some of the texts in other languages display in English only

Symptom Some of the texts in other languages display in English only when user selects other languages.

Solution The language properties file for that language might not have the translation; this might be due to the release date of the build. Change accordingly or contact OpenText Customer Support to obtain the latest language properties files.

23.15 Branding


23.15 Branding You might need to change the logo of the Approval Portal. This section describes how to do this.

Notes:

• You must perform the same action when you are applying a new patch.

• OpenText recommends backing up the image or the files if you need to apply a new patch.

Option #1: Remove the logo:

1. Navigate to the Approval Portal directory, located in sap\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.vim.portal\-VimPortalWeb\servlet_jsp\vimportal\root\jsp\invoice, where <JC> is the system number.

Example: E:\usr\sap\T39\JC00\j2ee\cluster\server0\apps\com.opentext.vim.portal\VimPortalWeb\servlet_jsp\vimportal\root\jsp\invoice

2. Edit the PortalMain_Header.jsp: Replace <IMG alt="" src="<%=baseURLPathToImages%>banner_large_sap_vim_b24.png" border="0"> with

3. If you also want to remove the banner, remove background="<%=baseURLPathToImages%>banner_background.png".

4. Save the file.

The application will restart itself.

Option #2: Change the logo:

1. Navigate to the Approval Portal directory, located in sap\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.vim.portal\-VimPortalWeb\servlet_jsp\vimportal\root\images, where <JC> is the system number.

Example: E:\usr\sap\T39\JC00\j2ee\cluster\server0\apps\com.opentext.vim.portal\VimPortalWeb\servlet_jsp\vimportal\root\images

2. Edit the PortalMain_Header.jsp: Replace banner_large_sap_vim_b24.png with your own logo.

3. If you want to remove the banner, remove background="<%=baseURLPathToImages%>banner_background.png".

4. If you have removed the banner, save the file.


Chapter 24 Running Year End/month End Procedure for Parked Documents

Note: This chapter is only relevant if you have activated the Parking functionality of VIM.

Whenever the posting date of a parked document is changed so that the posting date falls into a new fiscal year, there will be issues with the related workflow because the key of the primary object associated with the workflows changes. This chapter describes the processes you must perform so that the documents that are carried over to the next fiscal year work seamlessly.

The processes mentioned in this chapter must be followed when the fiscal year ends. This does not necessarily be at December 31st but it is dependent on the fiscal year variants that are used.

The processing of the documents differs based on the type of document:

• For Non PO invoices parked using F-63, F-43, FB60, FV60, MR01, or MRHR,transaction FBV4 must be used to change the posting manually.

• For PO invoices created using MIRO or MIR7, transaction MIR4 must be used in a change mode to change the posting manually.

This chapter provides two sections that explain the processing steps you must perform for each of the above two types of documents.

Notes:

• During processing of the reports/transactions included in this procedure, normal processing of the parked documents is not possible. So, these reports/transactions have to run when no user is trying to create or process parked documents in the system.

• Sufficient testing of the process has to be done in the development or testing systems to make sure the parked invoices are carried over to the new fiscal year correctly.

24.1 Processing Non PO Based FI Documents

24.1.1 Symptoms A document (Non PO based FI document) is parked in a particular fiscal year, but the processing of the document is not completed in that year. It is carried over to the



next year. If the posting date has to be changed, use the FBV4 transaction to post it in the new posting period.

At this stage, the runtime workflow instances based on this parked document will be rendered unusable as the object key of the parked document is changed now. All the OpenText application tables will be out of sync, as well.

24.1.2 Reference SAP Note The following is an important SAP OSS note that pertains to the issues with standard SAP system regarding parked document changes relating to fiscal year change:

99775 FIPP: FBV4 bulk change of posting date/fiscal year

You can also search for other relevant notes on the SAP market place in case of issues you find during testing of this process.

24.1.3 Preconditions and Cause The fiscal year of an accounting document is calculated from the posting date of the parked document. So, the fiscal year is part of the object key that identifies a particular parked document object.

When the document is originally parked, the fiscal year is calculated from the posting date specified (for example year 2007). Now, the document is carried over to the next year (2008), and, at the current time (2008), the posting date is changed using the FBV4 transaction. The original parked document object (with fiscal year 2007) is changed with the new fiscal year (2008) in the standard SAP System.

At this stage, the workflows that are referencing to the original parked document will have runtime errors because the original object with fiscal year 2007 as its object key no longer exists.

24.1.4 Solution Details You can prevent the entire scenario: Make sure that all parked documents created in a particular fiscal year get posted in the same year. Possibly, keep the posting period open a little longer.

If the business needs mandates that the parked documents have to be carried over to the next year, implement the solution described below.

Runtime instances of parked document workflows might have been created in a previous fiscal year. If they are present in the system and their posting date does not need to be changed before posting them, nothing needs to be done.

You must follow the solution described below only if the posting date has to be changed before posting them in the new fiscal year.

24.1 Processing Non PO Based FI Documents


If custom extensions were implemented that store the SAP parked document number, you have to make appropriate code corrections to avoid inconsistencies.

24.1.5 Running the Year End and Month End Procedure To actually implement the solution, you have to run two reports:

• Year end procedure

• Month end procedure

To run the year end procedure:

1. Execute the /n/OPT/VIM_YEND_NPO transaction.

Alternatively, execute the /n/OPT/VIM transaction and follow SAP menu > Reports > Periodic Processing > Year End Run > Year End Report Run - Non PO Based Invoices

2. Run the report, taking the following considerations into account:

• You can run the report either in an online mode or scheduled as a batch job. In the batch mode, all the parked documents that match the selection criteria will be processed automatically without user intervention.

• You must specify the new posting date so that all the documents will have the posting dates modified to the new date. Make sure the posting period for the new posting date is open.



• If changing the posting date leads to no fiscal year change, use the month end report.

• You can run the /OPT/VIM_YEND_NPO transaction with certain filter if needed. In dialog mode, you can restrict the output set by using the various selection criteria available.

• The selection options Company Code and Fiscal Year are mandatory.

To run the month end procedure:

1. Execute the /n/OPT/VIM_MEND_NPO transaction.

Alternatively, execute the /n/OPT/VIM transaction and follow SAP menu > Reports > Periodic Processing > Month End Run > Month End Report Run - Non PO Based Invoices




• You can run the /OPT/VIM_MEND_NPO transaction with certain filter if needed. In dialog mode, you can restrict the output set by using the various selection criteria available.

24.2 Processing PO Based Documents (LIV Invoices)



24.2.1 Symptoms A document (Logistics Invoice Verification) is parked in a particular fiscal year, but the processing of the document is not completed in that year. It is carried over to the next year. If the posting date has to be changed, use the MIR4 transaction to post it in the new posting period.

At this stage, the runtime workflow instance based on this parked document will be rendered unusable as the object key of the parked document is changed now. All the OpenText application tables will be out of sync, as well.

24.2.2 Reference SAP Notes The following are some of the important SAP OSS notes that pertain to the issues with standard SAP system regarding parked document changes relating to fiscal year change:

598018 MIR4: New Document number: Information is lost

554030 MIR4: Fiscal year / document type change

366965 MIR4: Changing posting date of parked documents

137988 FIPP: not all original documents are reassigned

You can also search for other relevant notes on the SAP market place in case of issues you find during testing of this process.

24.2.3 Preconditions and Cause The fiscal year of an accounting document is calculated from the posting date of the parked document. So, the fiscal year is part of the object key that identifies a particular parked document object.

When the document is originally parked, the fiscal year is calculated from the posting date specified (for example year 2007). Now, the document is carried over to the next year (2008), and, at the current time (2008), the posting date is changed using the MIR4 transaction.

The original parked document object (with fiscal year 2007) is deleted from the system and a new object with the new fiscal year (2008) is created by the standard SAP System. Also, the user exit to collect the Parking reason is triggered, requesting the user to enter a Parking reason.



At this stage, the workflows that are referencing to the original parked document will have runtime errors because the original object is deleted by SAP.

24.2.4 Solution Details You can prevent the entire scenario: Make sure that all parked documents created in a particular fiscal year get posted in the same year. Possibly, keep the posting period open a little longer.

If the business needs mandates that the parked documents have to be carried over to the next year, implement the solution described below.

Runtime instances of parked document workflows might have been created in a previous fiscal year. If they are present in the system and their posting date does not need to be changed before posting them, nothing needs to be done.

You must follow the solution described below only if the posting date has to be changed before posting them in the new fiscal year.

If custom extensions were implemented that store the SAP parked document number, you have to make appropriate code corrections to avoid inconsistencies.

24.2.5 Running the Year End and Month End Procedure To actually implement the solution, you have to run two reports:

• Year end procedure

• Month end procedure

To run the year end procedure:

1. Execute the /n/OPT/VIM_YEND_PO transaction.

Alternatively, execute the /n/OPT/VIM transaction and follow SAP menu > Reports > Periodic Processing > Year End Run > Year End Report Run - PO Based Invoices





• The selection options Company Code and Fiscal Year are mandatory.

• You must specify the new posting date so that all the documents will have the posting dates modified to the new date. Make sure the posting period for the new posting date is open.


To run the month end procedure:

1. Execute the /n/OPT/VIM_MEND_PO transaction.

Alternatively, execute the /n/OPT/VIM transaction and follow SAP menu > Reports > Periodic Processing > Month End Run > Month End Report Run - PO Based Invoices






• You can run the /OPT/VIM_MEND_PO transaction with certain filter if needed. In dialog mode, you can restrict the output set by using the various selection criteria available.

24.3 Testing the Year End Procedure OpenText highly recommends that you consider the following as you conduct your testing for the year end procedure:

• Simulate various scenarios.

• Run the programs in the order mentioned.

• Make sure the image links are transferred correctly.

• Make sure the logs and reports show the correct information.

• Make sure the comments are showing up properly.

• The programs can be run in dialog mode to investigate any errors that might be encountered.

24.4 Using the Year End Run Log


• Keep the log for the program executions so that you will have a record of what invoices were changed in case something goes wrong.

Depending on what is implemented at your site, you need to come up with a set of scenarios to be tested.

The following is an example scenario you can be use for testing:

To test the year end procedure:

1. Start a Document processing workflow. (Depending on if OCR is implemented or not, the step can differ.)

2. Create an invoice using the FV60 transaction.

3. Insert some comments during parking.

4. Choose an approval parking reason and select the appropriate requestor.

5. Check to see if the approver gets a workitem to approve in the web portal or in the SAPGUI, depending on how it is configured.

6. Run the year end transactions as appropriate.

7. Access the approver's inbox and execute the workitem. You should notice that the new fiscal year and possibly new document number is there in the details. Make sure the comments are showing up properly.

8. Run VIM Analytics and give the new document key. See if the result shows the old document number in the details.

9. Make sure the image can be displayed properly from FBV3 or any invoice display transaction.

10. Check if the OpenText Dashboard (accessable from the Object Services menu from invoice display transaction) shows the correct information for the new invoice key.

24.4 Using the Year End Run Log If certain errors happen during the processing of the year end procedure, you can use the following transaction to reprocess the errors so that all the data is consistently updated. You need to run this only if the invoice posting date has changed but there was an error that occurs in updating various tables etc.

To invoke the Year End Run Log:

• Execute the /n/OPT/VIM_YEND_AUDIT transaction.

Alternatively, execute the /n/OPT/VIM transaction and follow SAP menu > Reports > Periodic Processing > Year End Run > Year End Run Log



You can use the log to check for a list of all documents that were processed through year end processing.


Chapter 25 ICC Configuration Data

25.1 RFCs for the ICC Configuration The following RFCs are useful to obtain information that is relevant for the ICC configuration.

RFC to store configuration data into SAP

/OPT/VIM_IF_STORE_CONFIG_BLOB This function module stores the ICC configuration data into SAP. Application name is the key for configuration data; there will be different versions for the application. One version of the application will be active at a time.

Every time ICC comes with new configuration data for any application, it stores with new version number; the latest version will be set as the active version. Each application will have more than one line of data.

Configuration data stores into table /OPT/VIM_ICC_CFG and versions information will be stored into /OPT/VIM_CFG_VER. Both tables can be maintained through table maintenance transaction SM30.

Input parameters:

T_CONFIG_DATA Internal table for configuration data

Contains application name, application line number and configuration data.

T_DESCRIPTION Internal table with application description

Contains application name, version (not used), and application description.

RFC to get configuration versions data from SAP

/OPT/VIM_IF_GET_ALL_LIST This function module returns the all active applications information. This gets the application name, version and description from table /OPT/VIM_CFG_VER.

Output parameters:

T_CONFIG_LIST Internal table for configuration version data

Contains application name, version (active version), and description.



RFC to get configuration data from SAP

/OPT/VIM_IF_GET_APPL_CONFIG This function module returns the configuration information of input application’s active version.

Input parameters:

T_APPL_QUERY Internal table of applications

Output parameters:

T_CONFIG_DATA Internal table for configuration data

Contains application name, application line number, and configuration data.

T_DESCRIPTION Internal table for configuration version data

Contains application name, version (active version), and description.

It takes application names as input, gets all active versions of those applications from table /OPT/VIM_CFG_VER and stores this to T_DESCRIPTION internal table.

And it gets the configuration data from table /OPT/VIM_ICC_CFG of the above active applications and stores this into internal table T_CONFIG_DATA.

25.2 Deleting an ICC Application from SAP Tables To delete an ICC application from SAP tables:

1. Execute the SE16N transaction and display the contents of table /OPT/VIM_CFG_VER.

25.2 Deleting an ICC Application from SAP Tables


2. Look for the application version you want to delete.


Enter /OPT/VIM_ICC_CFG in Table/View.



4. Click Enter conditions and click Maintain.

5. In the Field Selection dialog box, select Application Name and Application Version.

Click .



6. Enter Application Name and Application Version you want to maintain, see step 2 on page 229.

Click .

All configuration line entries for the selected application and version are displayed.

7. Scroll downwards to make sure you have only lines for the correct Application Name and Application Version.

8. To select all lines, click the button in the application tool bar.

9. To delete all lines, click the button in the application tool bar.

10. For the final action, deleting the entry for the application version, execute the SM30 transaction.



Enter /OPT/VIM_CFG_VER in Table/View.

11. Click No Restrictions and click Maintain.

The list of application versions is displayed.

12. Select the appropriate line and click to delete the entry.



The ICC application is now deleted from the SAP tables.


Chapter 26 Archiving VIM Information

You can archive the DP invoices and the reporting data from Central Reporting.

Note: You must first archive all DP invoices from all connected SAP systems before you run the archiving of the reporting data.

To archive DP invoices:

1. Execute the standard SAP transaction SARA.

2. Use the archiving object /OPT/DOC that is provided with VIM 5.2 SP1 to archive the DP invoices.

3. Follow the SAP standard archiving processes for the archive object /OPT/DOC.

The data from the following tables is archived:

• /OPT/VIM_1HEAD

• /OPT/VIM_1ITEM

• /OPT/VIM_HD_DP

• /OPT/VIM_HD_PO

• /OPT/VIM_PO_WIH

• /OPT/VIM_PO_WID

• /OPT/VIM_HD_NPO

• /OPT/VIM_NPO_WIH

Chapter 26 Archiving VIM Information


• /OPT/VIM_NPO_WID

• /OPT/VIM_1BDCLOG

• /OPT/VIM_1LOG

• /OPT/VIM_1OCRLOG

• /OPT/VIM_8LOG

• /ORS/STACK_HDR

• /ORS/STACK_BODY

• /ORS/INV_ADD

• /ORS/INV_DATA

• /ORS/APPR_LOG

• /PTGWFI/M_PRKMTR

• /PTGWFI/F_PIRMTR

• /PTGWFI/F_BIRMTR

• /PTGWFI/F_BIRMWI

• /PTGWFI/F_DELINV

• /PTGWFI/F_LIXMWI

• /PTGWFI/F_LIXMTR

To archive reporting data:

Note: You must first archive all DP invoices using the archive object /OPT/DOC from all connected SAP systems before you run the archiving of the reporting data.

1. Execute the standard SAP transaction SARA.

2. Use the archiving object /OPT/REP that is provided with VIM 5.2 SP1 to archive the VIM Central Reporting information.


3. Follow the SAP standard archiving processes for the archive object /OPT/REP.

The data from the following tables is archived:

• /OPT/VT_DOC_HEAD

• /OPT/VT_WORKITEM

• /OPT/VT_WI_ACTN

• /OPT/VT_WI_STEPS

• /OPT/VT_DOC_H

• /OPT/VT_WI

• /OPT/VT_WI_ACTV


Glossary

AAK

See: SAP Add-On Assembly Kit (AAK)

AP processor

Accounts Payable personnel

Approval chart of authority (COA)

The Approval chart of authority (COA) determines first approver and next approver for an invoice by combinations of Company Code (specific or range), Expense Type (marketing expense, utility), Cost Objects (G/L account, Cost Center), and HR objects (Position, Job code).

Archive system

Computer system that enables storage, management and retrieval of archived data and documents

ArchiveLink

Service integrated in the SAP Web Application Server for linking archived documents and the application documents entered in the SAP system

ArchiveLink document types

Document types that need to be customized for ArchiveLink

Authorization profiles

The SAP administrator assigns authorizations to the users that determine which actions a user can execute in the SAP system. These authorizations are stored in Authorization profiles.

BAdI

See: Business Add-Ins (BAdI)

Baseline

Set of functionality with pre-defined configuration and the starting point to implement VIM

Glossary


BDC ID

Business Data Communication ID. The BDC ID is used by the system to process an SAP transaction to create an SAP Document in user context.

Block

Situation where an invoice has a price or quantity variance that prevents invoice from posting

BTE

See: Business Transaction Event (BTE)

Business Add-Ins (BAdI)

Business Add-Ins (BAdI) is a new SAP enhancement technique based on ABAP objects. BAdI can be inserted into the SAP System to accommodate user requirements too specific to be included in the standard delivery.

Business rules

Rules that describe the operations, definitions and constraints that apply to an organization

Business Transaction Event (BTE)

Event used for extending a Non PO invoice functionality to call a custom program

Buyer

Person who is in charge of the PO. This role should have authorization to create and change the purchase order. This role is also responsible for negotiating and communicating with vendors.

COA

See: Approval chart of authority (COA)

Coding

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

Contract agent

Person who can create and modify SAP contracts.

Dashboard

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

DocuLink

OpenText DocuLink enables the archiving, management and retrieval of CRM or ERP documents from within the SAP infrastructure.

Glossary


Document Processing (DP)

VIM component that captures invoice metadata including line items for PO and performs preconfigured business rules

Document type

Type of document such as PO, Non PO, OCR, Non OCR

DP

See: Document Processing (DP)

Duplicate analyzer

Person who is responsible to identify duplicate invoices

Event Type Linkage

Error handling method. Event Type Linkage determines what the application should do in case an error could not be handled.

Exception

Action that is not part of normal operations or standards

FI

See: Financial Accounting (FI)

Financial Accounting (FI)

SAP module for the Finance and Accounting department

IAP

See: Invoice Approval (IAP)

ICC

See: Invoice Capture Center (ICC)

IE

See: Invoice Exception (IE)

Indexer

Person responsible for entering index data

Indexing

Process of entering or storing data into the system

Information provider

Receiving role for option Refer for Information

Glossary


Invoice Approval (IAP)

VIM component that enables users to perform coding, approving and rejecting invoices

Invoice approver

Person who approves invoices

Invoice Capture Center (ICC)

Optional VIM OCR component

Invoice coder

Person who enters the accounting info on invoices to allocate the cost

Invoice Exception (IE)

VIM component that handles the exceptions that arise after a SAP invoice is created

Invoice requester

Person who requested goods and services for Non PO invoices

LIV

See: Logistic invoice (LIV)

Logistic invoice (LIV)

purchase order invoice

Materials Management (MM)

SAP MM is the materials management module of the SAP ERP software package. Materials management is used for procurement and inventory management.

MM

See: Materials Management (MM)

Namespace

Name range reserved by SAP for customer objects and SAP objects to make sure that objects are not overwritten by SAP objects during the import of corrections or an upgrade

Non purchase order (Non PO)

Order that is not based on a PO

Glossary


Non purchase order (Non PO) invoice (PIR)

Invoice based on a Non purchase order (Non PO)

Number range

Array of numbers that can be used for an object in the SAP system

OCR

See: Optical character recognition (OCR)

Optical character recognition (OCR)

Mechanical or electronic translation of images of handwritten, typewritten or printed text (usually captured by a scanner) into machine-editable text

Park

Situation where an invoice is not posted and is waiting for further processing

Parked invoice document

Temporary document that the AP processor can change and post. SAP assigned document number becomes real number when posted.

PIR

See: Non purchase order (Non PO) invoice (PIR)

PO

See: Purchase order (PO)

Posted invoice document

Invoice that has already been posted in SAP. Only free-form text fields can be changed. Related documents such as POs or good receipts may be created or changed to effect the invoice. If the document is not needed, it must be cancelled ( PO invoice) or reversed ( non-PO invoice).

Price variance

Situation where the price on the invoice is different from the price in the purchase order

Process options

Processing options for the user in the dashboard, such as Referral, Authorization, and Actions

Process type

Process type for a document. The process type determines the initial actor and various collaboration options available to the various actors during the process flow.

Glossary


Purchase order (PO)

SAP module. PO indicates a document sent from a buyer to a seller. The purpose of the document is to order the delivery of goods or services.

Purchase order (PO) invoice

Invoice based on a Purchase order (PO)

Quantity variance

Situation where the quantity on the invoice is different from the quantity in the purchase order

Receiver

Person who can create and reverse the goods receipt in SAP

Requisitioner

Person who requested goods and services

Roles

Set of predefined roles for the SAP user

SAP Add-On Assembly Kit (AAK)

Standardized delivery procedure for software

Scan operator

Person who scans the invoices into images (may not have a SAP ID)

Service approver

Person who approves a service entry

Service requisitioner

Person who enters a service entry

Swimlane

Diagram representing a specific VIM process. A swimlane comprises the process description, roles, user interface and options of the process.

Tax expert

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

VAN

See: VIM Analytics (VAN)

Glossary


Vendor Invoice Management (VIM)

Packaged business solution that solves a business problem – paying correct amount to vendors on-time and with the lowest cost. VIM delivers not technology but best-practice business processes. VIM provides values to customers in process efficiency, visibility and compliance.

Vendor maintenance

Person who is responsible for creating and maintaining the vendor master records

VIM Analytics (VAN)

VIM component that gives users a clear data report on their invoices in progress. VIM Analytics allows to track the documents routed through SAP workflows via VIM.

Workflow

SAP business workflows can be used to define business processes that are not yet mapped in the R/3 system.


Index

AActivate role and exception mapping

Central Reporting 132 Activity monitoring 78 Adaptive computing 81 Additional languages

Approval Portal 194 Administration

activity monitoring 78 adaptive computing 81 alert monitoring 73 backup 80 CCMS templates 74 data archiving 80 DP invoices 89 DP processing 89 logs 79 registering CCMS agent 74 restart mechanism 81 SAP workflow administration transactions 84

SAP workflow tables 87 setting up central alert monitoring 74 Solution Manager Diagnostics 80 SWE2 transaction 84 SWEL transaction 84 SWI1 transaction 84 SWIA transaction 84 system availability 80 system performance analysis 79 traces 79 VIM configuration 80 work item analysis 86 workflows 73

Administration tools 21 VIM Customizing IMG 21

Aggregation Report Central Reporting 135 creating variants 128

CUST_PREFL group 126 maintaining logical systems 124

Alert monitoring 73 CCMS templates 74 registering CCMS agent 74 setting up central alert monitoring 74

Application log 175 approval on mobile device 182 create 175 CRM system 181 log classification 179 log point 176 Object and Sub-object 177

Application restore Approval Portal 213

Approval on mobile device application log 182

Approval Portal additional languages 194 application restore 213 asynchronous interfaces 213 attachment support 198 backup 212 branding 215 high availability 213 language resources 193 load balancing 213 log configuration for vimIapTraceLogindex.trc 203

log files 199 measuring performance 205 monitoring 205 multilingual support 193 periodic tasks 213 restore 212 search helps with pre-filled values 191 starting and stopping 214 technical configuration data 213 trace files 202 troubleshooting 214

Approval Portal administration 185 Approval Portal configuration 186 Archiving VIM information 235

Index


Asynchronous interfaces Approval Portal 213

Attachment support Approval Portal 198

BBackup 80

Approval Portal 212 Batch job

Central Reporting 135 Batch programs

ICC Dispatcher 163 Branding

Approval Portal 215 Bulk change of posting date

Document Processing 89

CCCMS agent

registering 74 CCMS templates

monitoring 74 CD-ROM

Product ISO image 11 Central alert monitoring

setting up 74 Central Reporting 121

activate role and exception mapping 132 Aggregation Report 135 cleaning up tables 138 Collection Report 132 maintaining reporting tables 128 scheduling batch job 135 Text Master Report 134 User Master Report 134

Chart of Authority 31 Cleaning up tables

Central Reporting 138 Collection Report

Central Reporting 132 Configuring VIM Notifications 109 conventions 12 Creating variants

Aggregation Report 128 CRM system

application log 181 CUST_PREFL group

Aggregation Report 126 Customer Support 13

DData archiving 80 Delivery model 15 Document Processing

bulk change of posting date 89 Download programs

downloading in background 158 downloading PO data 154 downloading vendor database 151 function modules and RFCs 158 ICC integration 151

DP invoices administration 89

DP processing administration 89

EEDI support 169

IDoc process administration 169 Email formatting function module

VIM Notifications 118 Email options

VIM Notifications 109 Event linkage for VIM workflows 81 Excluding users

VIM Notifications 114 Extensions to VIM 18

FFAIL_SAFE user key 29

HHigh availability 14

Approval Portal 213

IICC Admin Tool

ICC Dispatcher 165 ICC application

deleting from SAP tables 228 ICC configuration data 227

RFCs 227 ICC Dispatcher 163

batch programs 163 ICC Admin Tool 165

IDoc process administration EDI support 169

Index


Invoice workflow status 43

Invoice Approval releasing invoice lock 71

Invoice lock releasing 71

ISO image Product ISO image 11

KKey Process Analytics Report

thresholds maintenance 139

LLanguage resources

Approval Portal 193 Load balancing

Approval Portal 213 Log

year end procedure 225 Log classification

application log 179 Log configuration for vimIapTraceLogindex.trc

Approval Portal 203 Log files

Approval Portal 199 Log point

application log 176 Logs 79

MMaintaining logical systems

Aggregation Report 124 Maintaining reporting tables

Central Reporting 128 Measuring performance

Approval Portal 205 Monitoring

Approval Portal 205 workflows 49

Month end procedure Non PO based FI documents 217 parked documents 217 PO based documents 221

Multilingual support Approval Portal 193

Multiple backend system 119

NNon PO based FI documents

month end procedure 217 year end procedure 217

Notification email body VIM Notifications 112

Notification email title VIM Notifications 113

Notification options VIM Notifications 109

OObject and Sub-object

application log 177 OpenText Online 13

PParked documents

month end procedure 217 year end procedure 217

Periodic tasks Approval Portal 213

PO based documents month end procedure 221 year end procedure 221

Process swimlanes 17

RReassigning Invoice Approval items

to a different user 67 Reassigning work items 61

retrieving work items of a specific user 61 to a different user 64

Releasing invoice lock for Invoice Approval 71

Restart mechanism 81 Restore

Approval Portal 212 RFCs for the ICC configuration 227 Role error in a workflow 55

determining 55 restarting after fixing 58

Role for VIM configuration display 93 Roles 29

FAIL_SAFE user key 29

SSAP early watch service 93

Index


SAP workflow administration transactions 84

SAP workflow tables 87 Search helps with pre-filled values

Approval Portal 191 Search results

VIM Notifications 106 Selection screen

VIM Notifications 103 Solution Manager Diagnostics 80 Starting and stopping

Approval Portal 214 Substitute

for IAP process 37 for SAP inbox 33

Substitutes for workflow processes 33

SWE2 transaction 84 SWEL transaction 84 SWI1 transaction 84 SWIA transaction 84 Swimlanes 17 System availability 80 System performance analysis 79

TTechnical configuration data

Approval Portal 213 Testing

year end procedure 224 Text Master Report

Central Reporting 134 Thresholds maintenance

Key Process Analytics Report 139 Trace files

Approval Portal 202 Traces 79 Transaction

SWE2 84 SWEL 84 SWI1 84 SWIA 84

Troubleshooting Approval Portal 214

typography 12

UUnified Dashboard

workflow status 43

User Master Report Central Reporting 134

User preferences VIM Notifications 116

VVIM

delivery model 15 VIM Analytics

workflow status 46 VIM configuration 80 VIM configuration display

creating role for 93 VIM Customizing IMG 21 VIM Notifications 103

configuration 109 email formatting function module 118 email options 109 excluding users 114 notification email body 112 notification email title 113 notification options 109 search results 106 selection screen 103 starting 103 user preferences 116

VIM Notifications List 106 VIM workflows

event linkage 81

WWork item analysis 86 Work items of a specific user

retrieve 61 Work items of another user

reassigning 61 reassigning Invoice Approval items 67 reassigning to a different user 64

Workflow batch jobs 23 Workflow scheme 16 Workflow status

Unified Dashboard 43 VIM Analytics 46

Workflow status of an invoice 43 Workflows

administration 73 determining role error 55 monitoring 49 restarting after fixing role error 58

Index


solving role error 55

YYear end procedure

log 225 Non PO based FI documents 217 parked documents 217 PO based documents 221 testing 224

VIM 6 0 Administration Guide

Documents

Transcript of VIM 6 0 Administration Guide