VIM

OpenText Vendor Invoice Management for
SAP Solutions
Administration Guide
This guide describes the technical and functional aspects of

administering OpenText Vendor Invoice Management 7.0.
VIM070000-AGD-EN-2
OpenText Vendor Invoice Management for SAP Solutions
Administration Guide
VIM070000-AGD-EN-2
Rev.: 25. Apr. 2013
This documentation has been created for software version 7.0.
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.
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Copyright © 2013 by Open Text Corporation

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accuracy of this publication.
Table of Contents
1 Introduction ................................................................................ 7
1.1 About Vendor Invoice Management .................................................... 7
1.2 About the Document .......................................................................... 9
1.2.1 Target Readership ............................................................................ 9
1.2.2 Related Documents ........................................................................... 9
1.2.3 Conventions ................................................................................... 10
1.3 Contact Information ......................................................................... 11
1.4 Customer Support ........................................................................... 12
1.5 High Availability .............................................................................. 12
2 Understanding VIM .................................................................. 13

2.1 Delivery Model ................................................................................ 13
2.2 Workflow Scheme ........................................................................... 14
2.3 Process Swimlanes ......................................................................... 15
2.4 Extensions to VIM ........................................................................... 16
Part 1 One-time Administration Tasks 17
3 VIM Workflow Batch Jobs ....................................................... 19

3.1 Scheduling Batch Jobs for Central Reporting .................................... 23
3.2 Scheduling Batch Jobs for the KPI Dashboard .................................. 23
3.3 Scheduling Batch Jobs for ICC Dispatcher ........................................ 24
3.4 Scheduling Batch Jobs for the IDH Framework ................................. 24
3.5 Scheduling Batch Jobs for SAP NetWeaver BW ................................ 24
4 Scheduling Batch Jobs for Data Download from SAP

ERP for ICC Integration ........................................................... 27
4.1 Downloading the Vendor Database from SAP ERP ........................... 27
4.2 Downloading PO Data from SAP ERP .............................................. 31
5 Scheduling Batch Jobs for the ICC Dispatcher .................... 35

5.1 Batch Program /OPT/VIM_STATUS_EXTR ...................................... 35
5.2 Batch Program /OPT/VIM_STATUS_VALD ....................................... 36
5.3 Batch Program /OPT/VIM_DP_TRIGGER ......................................... 36
5.4 Batch Program /OPT/VIM_ICC_CLEANUP ....................................... 37
6 Roles ......................................................................................... 41
6.1 Maintaining the Fail Safe User Key ................................................... 41
7 Maintaining Chart of Authority ............................................... 45
8 Administering Workflows ....................................................... 47

8.1 Configuring VIM .............................................................................. 47
VIM070000-AGD-EN-2 OpenText Vendor Invoice Management for SAP Solutions iii

Table of Contents
8.2 Linking Events for VIM Workflows .................................................... 47
9 Using the SAP Early Watch Service ...................................... 51

9.1 Creating a Role for VIM Configuration Display ................................... 51
10 Administering the Approval Portal ........................................ 61

10.1 Configuring the Approval Portal ........................................................ 62
10.1.1 SAP Connection ............................................................................. 62
10.1.2 Mobile Configuration ....................................................................... 64
10.1.3 Configuration .................................................................................. 64
10.1.4 Administration ................................................................................. 67
10.2 Configuring Search Helps with Pre-filled Values ................................ 67
10.3 Configuring Multilingual Support ....................................................... 68
10.3.1 Changing Language Resources ....................................................... 69
10.3.2 Configuring Additional Languages .................................................... 69
10.4 Configuring Attachment Support ....................................................... 74
10.5 Branding ......................................................................................... 77
11 Configuring the Mobile Approval Portal ................................ 79

11.1 Introducing the Mobile Approval Portal Interface ................................ 79
11.2 Configuring the Web Viewer Integration ............................................ 79
11.3 Configuring Mobile Page Fields ........................................................ 81
11.4 Configuring Regional Settings .......................................................... 81
Part 2 Regular Administration Tasks 83
12 Setting Up Substitutes for Workflow Processes .................. 85
13 Reassigning Work Items Belonging to Another User .......... 87

13.1 Retrieving Open SAP Work Items of a Specific User ......................... 87
13.2 Reassigning Open SAP Work Items to a Different User ..................... 90
13.3 Reassigning Invoice Approval Items to a Different User ..................... 93
14 Administering Workflows ....................................................... 97

14.1 Backup ........................................................................................... 97
14.2 Data Archiving ................................................................................ 97
15 Working with the IDH Admin Tool .......................................... 99
16 Running Year End/month End Procedure for Parked and

DP Documents ....................................................................... 103
16.1 Customer Advisory ........................................................................ 104
16.2 Changing the Posting Date for a Bulk of DP Invoices ....................... 105
16.3 Processing Non PO Based FI Documents ....................................... 107
16.3.1 Symptoms .................................................................................... 107
iv OpenText Vendor Invoice Management for SAP Solutions VIM070000-AGD-EN-2

Table of Contents
16.3.2 Reference SAP Note ..................................................................... 107

16.3.3 Preconditions and Cause ............................................................... 107
16.3.4 Solution Details ............................................................................. 108
16.3.5 Running the Year End and Month End Procedure ........................... 108
16.4 Processing PO Based Documents (LIV Invoices) ............................ 110
16.4.1 Symptoms .................................................................................... 110
16.4.2 Reference SAP Notes ................................................................... 111
16.4.3 Preconditions and Cause ............................................................... 111
16.4.4 Solution Details ............................................................................. 112
16.4.5 Running the Year End and Month End Procedure ........................... 112
16.5 Testing the Year End Procedure .................................................... 114
16.6 Using the Year End Run Log .......................................................... 115
17 ICC Configuration Data ......................................................... 117

17.1 Deleting an ICC Application from SAP Tables ................................. 117
18 Archiving VIM Information .................................................... 123
19 Auditing Using SAP Global Licenses Auditing Services

(GLAS) .................................................................................... 127
Part 3 Troubleshooting and Monitoring 129
20 Monitoring VIM Workflows ................................................... 131
21 Solving a Role Error in a Workflow ...................................... 137

21.1 Determining a Role Error in a Workflow .......................................... 137
21.2 Restarting Workflow After Fixing a Role Error ................................. 140
22 Releasing Invoice Lock for Invoice Approval ..................... 143
23 Administering Workflows ..................................................... 145

23.1 Monitoring Alerts ........................................................................... 145
23.1.1 Setting Up Central Alert Monitoring ................................................ 145
23.1.2 Registering a CCMS Agent ............................................................ 146
23.1.3 Monitoring Using CCMS Templates ................................................ 146
23.2 Monitoring Activity ......................................................................... 150
23.3 Analyzing System Performance ..................................................... 150
23.4 Using Logs and Traces .................................................................. 151
23.5 Using Solution Manager Diagnostics .............................................. 151
23.6 System Availability ........................................................................ 151
23.7 Adaptive Computing ...................................................................... 151
23.8 Restart Mechanism ....................................................................... 152
23.9 Frequently Used SAP Workflow Administration Transactions ........... 152
23.10 Analyzing Work Items .................................................................... 154
VIM070000-AGD-EN-2 Administration Guide v

Table of Contents
23.11 Frequently Used SAP Workflow Tables .......................................... 156
24 Creating a PDF History Log File ........................................... 157
25 Working with the Application Log ....................................... 161

25.1 Creating the Application Log .......................................................... 161
25.1.1 Log Point ...................................................................................... 162
25.1.2 Object and SubObject ................................................................... 163
25.1.3 Log Classification .......................................................................... 165
25.2 Displaying Log Messages .............................................................. 165
25.3 Application Logging for the CRM System ........................................ 167
26 Troubleshooting SAP NetWeaver BW ................................. 169

26.1 Changing KPI Customizing ............................................................ 169
27 Monitoring and Troubleshooting the Approval Portal ....... 171

27.1 Working with Log and Trace Files .................................................. 171
27.1.1 Log Files ...................................................................................... 171
27.1.2 Trace Files ................................................................................... 174
27.1.3 Log Configuration for vimIapTraceLogindex.trc ............................... 175
27.2 Working with Logging and Tracing (NetWeaver 7.3) ........................ 177
27.2.1 Logging (Categories) ..................................................................... 178
27.2.2 Tracing (Locations) ....................................................................... 181
27.3 Monitoring and Measuring Performance ......................................... 184
27.4 Managing Backup and Restore ...................................................... 191
27.5 Restoring the Application ............................................................... 192
27.6 Performing Periodic Tasks ............................................................. 192
27.7 Technical Configuration Data ......................................................... 192
27.8 High Availability and Load Balancing Concept ................................. 192
27.9 Restart and Monitoring of Asynchronous Interfaces Concept ............ 193
27.10 Starting and Stopping Approval Portal ............................................ 193
27.11 Troubleshooting ............................................................................ 193
28 Troubleshooting the Mobile Approval Portal ...................... 195
GLS Glossary 197
vi OpenText Vendor Invoice Management for SAP Solutions VIM070000-AGD-EN-2

Chapter 1
Introduction
1.1 About Vendor Invoice Management

SAP Invoice Management by OpenText (VIM) is a packaged business solution for
managing vendor invoices.
• 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 ERP system, the majority of the functions and
processes run inside your SAP ERP 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.
VIM consists of the following components:
VIM070000-AGD-EN-2 OpenText Vendor Invoice Management for SAP Solutions 7

Chapter 1 Introduction
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
• Receive a list of invoices to be approved.

• Code and approve the invoices.
Approval Portal
• Java based Approval Portal infrastructure running on SAP NetWeaver

Application Server Java.
• Similar to Invoice Approval but with Web interface.
8 OpenText Vendor Invoice Management for SAP Solutions VIM070000-AGD-EN-2

1.2. About the Document
Mobile Approval
• Approve invoices on a mobile device, for example a Blackberry, an iPhone,

or an iPad.
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).
SAP NetWeaver BW
• Integrate VIM with SAP NetWeaver Business Warehouse to integrate,

transform, and consolidate relevant business information from productive
SAP applications and external data sources.
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 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 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.
VIM070000-AGD-EN-2 Administration Guide 9

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
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 that you copy 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.

1.3. Contact Information
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

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 ( https://communities.opentext.com/communities/

cs.dll/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 role 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.
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.

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.
Note: Only end user screens are translated in additional languages other than
English. Customizing screens are provided in English language only.

Chapter 2 Understanding VIM
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 16 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 for SAP Solutions - 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 “Working with the Invoice Exception Dashboards” in OpenText
Vendor Invoice Management for SAP Solutions - 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.
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.
Options
Various options are available to the actors during the processing of invoices.
These are represented as individual items next to the dashboard block.

Chapter 2 Understanding VIM
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 for SAP Solutions - Configuration Guide (VIM-CGD).

Part 1
One-time Administration Tasks
Part 1 One-time Administration Tasks
This part covers administration tasks that must be carried out only once.

Chapter 3
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

Chapter 3 VIM Workflow Batch Jobs
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.
For a comprehensive description, see section 26 “Using VIM Notifications” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-
CGD).
Program: RSWWERRE
Description: Restarts work items that are in error status.
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/CR_RERUN_RULES_JOB
Description: If the maximum wait time is configured for some DP Process Types
(exceptions), this program will complete the waiting work items for documents
with those DP Process Types. This job will publish the events PSS_Completed
and ProcessCompletedExternally. These events will enable the workflow to
rerun business rules.
Example: In the DP Goods Receipt Missing scenario of the Supplier Relationship
Management (SRM) scenario, 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/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 might be incorrectly
updated by VIM workflows during the invoice process.
You can run the VAN Sync Job by running 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. OpenText advises against scheduling the job for synchronization
of all VIM data on a daily basis. To avoid performance issues, the program
should not be executed for mass data.
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

Program: /OPT/DR_BR_WAIT
Description: Reruns the process types that have been set into a wait step. When
the waiting interval has exceeded or the process type has been executed
successfully, the waiting step will be skipped.
Note: You must plan this job only if process types with wait / rerun option
exist.

Parameters: Select Rerun waiting in background and Write log background
processing.
For a comprehensive description, see section 28 “Rerunning Waiting Process
Types” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide (VIM-CGD).
Program: /OPT/CR_PMC_PRC_DEL_COMPL_SYNC
Description: Synchronizes logically deleted and/or completed processes with
the VIM Workplace.
Example: If any DP workflows have been started before VIM 7.0, no automatic
synchronization is possible for logically deleted and/or completed workflows.
The reason is that the required technical components are not available within the
corresponding workflow runtime instances.
Parameters: In general no parameter values are required. However, if there are
issues caused by extremely long report runtimes, the selection parameters of the
report can be utilized to split the overall processing load into several smaller
buckets.
Program: /OPT/CR_PMC_NO_DP_COMPL_SYNC
Description: Synchronizes the completion of VIM processes started by directly
parked or posted SAP documents with the VIM Workplace.
Example: Any SAP documents (relevant for VIM depending on the rollout
criteria) may have been parked or posted directly from SAP transactions. In this
case, no automatic synchronization is possible as soon as the corresponding VIM
processes have been finished because no DP workflow instance is available at
all.
Parameters: In general no parameter values are required. However, if there are
issues caused by extremely long report runtimes, the selection parameters of the
report can be utilized to split the overall processing load into several smaller
buckets.

3.1. Scheduling Batch Jobs for Central Reporting
3.1 Scheduling Batch Jobs for Central Reporting

The underlying document and workflow data of Central Reporting is being updated
as documents get processed. Therefore it is necessary to regularly run the data
extraction reports for Central Reporting. This applies to the following reports:
• Collection Report
• User Master Report
• Text Master Report
• Aggregation Report
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 section 22.4 “Creating Variants of the Aggregation
Report for Each Group” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide (VIM-CGD)), you can schedule one batch job with several steps
or a dedicated batch job for each variant.
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.
3.2 Scheduling Batch Jobs for the KPI Dashboard

To make data available in the KPI target tables, you must set up periodic jobs for
collection and aggregation. This applies to the following jobs:
• Collection job
• Aggregation job
Note: Before running periodic jobs, you must complete all customizing steps
for the KPI Dashboard.
For comprehensive information, see section 20.2 “Periodic Jobs - Collection and
Aggregation” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide (VIM-CGD).

3.3 Scheduling Batch Jobs for ICC Dispatcher

As mentioned in section 15.1 “ICC Dispatcher” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide (VIM-CGD), periodic jobs are
necessary to set up the ICC infrastructure completely. Schedule the jobs as described
in “Scheduling Batch Jobs for Data Download from SAP ERP for ICC Integration“
on page 27 and “Scheduling Batch Jobs for the ICC Dispatcher“ on page 35.
Note: In a multiple backend environment, the download jobs (“Scheduling

Batch Jobs for Data Download from SAP ERP for ICC Integration“
on page 27) are needed in both the central system and the satellite systems
whereas the jobs for the ICC dispatcher (“Scheduling Batch Jobs for the ICC
Dispatcher“ on page 35) are needed only in the central system.
3.4 Scheduling Batch Jobs for the IDH Framework

Configure the /OPT/VIM_IDH_TRIGGER program as a job running every minute.
When running the IDH trigger job, the report picks up all work items that have been
registered to the framework and that also have finished after the last run. So every
work item will go through all workflow steps defined in the customizing.
You must plan the IDH trigger job only if additional input channels besides ICC and
IDoc are used within the IDH framework.
For detailed information about the IDH framework, see section 7 “Incoming
Document Processing” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide (VIM-CGD).
3.5 Scheduling Batch Jobs for SAP NetWeaver BW

Note: For detailed information about SAP NetWeaver BW, see section 19 “SAP
NetWeaver Business Warehouse Content” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide (VIM-CGD).
In the SAP NetWeaver BW context, you can use process chains for the automatic
processing of loading data and updating data targets in reporting. The BW content
of VIM 7.0 provides the following meta process chains:
Meta Process Chain for Delta Load of VIM Data w/o Corp. Mem. (technical
name: /OPT/VIM_ALL_01)
This meta process chain is used to upload master data and transaction data from
the leading OLTP system without storing data records in the Corporate Memory
Layer and to further upload the data to the Reporting Layer; this means to the
InfoCubes.
Meta Process Chain for Delta Load of VIM Data with Corp. Mem. (technical
name: /OPT/VIM_ALL_02)
This meta process chain is used to upload master data and transaction data from
the leading OLTP system with additionally storing the data records in the

3.5. Scheduling Batch Jobs for SAP NetWeaver BW
Corporate Memory and to further upload the data to the Reporting Layer; this
means to the InfoCubes.
You can use report /OPT/VIM_TRIGGER_PC_START to trigger the scheduled process

chain. You can set up a periodic job for this report to extract VIM data to the BW on
a regular basis.
Alternatively, you can manually trigger the events /OPT/VIM_TRIGGER_PC_01 or /

OPT/VIM_TRIGGER_PC_02, using the SM64 transaction. Event /OPT/
VIM_TRIGGER_PC_01 triggers process chain /OPT/VIM_ALL_01. Event /OPT/
VIM_TRIGGER_PC02 triggers process chain /OPT/VIM_ALL_02.
Note: Before scheduling and triggering the Meta Process Chain, the delta load
of DP Document Headers and Exceptions has to be initialized using the
InfoPackages /OPT/VIM_DPDOC_H_TRAN_INIT and /OPTVIM_EXC_TRAN_INIT.
Suggested minimum frequency - Depending on the needed up-to-dateness of SAP

NetWeaver BW data for example once a day. Ensure that the KPI Collection Report
is run and finished on the OLTP system before the BW extraction process is started
by report /OPT/VIM_TRIGGER_PC_START.
Process options
Delta Load with Corp. Mem.

Triggers process chain /OPT/VIM_ALL_02, which uploads master data (full
update) and transaction data (delta update) with additionally storing data
records in the Corporate Memory Layer.
Delta Load w/o Corp. Mem.

Triggers process chain /OPT/VIM_ALL_01, which uploads master data (full
update) and transaction data (delta update) without storing data records in the
Corporate Memory Layer.

Chapter 4
Scheduling Batch Jobs for Data Download from
SAP ERP 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 ERP. 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 ERP
• Downloading PO data from SAP ERP
There are some tools for staging tables included in the product. You can use the
programs /OPT/VIM_ICC_SIMUL_PO_DL and /OPT/VIM_ICC_SIMUL_VENDOR_DL to
simulate an RFC download by ICC. The simulation can be useful to find out the
reasons for download issues. You can find out how much time is spent in the RFC
function modules and if there are memory or performance issues on the SAP ERP
side.
Note: Schedule the download programs as batch jobs. The job logs provide
information about the status.
4.1 Downloading the Vendor Database from SAP

ERP
To integrate ICC into VIM, you must download the vendor database from SAP ERP
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.

Chapter 4 Scheduling Batch Jobs for Data Download from SAP ERP for ICC Integration
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.

4.1. Downloading the Vendor Database from SAP ERP
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)
The vendor database contains one or more lines for each vendor number within a
logical system. Several lines for the same vendor are generated in the following
cases:
• There are multiple bank data for the vendor, and the multiple bank data switch is
set.
• There are foreign VAT IDs in table LFAS.

4.2. Downloading PO Data from SAP ERP
4.2 Downloading PO Data from SAP ERP

To integrate ICC into VIM, you must download the purchase order data (PO data)
and the delivery note numbers from SAP ERP and store them to staging tables /
OPT/VIM_STG_POH and /OPT/VIM_STG_POI.
Note: The report for the PO download should be scheduled twice, one time for
the full download to run once a week or once a month, and one time for the
delta download to run once a day. For an ICC 7.0 application, two hotpots for
PO download are generated, one for the full download running once a week,
and one for the delta download running once a day. To have the PO database
at the ICC as up-to-date as possible, you must schedule the reports on VIM
side to run at an earlier time than the hotpots on ICC side.
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.
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.

4.2. Downloading PO Data from SAP ERP
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.
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.

Chapter 5
Scheduling Batch Jobs for 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 ERP 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
This chapter covers the batch jobs that must be scheduled for the ICC Dispatcher as
a one-time administration task.
5.1 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 section 15.2
“Maximum Allowed Time for Extraction and Validation” in OpenText Vendor Invoice
Management for SAP Solutions - 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.

Chapter 5 Scheduling Batch Jobs for the ICC Dispatcher
5.2 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
section 15.2 “Maximum Allowed Time for Extraction and Validation” in OpenText
Vendor Invoice Management for SAP Solutions - 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.
VIM_STATUS_VALD.
5.3 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.
VIM_DP_TRIGGER.

5.4. Batch Program /OPT/VIM_ICC_CLEANUP
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.
5.4 Batch Program /OPT/VIM_ICC_CLEANUP

You can schedule this program in background to clean archive and tables from
temporary data. This kind of data has been created by the ICC dispatcher but is not
needed afterwards. OpenText recommends that you schedule the program once per
week.
You can use the program in a dialog mode. This might be particularly useful to
delete ICC applications from the database; see “Deleting an ICC Application from
SAP Tables” on page 117.
Selection The selection screen comprises six tabs and a Global settings area. Each tab is
screen associated to one aspect (scope).

In the Global settings area, you can select the following check boxes:
• Test run (count only)

• Skip dialogs that skips the dialogs before the deletion
If the program is run in background, Skip dialogs is selected automatically.
All tabs provide the Active Indicator and the Minimum Age In Months parameter
that indicates the minimum age of the entries to be deleted. You specify the age in
months, maximal value is 24. If the Active Indicator is cleared, the tab is skipped.
The green icon disappears from the tab title.
Scopes The tabs deal with the following tables:
XML Files
Deletes the XML files for documents that have left the ICC dispatcher.
Application Logs
Cleans the application log for documents that have left the ICC dispatcher.
Download Logs
Cleans the application logs from entries with subobject ICC_DL.
Agent Table
Cleans table /OPT/VIM_VAL_AGT for documents that are not waiting to be
validated.
Result Table
Cleans table /OPT/VIM_1EXT_H for documents that have left the ICC dispatcher.
ICC Applications
Cleans inactive applications in tables /OPT/VIM_CFG_VER and /OPT/
VIM_ICC_CFG.
Note: The age determination depends on the scope. For the document related
scopes XML files, Application Logs and Result Table, it is the archive date of
the document. For the other scopes, it is the creation date of the table entry.

5.4. Batch Program /OPT/VIM_ICC_CLEANUP
Additional The Application Logs tab and the Result Table tab include additional options.
options
Application Logs includes the Delete IDOC entries as well check box. Select it to
specify that log entries with subobject IDOC are deleted as well. In the first service
packs of VIM 5.2, ICC related log entries were classified as IDOC by mistake.
Result Table includes the Delete lines w/o values only check box. Select it to
specify that only lines without values are deleted. Due to the implementation of the
ICC interface, 80 % of the lines are empty. If empty lines are deleted, the table will be
much smaller, and the results can still be found in the table.
Confirmation If the program is not run in test mode, and if dialogs are not skipped, a confirmation
dialog box opens before the deletion occurs. The dialog box does not open if nothing
has been found to be deleted.
Output log The program writes an output log. The following screenshot shows an output log for
a test run.


Chapter 6
Roles
The VIM role concept is comprehensively described in section 4 “Roles” in OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD), which
covers the following topics:
• Defining roles
• Defining role templates
• Assigning templates to roles
• Maintaining role determination settings
6.1 Maintaining the Fail Safe User Key

If role resolution brings no result, the system first checks the Default Key. When the
Default Key is not maintained, the system uses the Fail Safe user key.
Default Key
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.
Fail Safe
Fail Safe applies if the Default Key is not maintained. Other than the Default
Key, it offers the possibility to make the maintained values applicable only in
background.
To maintain the Fail Safe or default user key:
1. Run the /OPT/CP_9CX10 transaction.

Alternatively, click OpenText Vendor Invoice Management > SAP menu >
Roles > Fail_Safe Role Maintenance.

Chapter 6 Roles
2. Maintain the Fail Safe user key types Fail Safe and Default Key for all roles,
using the following parameters:
Notes
• You only need to maintain one type, based on your requirements.
• For self directed roles, do not set the Default Key agent. When changing
the Fail Safe agent, make sure that the default agent is empty. Also, if
you do not select the Use only in background check box (explained
below), the role effectively ceases to be self directed as the maintained
Fail Safe agent will appear in the proposed agent list in dialog mode.
Agent Type
Select the agent type.
Agent Id
Select the agent Id.
Use only in background
Maintain the Fail Safe agent for the self directed role in question and select
the Use only in background check box.
With this change, the role behaves as self directed in dialog. The users must
specify the agents, but if the role must be resolved in background during
the business rules rerun, the new work item is created for the Fail Safe agent
specified in the configuration.
Note: Up to VIM 7.0, the following problem could occur:
If a DP document was sent to an agent through a self directed role and the
agent let the business rules rerun or clicked the Submit button, the workflow

6.1. Maintaining the Fail Safe User Key
was going into error status. The same happened if the rules rerun program
ended the current work item and let the rules run.
To prevent the workflow going into error, VIM 7.0 SP1 allows to configure a
Fail Safe agent that is used in background role resolution.

Chapter 7
Maintaining Chart of Authority
The maintenance of the Chart of Authority is comprehensively described in section

4.5 “Maintaining Chart of Authority” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide (VIM-CGD).

Chapter 8
Administering Workflows
This chapter covers one-time workflow administration tasks.
8.1 Configuring VIM

The configuration of VIM is performed through the product specific IMG. It is
documented in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide (VIM-CGD).
8.2 Linking Events for VIM Workflows

Note: The entries should have been installed by the activation of the BC sets.
But you have to activate the linkages and switch on the event queue. If an entry
is missing, add the entry.
SAP events are trigger points for VIM workflows. For example, when a logistic
invoice is posted, SAP ERP 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.
With VIM 6.0 and higher, event linkages are no longer created automatically. You
must add the event linkages manually.
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, run 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, run 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:

Chapter 8 Administering Workflows
Table 8-1: Event linkages for VIM workflows
Object type Event Receiver function module Usage

comments
Receiver type Check function module
FIPP DELETED SWW_WI_CREATE_VIA_EVENT Invoice
Approval (IAP)
TS00275270 —
FIPP POSTED SWW_WI_CREATE_VIA_EVENT IAP
TS00275270 —
BUS2081 DELETED SWW_WI_CREATE_VIA_EVENT IAP
TS00275270 —
BUS2081 POSTED SWW_WI_CREATE_VIA_EVENT IAP
TS00275270 —
BUS2081 POSTED /OPT/BL_PO_BLK_RECEIVER Invoice
Exception (IE)
WS00275264 /OPT/BL_PO_CHECK_ROLL_OUT
/OPT/FIPP ZWFI_CREATE /OPT/BL_NPO_PRK_RECEIVER IE
D
/PTGWFI/PIR_F_CHECKFM
WS00275254
/OPT/B2081 ZWFI_PARKED /OPT/BL_PO_PRK_RECEIVER IE
WS00275260 /PTGWFI/PRK_M_CHECKFM
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 /OPT/VIM_RPT_PO_INV_RECEIVER VAN
— — May be used in
special
situation.
Should be
inactive in
standard
configuration.
BUS2081 RELEASED /OPT/VIM_RPT_PO_INV_RECEIVER VAN
— —

8.2. Linking Events for VIM Workflows
Object type Event Receiver function module Usage

comments
Receiver type Check function module
BUS2081 CANCELLED /OPT/VIM_RPT_PO_INV_RECEIVER VAN
— —
/ORS/INVAP POSTED /OPT/AAFS_POST_RECEIVER Posted
Approval
— —
Note: There are two entries for Object Type BUS2081 and Event POSTED, one
with Receiver Type WS00275264, the other one with an empty Receiver Type.
In transaction SWETYPV, make sure that only one of these event linkages is
activated.
• If you use your own blocking workflow, activate only the event linkage with
empty Receiver Type. This event linkage ensures that VAN will be correctly
updated.
• If you use the standard blocking workflow template, activate only the event
linkage with Receiver Type WS00275264. This event linkage updates VAN
with the same function module as the other event linkage but it also starts
the blocking workflow.
One of the two event linkages must be activated.
To enable and disable VIM workflows:
1. To open the Event Type Linkages screen, run the SWE2 transaction.
2. Create the event linkage entries shown in “Event linkages for VIM workflows”
on page 48 (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 “Event
linkages for VIM workflows” on page 48.

Chapter 9
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.
9.1 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. Run 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.

Chapter 9 Using the SAP Early Watch Service
4. In the Copy menus panel, click the From area menu button.

9.1. 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 10
Administering the Approval Portal
This chapter describes the administration of the OpenText Approval Portal

(Approval Portal). The Approval Portal provides a concise and user-friendly web
interface for approving invoices. The interface is designed to deliver the right
amount of information to the approvers to make a quick decision.
The Approval Portal is designed to work within SAP NetWeaver Application Server
Java (NWAS) or SAP NetWeaver Portal (NWP). The Approval Portal can be
deployed as a standalone application residing on NWAS 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 10.3 “System Architecture” in OpenText Vendor Invoice
Management for SAP Solutions - Installation Guide (VIM-IGD) for architecture
diagrams.
• For a detailed description of “Portal Usage and Administration”, refer to the
SAP NetWeaver documentation: http://help.sap.com/saphelp_nw73/
helpdata/en/1e/c5f120acc9424e92df9d97d417a373/frameset.htm
As the administrator, you need to access the Administration page to perform various
administration activities for the Approval Portal.
For NWAS authentication, navigate to http://$NWAS$:$NWASPORT$/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.

Chapter 10 Administering the Approval Portal
10.1 Configuring the Approval Portal

The Administration page comprises the following tabs:
• “SAP Connection” on page 62
• “Mobile Configuration” on page 64
• “Configuration” on page 64
• “Administration” on page 67
To access the Approval Admin page, log in to the Approval Portal as an

Administrator.
10.1.1 SAP Connection

The SAP Connection tab allows you to configure which SAP ERP system the
Approval Portal connects to. VIM allows you to connect to multiple SAP ERP
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 63.
Edit Connection
Edit an existing SAP connection. Opens the Connection Details panel. See
“Connection Details” on page 63.
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.

10.1. Configuring the Approval Portal
Down Arrow
Move the connection priority down.
Note: The first connection in the list is used as the default connection. The
default connection determines the Invoice List’s Personalize page. See section
6.2 “Personalizing the Approval Portal” in OpenText Vendor Invoice Management
for SAP Solutions - User Guide (VIM-UGD) for more details.
Connection In the Connection Details panel, the following configuration parameters are
Details available. Enter the relevant information:
SAP SID
Unique identifier for this SAP ERP 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 ERP 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 ERP
Password
The CPIC user password that will be used to connect to SAP ERP
Client
The client number of the SAP ERP 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 ERP system that is connected to
Application host
The application host IP or DNS of the SAP ERP 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 ERP system that is connected to
R/3 name
The R/3 name of the SAP ERP system that is connected to
Logon Group
The logon group of the SAP ERP system that is connected to
System number
The system number of the SAP ERP 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.
10.1.2 Mobile Configuration

Click the Mobile Configuration tab.
In the Mobile Configuration tab, you configure the Mobile Approval Portal. See
“Configuring the Mobile Approval Portal“ on page 79.
10.1.3 Configuration
With VIM 7.0 and higher, you configure fields and buttons of the Approval Portal
inside SAP ERP. See section 12.4.10 “Configuring Fields for Invoice Approval” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-
CGD).
Click the Configuration tab.

10.1. Configuring the Approval Portal
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.
Profit Segment
Select YES if you want to enable a Profit Segment button in the Processing
Invoice page. See section 6.3.2 “Entering Accounting Information (Non PO
Invoices)” in OpenText Vendor Invoice Management for SAP Solutions - User Guide
(VIM-UGD). For configuration aspects of the profitability segment, see section
12.13 “Configuring the Profitability Segment Feature” in OpenText Vendor Invoice
Limitations for the Profit Segment dialog box

• Either the Item Amount or Percentage field must have a value.
• The INVOICE_DOC_ITEM field must be enabled for the Line Item /
Additional Accounting Entry sections.

• INVOICE_DOC_ITEM cannot be blank. It must provide a unique

number that associates the item with the Profit Segment to be saved.
• A new line item must be saved by saving the invoice, before the
corresponding Profit Segment can be saved.
Domain (Standalone WAS WebApproval Portal & Mobile Portal)

Enter the authentication domain for users. This is needed if you want to install
the Approval Portal or the Mobile Approval Portal on Unix or Linux. See section
16 “Supporting Installation of the Standalone NWAS Portal and Mobile
Approval Portal on Unix or Linux” in OpenText Vendor Invoice Management for
SAP Solutions - Installation Guide (VIM-IGD).
Search Help Maximum No. of Hits
Specify the maximum number of hits that are returned from SAP ERP for the
Search Help in the line level, for example G/L Account. The default value is 100.
Attachments File Size (in kb)

You can add 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 security feature, only valid for the SAP NetWeaver Portal scenario. This
list represents the white list of the SAP NetWeaver Portal (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.

10.2. Configuring Search Helps with Pre-filled Values
10.1.4 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 69 for more details.
10.2 Configuring Search Helps with Pre-filled Values

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.
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.
10.3 Configuring Multilingual Support

Changing language resources and adding additional languages in the Approval
Portal requires some configuration, which is described in this section.

10.3. Configuring Multilingual Support
10.3.1 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 67.
If you need additional help, contact OpenText Customer Support.
10.3.2 Configuring Additional Languages

The Approval Portal supports the following predefined languages:
• English (EN)
• German (DE)
• Spanish (ES)
• French (FR)
• Hungarian (HU)
• Italian (IT)
• Japanese (JA)
• Dutch (NL)
• Portuguese (PT)

• Romanian (RO)
• Russian (RU)
• Chinese (ZH)
New languages for VIM 7.0 are the following:

• Czech (CZ)
• Polish (PL)
• Turkish (TR)
Note: Japanese and Chinese are supported only in SAP ERP 6.0.
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
• Add the new language to the constant LANGUAGE
• 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 69 in “Changing Language Resources” on page 69.
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 folder, 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.
For NetWeaver 7.3 Portal, the folder is the following: \usr\sap\<instance
name>\J<System number>\j2ee\cluster\apps\opentext.com
\IM_APPROVAL_PORTAL7_0\servlet_jsp\vimportal\root\styles.
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 folder, for example \usr\sap

\<instance name>\<JC>\j2ee\cluster\server0\apps
\script\common; where <JC> is the system number.

For NetWeaver 7.3 Portal, the folder is the following: \usr\sap\<instance

name>\J<System number>\j2ee\cluster\apps\opentext.com
\IM_APPROVAL_PORTAL7_0\servlet_jsp\vimportal\root\script\common
2. Open the calendar-en.js file.
3. Append calendar strings to the file and translate the text into the new language;
see Example 10-1, “Adapting the calendar-en.js file” for details.
Example 10-1: 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 add the new language to the constant LANGUAGE:
1. Run the SM30 transaction for table /PTGWFI/Z_CONST.
2. In Product Code IAP, in the Constant LANGUAGE, add the new language to the
Constant Value as a comma-separated single character.
Note: If you do not add the new language here, it will not appear at the
user's preferences.
3. Save your changes.
To restart the Approval Portal application (NetWeaver 6.0 or 7.0):
For a description for NetWeaver 7.3, see “To restart the Approval Portal application
(NetWeaver 7.3):“ on page 74.
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.
To restart the Approval Portal application (NetWeaver 7.3):
1. Log in to SAP NetWeaver Administration.

2. Navigate to Operations > Systems, and then click Start & Stop.
3. Click the Java Applications tab and mark the Approval Portal application.
4. Click Restart to restart the application.
Important
To make the language change effective, the end user must clear the
browser cache.
10.4 Configuring Attachment Support

You can add attachments to the invoice from the Approval Portal; see
“Configuration” on page 64. 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 (NetWeaver 6.0

or 7.0):
For a description for NetWeaver 7.3, see “To configure attachment support
(NetWeaver 7.3):“ on page 76.

10.4. Configuring 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.
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.
To configure attachment support (NetWeaver 7.3):
Note: By default, no adjustment should be necessary to support large file

attachments. If a file cannot be uploaded for any reason, apply the following
steps.
1. Log in to SAP NetWeaver Administration.
2. Navigate to Configuration > Infrastructure, and then click Java System

Properties.

10.5. Branding
3. Make sure Advanced Properties are displayed.
4. Click the Services tab, and mark HTTP Provider.
5. Change the value of FileBufferSize to 10485760.
Note: You do not need to restart your cluster.
10.5 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
\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
\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 11
Configuring the Mobile Approval Portal
This chapter describes the configuration of the Mobile Approval Portal, an

enhancement to Invoice Approval. Users can approve their invoices, using a mobile
device, for example a Blackberry, an iPhone, an iPad, or an Android smartphone.
The Mobile Approval Portal bases on HTML5.
You configure the Web Viewer settings of the Mobile Approval Portal in the
Approval Admin page, Mobile Configuration tab. See “Configuring the Web
Viewer Integration” on page 79.
11.1 Introducing the Mobile Approval Portal Interface

The Mobile Approval Portal login URL is http://<j2eehost>:<portnumber>/
vimportal. The URL is very similar to the Approval Portal login URL. The Mobile
Approval Pages are loaded based on a browser user-agent.
The Mobile Approval Portal inbox is applicable only for approvers (managers
configured in the COA table). Coding must be completed. Delegated and Referred
invoices are visible in the inbox.
For details on the end user perspective of the Mobile Approval Portal, see section 7
“Approving Invoices Using the Mobile Approval Portal” in OpenText Vendor Invoice
Management for SAP Solutions - User Guide (VIM-UGD).
11.2 Configuring the Web Viewer Integration

Mobile Approval Portal users can display invoices using OpenText Imaging Web
Viewer. Web Viewer is a web application for displaying and printing documents in
Web-based scenarios and for appending comments to these documents. The
documents may be stored in OpenText Archive Server or other repositories.
On the Mobile Browser without Web Viewer, it is not possible to render TIFF
documents. PDF, JPG, PNG and GIF documents are supported. However, Web
Viewer is able to display TIFF documents on the Mobile Browser on Mobile
Approval Portal.
Web Viewer is installed on a web server. It generates HTML pages containing the
document to be displayed and sends them to the browser. The Web Viewer can be
used by any leading application server configured appropriately.
Web Viewer supports documents from the following products:

• OpenText Archiving and Document Access for SAP Solutions
• OpenText DocuLink for SAP Solutions

Chapter 11 Configuring the Mobile Approval Portal
Limitation Web Viewer does not support MS Office documents.
Notes
• OpenText strongly recommends that you implement Web Viewer to display

images on the Mobile Approval Portal.
• For further information about Web Viewer, see OpenText Imaging Web Viewer
- Installation and Configuration Guide (CLWEBV-IGD), available in the
Knowledge Center: http://knowledge.opentext.com/knowledge/cs.dll/Open/
19644858
You configure the Web Viewer integration in the Approval Admin page, Mobile
Configuration tab. In particular, you must enter the Web Viewer server Host/IP and
Port of the Web Viewer, and enable the display of invoice images on your mobile
device.
To configure Web Viewer for the Mobile Approval Portal:
1. Open the Approval Admin page using the following URL: http://
<host>:<port>/vimportal/admin
2. Enter Administrator credentials:
For standalone NWAS 7.0/7.3

User with VIMIAdministrator role
For NetWeaver Portal 7.0/7.3

User with ApprovalPortal Admin role
3. On the Approval Admin page, click the Mobile Configuration tab.
4. Enter the following parameters of the Web Viewer:
• WebViewer Host/IP
• TomcatServer Port
If the Web Viewer server is hosted on a NetWeaver 7.3 instance, enter the
NetWeaver port.

11.3. Configuring Mobile Page Fields
Note: If the Mobile Approval Portal is accessed outside the firewall

and hosted with Virtual host, the TomcatServer Port parameter is not
required. For the WebViewer Host parameter, enter Virtualhost.
5. In the View Image Display list, select Yes.
11.3 Configuring Mobile Page Fields

With VIM 7.0 and higher, you configure fields and buttons of the Mobile Approval
Portal inside SAP ERP. See section 12.4.10 “Configuring Fields for Invoice
Approval” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide (VIM-CGD) and section 12.4.10.4 “Configuring Buttons” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD).
Note: OpenText recommends configuring the following number of fields on

the mobile device:
• 5 to 10 fields on the Mobile Inbox (Invoice List Field)

• 5 to 10 fields on the Mobile Detail Page header (PO Header Fields and Non
PO Header Fields)
• 5 fields only for Cost Assignment (Accounting Assignment Fields) and Line
Item Fields
If you configure more fields, you might run into performance issues on mobile
devices.
11.4 Configuring Regional Settings

You configure regional settings, like language, decimal notation, and date format, on
the Personalize screen of the Approval Portal. The other configurations on the
Personalize screen are not relevant for the Mobile Approval Portal.
For detailed information on the Personalize screen, see section 6.2 “Personalizing
the Approval Portal” in OpenText Vendor Invoice Management for SAP Solutions - User
Guide (VIM-UGD).
To configure regional settings:
1. Log in to the Approval Portal using one of the following URLs:
For standalone NWAS 7.0/7.3

http://<host>:<port>/vimportal
For SAP NetWeaver Portal 7.0/7.3

http://<host>:<port>/irj/portal
2. Provide valid credentials for the respective portal.

Chapter 11 Configuring the Mobile Approval Portal
3. In the Approval Portal, click Personalize. In the Personalize screen, scroll to

Regional Settings.
4. Select the Default Language, your preferred Decimal Notation, and your
preferred Date Format from the drop-down lists.

Part 2
Regular Administration Tasks
Part 2 Regular Administration Tasks
This part covers administration tasks that must be carried out regularly. These tasks
are not executed on a daily basis by an agent, but must be carried out by a
responsible to keep the business process running.

Chapter 12
Setting Up Substitutes for Workflow Processes
Substitutes can be set up for the SAP inbox and for the Invoice Approval (IAP)
process. If a work item owner is on vacation or leaves the company, the substitute
can “adopt” the work items owned by the substituted user.
• For the SAP inbox substitution, see the SAP Help: http://help.sap.com/
saphelp_erp60_sp/helpdata/en/8d/25f558454311d189430000e829fbbd/
frameset.htm.
• For the Invoice Approval (IAP) process substitution, see section 4.5.5 “Setting Up
a Substitute for the IAP Process” in OpenText Vendor Invoice Management for SAP

Chapter 13
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 85. 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 87
• “Reassigning Open SAP Work Items to a Different User” on page 90
• “Reassigning Invoice Approval Items to a Different User” on page 93
13.1 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, run the SWI5 transaction.

Chapter 13 Reassigning Work Items Belonging to Another User
2. Enter the following information in the selection screen:
Type
US
ID
SAP user ID of the specific user
Select the option button To be processed by.
3. To run the report, click .

13.1. 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 90.
13.2 Reassigning Open SAP Work Items to a Different

User
After 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
To reassign a work item to a different user:
1. To access the Execute work items without agent check screen, run the SWIA
transaction.

13.2. 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 87 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.

13.3. 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.
13.3 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. Run the /ORS/UMREASSIGNED transaction.

Alternatively, click OpenText Vendor Invoice Management > SAP menu > WF
Administration > Reassignment Utility.
2. Enter search criteria to limit the results.

If you search for a specific User Id, select the Unreserve Invoices 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 > <user name> > Invoice List, to display the list of invoices for the current
approver.
Note: To terminate the approval workflow with status Approval

Recalled, click the Recall Invoice button in the application toolbar. The
AP_PROCESSOR receives a work item with exception Approval
Required and status Approval Recalled in VIM Analytics.
4. To show the details of the invoice, click the document number in the navigation
panel on the left-hand side.

13.3. 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 14
This chapter covers regular workflow administration tasks.
14.1 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.
14.2 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.

Chapter 15
Working with the IDH Admin Tool
The OCR solution OpenText Invoice Capture Center (ICC) can be integrated into
VIM. ICC automates the capture of paper invoices by using OCR to extract the
invoice data.
Apart from ICC input, a DP document can be created from an email or from IDocs.
IDH stands for “Incoming Document Handling”. The IDH Admin Tool allows
monitoring the status of all incoming documents that will be used to start a DP
workflow. The IDH Admin Tool also allows performing administrative tasks on
those documents, such as changing the status.
To work with the IDH Admin Tool:
1. To invoke the selection screen of the IDH Admin Tool, run the /N/OPT/
VIM_7AX8 transaction.
2. In the Program to Monitor IDH Data screen, enter the selection criteria:
• DP document number
• Channel ID
• Archive Document Type
• DP Document Type
• Document Status
• Also include Workflow DP docs

Chapter 15 Working with the IDH Admin Tool
Select this check box to include DP documents in the current workflow into
the selection.
• Include Obsolete and Discarded
Select this check box to include obsolete and discarded documents.
• Include Validation Rejected
Select this check box to include documents that have been rejected by ICC
validation.
• Also include Registered docs
Select this check box to include documents that are processed with means
other than ICC, for example email. With this check box cleared, the IDH
Admin Tool will display only documents being processed in ICC.
• Only docs with Training Required
Select this check box to only include documents where ICC training is
required.
3. To execute, click the button.
In the IDH Admin Tool screen, the following action buttons are available in the
table control:
Image
Select a document and click this button to display the archived image of the
document.
Discard Image
Select a document and click this button to set the document status to Image
discarded (for documents from ICC) or Discarded (IDH) (for other IDH
documents). Documents with status Discarded are not considered for
further automatic processing.

Appln Log
Application Log. Select a 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.
If you have selected Only docs with Training Required, the button is
labeled Reset Trng. If you click the button, the Training required
indicator is removed in the selected documents.
Change Status
Select a 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 document and click this button to display the Status log of the
Document.
IDH Trigger
Select a document and click this button to invoke the appropriate trigger
program, which executes the next processing module according to the
configuration.
For ICC documents, the recognition or validation results are mapped into
the document fields. The document status is set to Ready for Validation
or Sent to Workflow, The VIM DP workflow is triggered (in the Sent to
Workflow case).
Vald Agents
Validation Agents. Select a DP document and click this button to display
the Validation Agents of the document.

Chapter 16
Running Year End/month End Procedure for Parked
and DP Documents
Note: This chapter is relevant if you have activated the Parking functionality of
VIM. In addition, also DP documents can be handled.
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.
• For DP documents, see “Changing the Posting Date for a Bulk of DP Invoices”
on page 105.
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.

Chapter 16 Running Year End/month End Procedure for Parked and DP Documents
16.1 Customer Advisory

The OpenText Vendor Invoice Management year end procedures for parked invoice
processing must be followed so that parked invoices can get carried over to the next
fiscal year.
Vendor Invoice Management (VIM) invoices that are not processed in a given fiscal
year get parked. At fiscal year end, special processing procedures must be followed
so that these invoices are carried over to the next fiscal year properly. The year end
procedures for parked invoice processing must be performed at your fiscal year end.
As part of your fiscal year end preparations, please ensure that you have a copy of
the Parked Document Processing guide available for your particular version of VIM.
If you require a copy of the guide, please contact OpenText Customer Support at
[email protected]. The guide outlines the procedures that must be followed to
assist you so that you don’t encounter problems in your next fiscal year because of
incorrectly processed parked invoices. The year end processing for parked invoices
includes running the year end programs provided to you by OpenText. These
programs were delivered to you as part of your original implementation and are
already in your VIM system. You may have also received these programs as part of
various patches which have been delivered to you in the past.
Installation of the year end program patches should be viewed as a required update
to all VIM installations. They include important fixes which may be essential to the
operating environment. Customers should install the year end program patches
prior to commencing any fiscal year end activities. This will help you to run the year
end programs provided to you by OpenText successfully.
OpenText recommends that you run the year end procedures for parked invoice
processing in a test environment before attempting them in your production
environment. This will allow you to resolve any issues that arise with Customer
Support so they don’t impact your fiscal year end activities.
Fiscal year end procedures for parked invoice processing should only be run in your
production environment after the last posting period in the previous fiscal year is
closed and when no user is trying to create or process parked invoices in the system.
Furthermore, changing the posting date of a parked invoice so that it carries over to
the next fiscal year should only be done by running the year end programs.
Manually changing the posting date of an invoice so that it falls into the next fiscal
year during processing through a workflow or outside a workflow process will have
adverse effects on the existing workflows that are associated with that invoice and
should not be performed.
Systems Affected
All versions of VIM
OpenText will provide programs to change the posting date on parked invoices
(“year end programs”) for all versions of VIM.

16.2. Changing the Posting Date for a Bulk of DP Invoices
OpenText also provides a program and corresponding transaction code to perform a

mass update to the posting date in DP documents.
With the introduction of DP-based invoice approvals in VIM 5.2, DP documents now
have longer processing cycles. Customers may encounter a situation where changing
the fiscal year or fiscal month may result in them having to update the posting date
for many DP documents to move them into the new posting period. See “Changing
the Posting Date for a Bulk of DP Invoices” on page 105.
16.2 Changing the Posting Date for a Bulk of DP

Invoices
VIM provides 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. Run the /OPT/DP_POST_DT_UPD transaction.

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.

16.3. Processing Non PO Based FI Documents
The bulk change also updates VIM Analytics and writes an entry in the process
logs.
16.3 Processing Non PO Based FI Documents

16.3.1 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.
16.3.2 Reference SAP Note

The following is an important SAP OSS note that pertains to the issues with
standard SAP ERP 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 in the SAP Market Place in case of issues
you find during testing of this process.
16.3.3 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 ERP 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.

16.3.4 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.
16.3.5 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. Run the /n/OPT/VIM_YEND_NPO transaction.

Alternatively, run the /n/OPT/VIM transaction and navigate to SAP menu >
Reports > Periodic Processing > Year End Run > Year End Report Run - Non
PO Based Invoices

16.3. Processing Non PO Based FI Documents
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. Run the /n/OPT/VIM_MEND_NPO transaction.

Reports > Periodic Processing > Month End Run > Month End Report Run -
Non PO Based Invoices

end report.
• 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.
16.4 Processing PO Based Documents (LIV Invoices)

16.4.1 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.

16.4. Processing PO Based Documents (LIV Invoices)
16.4.2 Reference SAP Notes

The following are some of the important SAP OSS notes that pertain to the issues
with standard SAP ERP 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 in the SAP Market Place in case of issues
you find during testing of this process.
16.4.3 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 ERP 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 ERP.

16.4.4 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.
16.4.5 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. Run the /n/OPT/VIM_YEND_PO transaction.

Reports > Periodic Processing > Year End Run > Year End Report Run - PO
Based Invoices

16.4. Processing PO Based Documents (LIV 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.
end report.
To run the month end procedure:
1. Run the /n/OPT/VIM_MEND_PO transaction.

Reports > Periodic Processing > Month End Run > Month End Report Run -
PO Based Invoices

end report.
• 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.
16.5 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.

16.6. 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 SAP GUI, 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.
16.6 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:
• Run the /n/OPT/VIM_YEND_AUDIT transaction.

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 17
ICC Configuration Data
17.1 Deleting an ICC Application from SAP Tables

You can use program /OPT/VIM_ICC_CLEANUP to delete inactive applications; see
“Batch Program /OPT/VIM_ICC_CLEANUP” on page 37. If you want to delete an
active application, run the SM30 transaction for table /OPT/VIM_CFG_VER and set the
application to inactive. Then use program /OPT/VIM_ICC_CLEANUP.
You can use program /OPT/VIM_ICC_CLEANUP only to delete all inactive applications
at once, depending on the change date. If you need more flexibility, and you want to
delete some inactive applications and you want to keep others, you must edit the
change date using the SM30 transaction. Alternatively, you can perform the
following procedure.
To delete an ICC application from SAP tables:
1. Run the SE16N transaction and display the contents of table /OPT/VIM_CFG_VER.

Chapter 17 ICC Configuration Data
2. Look for the application version you want to delete.
3. Run the SM30 transaction.

Enter /OPT/VIM_ICC_CFG in Table/View.

17.1. Deleting an ICC Application from SAP Tables
4. Click Enter conditions and click Maintain.
5. In the Field Selection dialog box, select Application Name and Application
Version.
Click .

Chapter 17 ICC Configuration Data
6. Enter Application Name and Application Version you want to maintain, see
Step 2 on page 118.
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, run the SM30
transaction.
Enter /OPT/VIM_CFG_VER in Table/View.

17.1. Deleting an ICC Application from SAP Tables
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 18
Archiving VIM Information
You can archive the DP invoices and the reporting data from Central Reporting.
Data archiving removes bulk data from the database. Bulk data is no longer required
in the system but must be retained accessibly. The old data can be written to and
retrieved from some storage system.
Note: You must first archive all DP invoices from all connected SAP ERP
systems before you run the archiving of the reporting data.
To archive DP invoices:
1. Run the standard SAP transaction SARA.
2. Use the archiving object /OPT/DOC 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 18 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 ERP systems before you run the archiving of the
reporting data.
1. Run the standard SAP transaction SARA.

2. Use the archiving object /OPT/REP 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

Chapter 19
Auditing Using SAP Global Licenses Auditing
Services (GLAS)
If you are responsible for licenses, you must run a report once a year, to find out
how many ICC extractions have been performed and how many VIM workflows
have been started in the observation period (1 year). You must send the report to
SAP.
For this auditing purpose, you can use the SAP Global Licenses Auditing Services
(GLAS).
To check your system for the GLAS auditing:
1. Run the SM30 transaction and open table TUAPP.
Note: The VIM 7.0 package contains two TUAPP entries, one for VIM, and
one for ICC.
2. Check the existence of the two SAP defined applications IDs with function
modules for ICC and VIM license measurement. They should look like in the
following screenshot:
Note: Make sure you use the application numbers 1150 for VIM and 1151
for ICC.
After you have checked the system, trigger the system measurement. See the SAP
Help (http://help.sap.com/saphelp_nw04/helpdata/en/79/
c5fd3f2c14e769e10000000a155106/frameset.htm) for details. ICC and VIM are
counted separately.

Part 3
Troubleshooting and Monitoring
Part 3 Troubleshooting and Monitoring
This part covers administration tasks for troubleshooting and monitoring. VIM
provides some helpful tools to monitor and administer VIM workflows. This part
also describes how to handle frequent abnormal functioning of workflows due to
missing or erroneous configuration in the role resolution or due to an invoice lock
happening during the approval process.

Chapter 20
Monitoring VIM Workflows
OpenText recommends monitoring the VIM workflows on a regular basis (daily or

weekly). This helps to quickly detect invoices or processes which are in trouble so
they can be handled timely. 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, run the SWI1 transaction.

Chapter 20 Monitoring VIM Workflows
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.

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.

Chapter 20 Monitoring VIM Workflows
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 21
Solving a Role Error in a Workflow
In some situations, a workflow results in an error because the agent resolution fails.
SAP ERP 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 137

• “Restarting Workflow After Fixing a Role Error” on page 140
21.1 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, run the SWI1 transaction.
Type
F (for Workflow, also subworkflow)
Status
ERROR

Chapter 21 Solving a Role Error in a Workflow
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.

21.1. 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.
21.2 Restarting Workflow After Fixing a Role Error

After the role error has been corrected, you must restart the respective workflow
instance.
To restart a workflow after fixing an error:
1. To access the Workflow Restart After Error screen, run the SWPR transaction.

21.2. 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 22
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. Run 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 .

A confirmation message is displayed.

Chapter 23
This chapter covers general activities for checking the system status of VIM.
23.1 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 for SAP Solutions - 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.
23.1.1 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

23.1.2 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.
23.1.3 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:
Notes
• The VIM SSF integration (OTVIMSSF) is based on ABAP core technology and
standard CCMS. Therefore, you can use CCMS monitoring templates to
monitor the VIM SSF integration.
• Depending on your SAP ERP system, some of the templates might not be
available.
Monitor Usage
Availability: Availability monitoring of selected systems and their application servers
Selected
Systems
Background Background processing of the SAP ERP systems and their application
Processing servers
Buffers The various SAP buffers, their hit rates, and swap rates
Change & Transports for a system
Transport
System
Communicatio Data transfers (SAPconnect, SAP Gateway, Application Link Enabling,
ns LDAP, RFC)
Data Archiving Monitored data archiving sessions
Database Database (such as table status, performance, backups, data consistency)
Dialog Overview of the dialog system, broken down by performance attributes
Overview
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 Operating system data for any application servers and host systems
System
Security Security Audit Log and security-relevant messages in the system log

23.1. Monitoring Alerts
Spool System Spool system of the SAP ERP system and the individual output servers
Syslog System log broken down by application servers and individual topic areas
System Number of logged-on users and configuration settings of application
Configuration 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 CCMS templates based monitor:
1. Run 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.

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

Processing.
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.

23.1. Monitoring Alerts
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.

23.2 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
monitor the activity and resources as the business processes are proceeding. For
activity monitoring purposes, see “Frequently Used SAP Workflow Administration
Transactions” on page 152.
23.3 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. Run 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.

23.4. Using Logs and Traces
23.4 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 152 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 161 for details.
23.5 Using Solution Manager Diagnostics

After 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.
23.6 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 for SAP Solutions - Configuration Guide (VIM-CGD).
23.7 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 SAP
GUI 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.

23.8 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.
23.9 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, run the SWIA transaction.
See the description in “Reassigning Open SAP Work Items to a Different User”
on page 90.
SWI1: Selection Report for Work Items

To display all work items (workflow template, dialog task, wait step,
background task) based on a custom selection, run the SWI1 transaction. See the
description in “Monitoring VIM Workflows“ on page 131.
SWE2: Event Type Linkages

To display or change event type linkages for VIM workflows, run the SWE2
transaction. See the description in “Linking Events for VIM Workflows”
on page 47.
SWEL: Display Event Trace
To display lists of events published during a specific duration:
1. Run the SWEL transaction.

23.9. 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.
23.10 Analyzing Work Items

To access the work item analysis reports, select the SAP 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.

23.10. Analyzing Work Items
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 87.
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 ERP 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 131.

23.11 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
particular work item is deleted once the work item is completed.

Chapter 24
Creating a PDF History Log File
You can use report /OPT/CR_PDF_LOG to create a PDF log file with history
information of the VIM process. For more details to the PDF history log in general,
see section 24 “PDF History Log” in OpenText Vendor Invoice Management for SAP
If configured properly, the PDF history log file can be created automatically at the
end of the VIM process, this means at the end of the DP document workflow.
However, in the following cases, it may be required to create the PDF history log file
manually:
• in case of an error
• in case of old scenarios (direct posting or direct parking)
• for testing purposes
To create a PDF history log file manually:
1. Run the /n/OPT/VIM_PDF_LOG transaction.

Alternatively, run the SA38 transaction with program /OPT/CR_PDF_LOG.
2. Enter selection criteria and processing options.
Selection Fields
Use these fields to select the DP documents for which a PDF history log
shall be created.
Processing Options
This section comprises the following fields:

Chapter 24 Creating a PDF History Log File
Language Key
Select a language key to specify in which language the PDF history log
shall be created.
If no language key is selected, the language key from the PDF
customizing profile is taken.
Test mode
Select this check box if you want to test the PDF history log in display
mode only. It is neither archived nor linked to the DP document.
Note: For handling reasons, the test mode is supported for a

maximum of 5 DP documents only. Clear this check box if you
want to create the PDF history log, archive it and link it to the DP
document.
3. To create the PDF history log, click on the application toolbar.
Report output
Test mode
When running the report in test mode, you get a dialog box to enter printer
parameters.
Enter the OutputDevice. You can use printer LP01 for test purposes. To view the
PDF history log, use the Print preview button.
In the print preview, you can enter the function code PDF! to create a PDF
document of the PDF history log.

Real mode
When running the report with the Test mode check box cleared, a PDF history
log file is created, archived, and linked to the DP document and its SAP invoice.
A final protocol informs you about any issues.

Chapter 25
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.
25.1 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.
The application log is also used to store any issues during the creation of the PDF
history log. For more information about the PDF history log, see section 24 “PDF
History Log” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide (VIM-CGD).
To view the application log, run 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.

Chapter 25 Working with the Application Log
MESSAGE
Actual system message that will be used to store.
25.1.1 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. Run the /n/OPT/IT_LOG_PNTV transaction.
2. To open, the Details view for a log point, double-click its line.
In case the log level is not maintained at Log Point level, you can maintain it at
Object and Sub-object level.

25.1. Creating the Application Log
3. Therefore, run the /n/OPT/VIM_LOG_CFG transaction.
4. To open the Details view, double-click the appropriate line.
25.1.2 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, run the SLG0 transaction.

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

25.2. Displaying Log Messages
25.1.3 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
25.2 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. Run 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
*" NO_AUTHORITY
*"-----------------------------------------------------------------------
2. Enter (at least) the following parameters:
• OBJECT
• SUBOBJECT
• EXTERNAL_NUMBER

25.3. Application Logging for the CRM System
• DATE_FROM
• SUPPRESS_SELECTION_DIALOG: enter X.
25.3 Application Logging for the CRM System

To view the application log in the CRM system, run 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.

Chapter 26
Troubleshooting SAP NetWeaver BW
This chapter describes troubleshooting for the SAP NetWeaver BW component of

VIM. For a detailed description of the SAP NetWeaver BW component, see section
19 “SAP NetWeaver Business Warehouse Content” in OpenText Vendor Invoice
26.1 Changing KPI Customizing

You can change the KPI customizing, for example the amount class ranges or the
mapping of vendors to vendor groups. This can influence the evaluation of VIM
data in BW. VIM documents already loaded to BW keep their characteristic values
whereas the meaning of this value may have changed.
Example 26-1: Changes in amount class
Amount class 2 stands for invoices with medium amounts. The range for
amount class 2 is changed from 1,000 to 10,000 Euro to 10,000 to 100,000
Euro. The VIM invoice 4711 has a gross amount of 5,000 Euro. Before the
customizing change, the VIM invoice was treated as a medium amount
invoice (amount class 2).
After the customizing change, the VIM invoice is treated as a small amount
invoice (amount class 3). The VIM invoice is already loaded to an InfoCube
with amount class 2 (medium amount). This may be what is wanted because
this VIM invoice was a medium amount invoice at the point of time when it
was loaded into the BW system. But it could also be confusing as amount
class 2 (medium amounts) now stands for invoices from 10,000 to 100,000
Euro whereas the invoice has a gross amount of 5,000 Euro.
Solution If you want to reclassify old invoices according to the most current KPI customizing
settings, you must recalculate the characteristics of these invoices.
One way to reclassify old invoices is to reload the affected invoices. In this case, start
the KPI collection report with an appropriate range for the process start date without
the Delta mode processing option. Then start reloading the VIM invoices into the
BW.

Chapter 27
Monitoring and Troubleshooting the Approval
Portal
This chapter describes monitoring and troubleshooting of the OpenText Approval

Portal (Approval Portal). For information about configuring and administering the
Approval Portal, see “Administering the Approval Portal“ on page 61.
27.1 Working with Log and Trace Files

For troubleshooting, the Approval Portal provides log files and trace files.
27.1.1 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.
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 172.
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.

Chapter 27 Monitoring and Troubleshooting the Approval Portal
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 NetWeaver Application Server Java
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 SAP NetWeaver Application Server Java (NWAS), 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.

27.1. Working with Log and Trace Files
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
27.1.2 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 NWAS, 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 NWAS writes the trace files to the location specified above instead
of defaultTrace.trc, you must perform the following setting.
For NetWeaver 7.3, this is configured in the J2EE Config Tool. For details about the
J2EE Config Tool, see section 11.1 “Preparing the Installation” in OpenText Vendor
Invoice Management for SAP Solutions - Installation Guide (VIM-IGD).
By default, ForceSingleTraceFile will be YES. Then, the trace is written only to

\logs\defaultTrace.trc.
Change this setting to NO. Then NWAS will produce multiple trc files.

27.1. Working with Log and Trace Files
27.1.3 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.
9. Click Save and then Apply to current node only.

27.2. Working with Logging and Tracing (NetWeaver 7.3)
27.2 Working with Logging and Tracing (NetWeaver

7.3)
NetWeaver 7.3 no longer supports the log-configuration.xml file that is built-in
to the application. NetWeaver 7.3 requires manual implementation to support
additional logging and tracing. By default, the severity level is set to Info.
Logging (Categories)
Categories contain log information for the system administrator. You can use
them to check the system status.
Tracing (Locations)
Locations contain trace information that is intended for the developer. You can
use them to check the program flow and to detect program errors.
If you want the application to write different Logging and Tracing, you first must
disable ForceSingleTraceFile in the Log Manager. So, the application can
implement its own logic.
To disable ForceSingleTraceFile:
1. Login to the J2EE Config Tool.
2. Navigate to cluster > data > instance > managers > LogManager.
3. Click ForceSingleTraceFile.
4. Set the Custom Value to No and save.

Note: You might need to restart the cluster.
27.2.1 Logging (Categories)

To create an approval portal entry in the applications category:
2. Navigate to cluster > data > instance > log configuration > categories > Root
Category > Applications.
3. Click New. In the New Log Controller dialog box, enter /Appliccations/
VIMIAP and click OK.
A new application entry VIMIAP is created.
To change the severity level:

Category > Applications > VIMIAP.
3. Change the Severity and save.
Destination If you do not want the application to write to the default application.log file, you
have to manually create the destination.
To create destinations:
1. As a prerequisite, create a folder named VIMIAP in the following location:

<Instance directory>/usr/sap/<instance name>/J<instance number>/
j2ee/cluster/server/log
Example: D:\usr\sap\W73\J00\j2ee\cluster\server0\log
Note: All generated Log and Trace files will be generated in this folder.
3. Navigate to cluster > data > instance > log configuration > destinations.
4. Click the applications_log destination.
5. Click New.

6. Enter a name, for example VIMIAP.
7. Click OK and save.

The created destination is displayed.
8. Click the created destination and change the Pattern value to the following: ./
log/VIMIAP/VIMIAP_${NODE_INDEX}.log
The following step is optional. If you want to change the default severity level,
you must perform this step; otherwise, you can skip it.

Note: The default severity level is Info.
Category > Applications > VIMIAP.
10. Click Add and select the destination you just created.
Note: You might get prompted to restart the cluster.
27.2.2 Tracing (Locations)

To create a destination for Trace files:
2. Navigate to cluster > data > instance > log configuration > destinations
3. Click the applications_log destination.
4. Click New.

5. Enter a name, for example VIMIAPTrace and click OK.

The created destination is displayed.
6. Click the created destination and change the Pattern value to the following: ./
log/VIMIAP/VIMIAPTrace_${NODE_INDEX}.trc
The following procedure is optional. If you want to change the default severity level,
you must perform this step; otherwise, you can skip it.
Note: The default severity level is Info.
To change the severity level:
2. Navigate to cluster > data > instance > log configuration > locations > Root
Location > com > opentext > vim > portal > util > LogUtil.

3. Change the severity and save.
Destination If you do not want the application to write to the default application.log file, you
have to manually create the destination.
To change destinations:
2. Navigate to cluster > data > instance > log configuration > destinations.
3. Click any destination.
4. Click New.
5. Enter a name, for example VIMIAPTrace.


7. Navigate to cluster > data > instance > log configuration > locations > Root
Location > com > opentext > vim > portal > util > LogUtil.
8. Click Add and select the destination you just created.
Note: You might get prompted to restart the cluster.
27.3 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.

27.3. Monitoring and Measuring Performance
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://

<NWAS>:<NWASPORT>/GRMGHeartBeat/EntryPoint.

For example http://OPWAST38.optura.local:50100/GRMGHeartBeat/

EntryPoint
3. Configure HTTP:
Property name
url
Property value
http://<NWAS>:<NWASHOST>/vimportal<Support Package>/
GRMGServlet
For example: http://opwast38:50100/vimportalSP3/GRMGServlet
4. Configure the Java Connector (JCo). You also must monitor the JCo connection
from Approval Portal to SAP ERP.

While configuring a single JCo component, give the name as JCo1. If you need
to configure multiple SAP ERP 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 188. This is the same information already entered in the SAP
Connection tab of the Administration page; see “SAP Connection” on page 62.
Enter the following properties parameters for the Application Host.
propname: client
propvalue: the SAP ERP 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 27-1: 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 ERP 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

27.4. Managing Backup and Restore
Example 27-2: 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/
504a550ae6274495e2ce30d176f33b/content.htm
http://help.sap.com/saphelp_nw70/helpdata/EN/34/
60cdd0d3fdeb4cb8cbc4eac681f961/content.htm
For NetWeaver 7.3, follow the steps in the SAP NetWeaver Administration Guide,
section “Monitoring Portal Availability”: http://help.sap.com/saphelp_nw73/
helpdata/en/07/20ac9c99cf4af09035e0b969b38b4e/content.htm. If you need more
assistance, contact OpenText Customer Support.
27.4 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.

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 for SAP Solutions - Installation Guide (VIM-
IGD).
27.5 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 191 for
information how to restore.
27.6 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 191 for details.
27.7 Technical Configuration Data

There is no technical configuration data. All the configurations are done through the
Administration page and are stored in configuration.xml.
27.8 High Availability and Load Balancing Concept

Approval Portal supports standard SAP NetWeaver Application Server Java high
availability and load balancing.

27.9. Restart and Monitoring of Asynchronous Interfaces Concept
27.9 Restart and Monitoring of Asynchronous

Interfaces Concept
Standard SAP NetWeaver Application Server Java monitoring and Introscope
instrumentation is implemented.
27.10 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.
27.11 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 NWAS 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 ERP 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.

Chapter 28
Troubleshooting the Mobile Approval Portal
This chapter gives some troubleshooting hints for the Mobile Approval Portal. For a
description of the configuration of the Mobile Approval Portal, see “Configuring the
Mobile Approval Portal“ on page 79.
To avoid errors when using the Mobile Approval Portal, perform the following
configurations.
JavaScript In the browser settings of the mobile device, enable JavaScript before launching the
Mobile Approval Portal.
If JavaScript is not enabled, AJAX calls to the server are interrupted and there is no
response on the Mobile Inbox.
Login user To change the Login user, clear Browser cache, cookies and form data.
change
Logging You cannot view or extract logging information on mobile devices themselves.
information Instead, you must open the Mobile Approval Portal URL on the Chrome desktop
browser. Developer Tools are part of Chrome. They offer various information and
useful features. To open the Developer Tools, click Wrench Menu > Tools >
Developer Tools.
Inside the Developer Tools, you can view detailed logging information on the
Console tab. You can view network traffic on the Network tab. To extract
information, copy specific text parts out of the Console tab.
For more information, see the Google Developer Tools documentation: https://
developers.google.com/chrome-developer-tools/docs/overview

Glossary
AAK
See SAP Add-On Assembly Kit (AAK).
After Image
Technical option to realize an delta upload from the source systems into the SAP
NetWeaver BW system. A data record loaded as After Image provides the status
of the record after it has been changed, or after data has been added.
AP processor
Accounts Payable personnel
Application Component Hierarchy
Hierarchy of folders to structure DataSources in SAP NetWeaver BW.
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 document types
Document types that need to be customized for ArchiveLink
ArchiveLink
Service integrated in the SAP NetWeaver Application Server ABAP for linking
archived documents and the application documents entered in the SAP ERP
system
Authorization profiles
The SAP administrator assigns authorizations to the users that determine which
actions a user can perform in the SAP ERP system. These authorizations are
stored in Authorization profiles.
BAdI
See Business Add-Ins (BAdI).

Glossary
Baseline
Set of functionality with pre-defined configuration and the starting point to

implement VIM
BasisCube
See InfoCube.
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 an SAP enhancement technique based on ABAP

objects. BAdI can be inserted into the SAP ERP 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.
Characteristic
Type of InfoObject in SAP NetWeaver BW that represents descriptions of fields,

such as Vendor ID, Invoice Number, Unit of Measure, and Posting Date.
COA
See Approval chart of authority (COA).
Coding
Coding allocates an invoice to G/L account and cost object if required.

Glossary
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.
Data Transfer Process (DTP)
Object in SAP NetWeaver BW to transfer data from source objects to target objects
DataSource
Set of fields in SAP NetWeaver BW that provide the data for a business unit for
data transfer to the SAP NetWeaver BW system; technically, it contains an extract
structure and an extraction function module.
DataStore Object (DSO)
Storage location for consolidated and cleansed data in SAP NetWeaver BW
DocuLink
OpenText DocuLink enables the archiving, management and retrieval of CRM or

ERP documents from within the SAP infrastructure.
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).
DSO
See DataStore Object (DSO).
DTP
See Data Transfer Process (DTP).
Duplicate analyzer
Person who is responsible to identify duplicate invoices

Glossary
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
InfoArea
Folder in SAP NetWeaver BW to organize InfoCubes, DataStore Objects, InfoObjects,

and InfoObject Catalogs
InfoCube
Self-contained dataset in SAP NetWeaver BW, for example, of a business-oriented

area; an InfoCube is a quantity of relational tables arranged according to the
enhanced star schema: A large fact table in the middle surrounded by several
dimension tables
InfoObject Catalog
Folder structure in SAP NetWeaver BW to organize InfoObjects
InfoObject
Smallest information unit in SAP NetWeaver BW. Key figures and Characteristics
are collectively called InfoObjects.

Glossary
InfoPackages
Object in SAP NetWeaver BW that specifies when and how to load data from a
given source system to the SAP NetWeaver BW system
InfoProvider
Object in SAP NetWeaver BW for which queries can be created or executed.

InfoProviders are the objects or views that are relevant for reporting.
Information provider
Receiving role for option Refer for Information
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 an SAP invoice is
created
Invoice requester
Person who requested goods and services for Non PO invoices
Key Figure
Type of InfoObject in SAP NetWeaver BW that represents numeric values or

quantities, such as Number of Invoices and Gross Invoice Amount.
LIV
See Logistic invoice (LIV).
Logistic invoice (LIV)
purchase order invoice

Glossary
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).
MultiProvider
Object in SAP NetWeaver BW that is based on InfoCube(s), DataStore Object(s),

and/or InfoObject(s). A MultiProvider is used as a layer for the creation of end user
queries; the MultiProvider itself does not contain any data; rather, data resides in
the BasisCubes.
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
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 ERP 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.

Glossary
Persistent Staging Area (PSA)
Data staging area in SAP NetWeaver BW. It allows to check data in an

intermediate location before the data is sent to its destinations in SAP NetWeaver
BW.
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 ERP. 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 Chain
Sequence of processes in SAP NetWeaver BW that are scheduled to wait in the

background for an event; used to automate, visualize and monitor the processes.
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.
PSA
See Persistent Staging Area (PSA).
Purchase order (PO) invoice
Invoice based on a Purchase order (PO)
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.

Glossary
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 ERP
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.
Transformation (TRF)
Object in SAP NetWeaver BW to connect source objects to data targets; it allows

to consolidate, cleanse and integrate data
TRF
See Transformation (TRF).
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 SAP ERP system.

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OpenText Vendor Invoice Management for

This guide describes the technical and functional aspects of

40 Avenue Monterey , Luxembourg, Luxembourg L-2163

Open Text Corporation

275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1

Copyright © 2013 by Open Text Corporation

No Warranties and Limitation of Liability

2 Understanding VIM .................................................................. 13

Part 1 One-time Administration Tasks 17

3 VIM Workflow Batch Jobs ....................................................... 19

4 Scheduling Batch Jobs for Data Download from SAP

5 Scheduling Batch Jobs for the ICC Dispatcher .................... 35

7 Maintaining Chart of Authority ............................................... 45

8 Administering Workflows ....................................................... 47

VIM070000-AGD-EN-2 OpenText Vendor Invoice Management for SAP Solutions iii

8.2 Linking Events for VIM Workflows .................................................... 47

9 Using the SAP Early Watch Service ...................................... 51

10 Administering the Approval Portal ........................................ 61

11 Configuring the Mobile Approval Portal ................................ 79

Part 2 Regular Administration Tasks 83

12 Setting Up Substitutes for Workflow Processes .................. 85

13 Reassigning Work Items Belonging to Another User .......... 87

14 Administering Workflows ....................................................... 97

15 Working with the IDH Admin Tool .......................................... 99

16 Running Year End/month End Procedure for Parked and

iv OpenText Vendor Invoice Management for SAP Solutions VIM070000-AGD-EN-2

16.3.2 Reference SAP Note ..................................................................... 107

17 ICC Configuration Data ......................................................... 117

18 Archiving VIM Information .................................................... 123

19 Auditing Using SAP Global Licenses Auditing Services

Part 3 Troubleshooting and Monitoring 129

20 Monitoring VIM Workflows ................................................... 131

21 Solving a Role Error in a Workflow ...................................... 137

22 Releasing Invoice Lock for Invoice Approval ..................... 143

23 Administering Workflows ..................................................... 145

VIM070000-AGD-EN-2 Administration Guide v

23.11 Frequently Used SAP Workflow Tables .......................................... 156

24 Creating a PDF History Log File ........................................... 157

25 Working with the Application Log ....................................... 161

26 Troubleshooting SAP NetWeaver BW ................................. 169

27 Monitoring and Troubleshooting the Approval Portal ....... 171

28 Troubleshooting the Mobile Approval Portal ...................... 195

GLS Glossary 197

vi OpenText Vendor Invoice Management for SAP Solutions VIM070000-AGD-EN-2

1.1 About Vendor Invoice Management

VIM is SAP centric.

VIM consists of the following components:

VIM070000-AGD-EN-2 OpenText Vendor Invoice Management for SAP Solutions 7

Figure 1-1: VIM components

ICC (Invoice Capture Center)

• Capture invoice metadata.

• Receive a list of invoices to be approved.

• Java based Approval Portal infrastructure running on SAP NetWeaver

8 OpenText Vendor Invoice Management for SAP Solutions VIM070000-AGD-EN-2

• Approve invoices on a mobile device, for example a Blackberry, an iPhone,

Exception Handling (Invoice Exception)

• Handle the exceptions that arise after a SAP invoice is created.

VIM Reporting / VIM Analytics

SAP CRM SSF Integration

• Integrate VIM with SAP NetWeaver Business Warehouse to integrate,