OpenText VIM - Basic Configuration For Document Processing (DP) Document Types - SAP Blogs

2017625 OpenText VIM: Basic configuration for Document Processing (DP) document types | SAP Blogs
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OpenText VIM: Basic configuration for
Document Processing (DP) document types
February 10, 2014 | 13,034 Views |
Pankaj Pareek
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FIN (Finance)
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Audience: This is for those who are familiar with OpenText VIM.
Introduc걆�on
OpenText VIM is packaged solu걆�on for managing invoices. With
OpenText VIM one can be��er manage the workflow of the invoices, pay
https://blogs.sap.com/2014/02/10/opentextvimbasicconfigurationfordocumentprocessingdpdocumenttypes/ 1/22
correct amount to vendors, create various types of invoices, get the
aging report, keep check and various valida걆�ons (document type,
invoice informa걆�on etc.), elimina걆�on of errors and duplicate check.
Having a highly configurable design allows VIM to accommodate various
business scenarios and cater needs to various organiza걆�ons.
VIM preprocess data before crea걆�ng SAP document. Once system
validates all the business rules and pass the document then document in
SAP is created. DP comprises of following:
Components Descrip걆�on
Document Type Highest level a��ribute. It determines screen layout
and SAP transac걆�on to be called.
Process Type Each document type needs at least one process
type. It affects the process flow. It determines
ini걆�al actors and collabora걆�on op걆�ons available to
actors.
Business Rules Sets of logical condi걆�ons required for valida걆�ng
data from external systems.
Roles Grouping of actors in various categories
Op걆�ons and The two basic op걆�ons are: Ac걆�ons and Referrals.
op걆�on types Ac걆�ons are based on transac걆�ons or workflow
tasks.
Duplicate Check For configuring different duplicate check logic
infrastructure
Configuring DP document types
OpenText provides standard document types for most of the scenarios
however one can create a custom document type by following below
steps:
1. Create SAP ArchiveLink Doc Types: Go to T‐Code OAC2 and create new
SAP ArchiveLink document type by providing values for Document Type,
Descrip걆�on and Document Class.
It is recommended to maintain one SAP ArchiveLink for each DP doc
type even if the process is same as it allows separa걆�on of database and
custom func걆�ons.
2. Create new DP Doc Type:
a. Go to T‐code /n/OPT/VIM_1CX1
b. Click on ‘New Entries’ bu��on (In case you wish to edit exis걆�ng one
then double click on the document type)
c. Enter following details: Descrip걆�on, Document Index Type (Indexing
using OCR, Online Indexing, No Indexing, and Indexing using IDOC),
Invoice Type, Number Range, SAP FI Doc type, Archive Doc Type, Line
Item Data, Duplicate Check Group, Duplicate Check Role, Default Process
type, Pos걆�ng Role, Rescan Role, Check Display Index Data checkbox,
Check Skip Dashboard checkbox and Check Display Image checkbox.
NOTE: Indexing is a process of filling up the invoicing details in the DP
document.
3. Define Process Type:
a. Got to T‐Code /n/OPT/VIM_1CX1. Select the created DP Document
Type
b. Double Click on Document Process and select the process type.
Click on Details bu��on
c. Check the Ac걆�ve checkbox bu��on. Select the value of BDC
transac걆�on ID and Background Tran ID (BDC transac걆�on ID is used to
process an SAP transac걆�on to create SAP document in user context.
Background Tran ID is used to process SAP transac걆�on to create SAP
document in background). Enter value of Autopost flag (X: for
background processing) and parking reason.
4. Configure Index screen op걆�on:
a. Go to T‐Code /n/OPT/VIM_1CX1. Select the created DP Document
Type.
b. Double click on Index Screen Op걆�on and click on New Entries
Bu��on.
c. Provide following details: Process Type, Descrip걆�on, Current Role
(Role which processes the Work Item), Check on Allow Changes check
box, check Show Duplicates check box, select Ini걆�al Tab (Dashboard and
Index Data), Select Enable Simulate in case you want to skip certain
business rules, check Disable Obsolete check box in case you want to
hide obsolete bu��on in dashboard and check Disable Rescan check box
in case you want to hide Rescan bu��on in dashboard.
5. Configure Automa걆�c Image Display:
a. Go to T‐Code SM30 and enter /PTGWFI/Z_CONST in Table/View and
Click Maintain.
b. Under product code 005 double click constant
DASHBOARD_IMAGE_AUTO. Enter value X and save.
6. Define Process Type determina걆�on sequence:
a. Go to T‐Code /n/OPT/VIM_1CX1. Select the create document type
and double click on Proc. Type. Det. Sequence.
b. Enter following details: Step Id, Process type, check Exclude from
Simulate checkbox to exclude business rule from simula걆�on and check
Bypass possible checkbox to enable bypass of business rule
c. Select the step and double click on Sequence Steps. Enter value for
Step Sequence, Field Name for the field that needs to be validated,
check type (Table Field, Check Func걆�on, Constant Value, Required Field)
7. Maintain PO line Determina걆�on: When data is captured from external
system then PO line number might not be supplied thus this step helps
to determine the PO line number in such scenario.
a. Go to /n/OPT/VIM_POL
b. Enter PO Line Det. ID (should start with 1), Check Func걆�on (custom
func걆�on to determine PO line number. It is blank by default and
OpenText standard func걆�on module is used).
c. Double click on PO Line Determina걆�on Fields and maintain fields
you to bed used for PO line determina걆�on and save.
d. Go to /n/OPT/VIM_1CX1. Double click on Document Type and enter
the value for Determina걆�on Logic ID. Save.
8. Maintain Tax Code Determina걆�on:
a. Go to T‐Code /n/OPT/VIM_1CX1. Double click on Document Type
and select the radio bu��on for required op걆�on. In order to get the tax
code from vendor master then select ‘Tax Code from Vendor Master’.
b. In case tax is determined using OpenText tax table (table:
/OPT/VIM_TAX_CFG) use t‐code /n/OPT/VIM_BL_TAX_CFG
c. Select applicable checkbox for tax calcula걆�on (Auto Calculate Tax,
Allow Zero Tax Rate, and Allow without Rate).
9. Configure Duplicate Check: This is to check in case a duplicate
document is created. A᡹�er iden걆�fying the document can be routed back
to the predefined role for further processing.
a. Go to T‐Code /n/OPT/VIM_1CX5
b. Click on New Entries bu��on and enter the Duplicate Check Group
number, Descrip걆�on, Duplicate Check Type (Func걆�on Module and Index
Data Field) and Ext. Dup. Check Func걆�on. Select Run Duplicate Check in
Central System
c. Select the created group and double click on group field and
men걆�on the fields for duplicate check
10. Determine PO invoices by Vendor Table: Table /OPT/VT_DOC_DET
contains vendors that send PO based invoices. Vendor can send invoices
without providing PO number. If vendor is not found in this table then
system checks for PO number.
Alert Moderator
36 Comments
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Raja Ramasamy
July 2, 2014 at 6:36 am
Hi Pankaj,
Thanks for the high level document
Can we implement VIM without ICC ? You have not mentioned anything about
workflow setting.

Regards
Raja
Pankaj Pareek Post author
July 2, 2014 at 8:58 am
Hi Raja,
I am planning to publish more documents on VIM giving insights on
various configuration settings including chart of authority and workflow
settings.
VIM can be implemented without ICC also but ICC helps to
significantly reduce the effort and time. It also streamlines your AP
management by handling complex scenarios. All the projects I have
worked on have ICC.
If you need document on any specific topic then please let me know. I
will try to share one with you on that topic.
Regards
Pankaj Pareek
Luz Ángela del Pilar Castro Castillo
July 4, 2014 at 6:17 pm
Hi Pankaj,

New COA is giving me a hard time, it would be nice to
have some more info beside those in VIM books by OT.

Thanks,

Pilar
July 6, 2014 at 4:01 am
Hi Luz Ángela del Pilar Castro Castillo,
Give me few days I will prepare document on
COA. Also if you need any specific
information then let me know. I will try to
include that also.
Regards
Pankaj Pareek
April 19, 2016 at 4:49 pm

I have published a new document on VIM
roles. I have discussed on new CoA in it.
Please check out. You might find it useful. In
case you still have any issues then please do
let me know. Please check: OpenText VIM:
Roles creation
July 7, 2014 at 2:08 pm
We are working on how does it work with the flow of CoderRequesterApprover, as
well we have been configurating old COA because if we try directly in the new COA
the fields don´t let it to be changed.

Another question is that we have more than one capture location and we don´t
know how to reflect this from ICC in VIM.

Thanks for any help,

Pilar C.
July 8, 2014 at 8:23 am
I have already started preparing document for chart of authority. I will
include Invoice Approval Process (IAP), Chart of Authority (COA) and
various roles in that. We are already working with CoderRequester
Approver process in my current project and so I will share some
scenarios with you in that.
I will check for your second question on ICC. I have received few
queries on ICC so that will be my next topic once done with COA.
Regards
Pankaj Pareek
July 8, 2014 at 1:11 pm
Great!

Thank you…

Pilar C.
September 11, 2014 at 6:19 am
I was not able to publish the document for
COA for long time due to other
engagements. I have published it now. I have
tried to cover basic configurations and their
usages. You can check it here: OpenText
VIM: Invoice Approval Process and Chart of
Authority
Please let me know if you have any specific
query about any topic.
Thank you
Regards
Pankaj Pareek
Alejandro Jimenez
October 23, 2014 at 4:31 pm
Hi Pankaj.

thanks for the document, really it was helpfull for us during our implementation.

Currently we have a question for you.

when the invoice skip the validation in VIM, the system created a finantial
document in status LOCKED. then we need to cancel or delete the document. how
can we avoid this behavior.

We know that VIM uses the BAPI BAPI_INCOMINGINVOICE_CREATE and we
wanted include new validations (type MIRO) into this one.

we tried with the EXIT EXIT_SAPLMRMH_015 with FM
MRM_DUPLICATE_INVOICE_CHECK’ but it wasnt succesfull.

we would aprecciate your help. we had considered diferents options without
results.
thanks in advanced. have a nice day.

October 26, 2014 at 6:43 am
Hi Alejandro Jimenez,
I am glad that this document helped you. You can also check:
OpenText VIM: Invoice Approval Process and Chart of Authority
Coming to your question. The scenario is not very clear to me. We can
manually exclude few or all the validation under business run and post
the DP document which will in turn post invoice.
Do you wish to make sure that all validations are applied and then only
DP document is posted? Please elaborate with example as what you
are trying to achieve and then I will be able to help you with it. Looking
forward to hear from you.
Thank you
Pankaj Pareek
Alejandro Jimenez
Hi PAnkaj.

Thanks for your answer.

you are right in your sentence:
Do you wish to make sure that all validations are applied
and then only DP document is posted?

HEre we dont have different status or procces for the
invoices as PARKED,Waiting by approval. etc. we POst
directly the invoices

All DP that VIM proccessed could to become Invoices
posted in ECC. so. when the system tries to check the
invoice, finished with error. and the invoice is created in
status LOCKED. We want to avoid this status, and avoid
the error before that the invoice is creating.

Example. The vendor send us the same invoice twice. we
had configuration error in our validations, So, VIM never
detected the duplicity for these documents.
The first time the system creates the Invoice and post
it. the second time, the system create one also with status
Locked, because the combination PO/GR is consumed for
the invoice proccesed in the step early.

Would be great if we could include validations into the
BAPI during the creation, like: check the tolerances, the
variation in the quantities, other validation no standard.

actually we have diferents validations in VIM, and we
checked the duplicity in order to avoid problems. but we
want to know if we have the option to do it during the
invoices creation.

Kindly regards.
October 28, 2014 at 5:19 am
Hi Alejandro,
Thank you for providing detail description. I
understand that you wish to put some
validations before the DP document is posted
for invoice creation so that in case any
validation is missing or not applied then it is
being taken care of by exceptions thrown by
SAP system and DP document does not
goes into locked status.
I am have do little research on this but we
applied 23 more business rules from the one
that already are available in order to handle
the situation even for tolerances and
variation (as decretion and accretion
scenarios).
I will check if I can get something to address
your problem.
Regards
Pankaj Pareek
GUILLERMO DANIEL FUENTES SEPULVEDA
January 6, 2015 at 8:58 am
Hello Pankaj:

I tried to contact you via private message but since we are not connected I can’t do
so.

I see that you’ve published material on OTVIM, by any chance do you have any
more material or documentation?

I’ve been trying to get documentation on the matter but unlike SAP, documentation
on VIM is really scarce on the web.

We currently have an implementation on the company but we have a lot of issues
since the entire implementation was produced by a consulting firm and they are
extremely tight on releasing any documentation on what the did.

Any additional info you have will be very much appreciated.

Regards!
January 10, 2015 at 1:37 pm
Hi Guillermo,
Sorry for delayed response. I have been very busy lately. I do have
documents but they are too large to share. I know documents are
easily available on this topic. I will suggest to take help of a VIM
consultant on this. He/She will be able to address to all your concerns.
Regards
Pankaj Pareek
Viswa Nadh
July 21, 2015 at 8:43 am
Hi Pankaj,

If you have any documents related SIM. Please send me to my personal mail id:
viswanadh2000@gmail.com.

Already we both worked in one project.

Regards,
Viswanadh
Patralekha Dutta
August 22, 2015 at 1:49 pm
Hi Pankaj,
Really helpful.
August 27, 2015 at 4:00 am
Hi Patralekha,
Thank you for kind words.
Regards
Pankaj Pareek
Harshmeet Singh
September 14, 2015 at 7:44 pm
Thanks for the Description. I have a SAP VIM OpenText application and want to
modify the text of the hyperlink or hide few buttons.

Where can I find the code for making such changes. Any .war or jsp files you can
suggest

Thanks
Harshmeet
September 16, 2015 at 8:00 am
Hi Harshmeet,
In my understanding you want to make changes to button like “Refer
to AP Processor” etc. These are part of process options. When you
define a process option you can choose to make them a button or
hyper link. You can also edit the text that will be displayed. Go to
/n/opt/spro and search for process option. The path for it is different
for version 6 and version 7.
Once you have made changes to the process options then go to
define process type. Under each process type you need to add or
remove the process option against the role (like, AP_PROC,
REQUISTIONER, INDEXER etc) to make the button available or not.

Also, in case you want to make any field hide or visible or mandatory
for a DP document then please edit Header or line item details for DP
document. The path is again different for version 6 and 7.

Hope this helps
Regards
Pankaj Pareek
Johan Baylift
Hi Pankaj,

First of all, thanks for the post: Really hopeful.

We have an issue and I hope you could help us:

Our users had a VIM document for one PO, but decided to post it out of VIM. And
now, they would like the VIM document to be linked to the MM incoming invoice
document (/OPT/VIM_2HEADBELNR_MM,…..), the workflow to be finished and,
consequently, the WI to disappear from their inbox.

Is there any standard way of achiving this? Or at least finising the wf withouth using
nor an option ID neither the set to obsolete button? A Z report could also be in the
scope.

I hope you could help us… And thanks in advance, anyway.

Best regards,
Johan
Hi Johan,

I am glad that the post was helpful to you.

I pondered a lot on your question. Sorry but I was not able to figure
out a standard way to do that without doing any customization. I am
checking on this and if I get anything I will come back to you.

Warm Regards,
Pankaj Pareek
Johan Baylift
Hi Pankaj,
Helpful and hopeful, because starting with VIM needs for
a lot of hope and help… Now we have managed to
control the beast, but it was quite difficult at the beginning
and these posts encougared us to go on.
I supposed (probably wrong) this couldn’t be managed via
the standard with an Option ID or whatever. Please, if you
know of an standard way of doing so, please let us know:
the standard is always the best option, an only a question
of managing that change of customizing with our users.
And thanks a lot for your feedback. Best regards,
Johan
Prasad Chougule
November 18, 2015 at 2:32 pm
Hi Pankaj,

I am getting one Issue in VIM notifications from OT ,we have configure a class
OPT/CL_C_IDH_CHANNEL_EMAIL , email is coming to SOST inbox but not
triggering OT Class, Email is not reaching to VIM .

Any Help appreciated.

Many Thanks,
Prasad.
rahul reddy
August 31, 2016 at 7:19 am
Hi Pankaj.
thanks for the document, really it was helpfull for us during our implementation.

Currently we have a question for you.
can we create one presetting folder for ocr and non ocr senario??
if yes how system will identify wheather it is PO or NPO….
Hi Rahul,

I am glad that my document was of your help.

I have written one document on Archivelink. Here, I have described
how to create presetting folder. Please check OpenText VIM:
ArchiveLink Configuration. I hope this might help you.

Regards
Pankaj Pareek
Parveen Sultana
Hi Pankaj,

Can you pls help me with the configuration of using DMS
with Open Text on Sales & Purchasing for storing
documents of type PDF, TIFF, WORD.

Sales – Sales Contracts, Delivery, Invoice
Purchasing – Purchase Contracts

Requirement is to store the documents on to the SAP
document from local desktop and which gets stored in
Open Text.

Thanks
Parveen
Priyank Dev
October 21, 2016 at 10:12 am
Hi Pankaj,
I am from workflow background and would like to know the process and
customizing needed to drive the workflow in VIM.I would also like to know from
scratch from workflow perspective that are being used for VIM
implementation.Could you please share any documents to help me peruse in VIM.
Regards,
Priyank
February 3, 2017 at 7:44 am
Hi Priyank,
Sorry for delayed response. I have been very busy with current
assignment and was not able to check SCN.
I am not having any documents prepared for it now. I will try to prepare
one and share but this might take some time for me due to current
engagements. Please drop your query in the meantime.
Thank you
Pankaj Pareek
Uday Goutham Reddy Narreddy
November 3, 2016 at 5:21 pm
Hi Pankaj,
We have got an issue, For non po, if approver doesn’t have manager, it is going for
one more level of approval, and the next level of approver doesn’t have an option
to approve or Reject.
We don’t want it to go for next level of approval, we want to post it after 1st
approver approve.
Please help in resolve it.
Regards
Uday
Hi Uday,
Sorry for the delayed response. I believe the issue must have been
resolved by now.
If not then please share COA settings. Also, let us know if you are
using any custom solution for this. Like in my current project I am
using Z table for managing this due to additional complexities.
Regards
Pankaj Pareek
gaurav khairnar
December 21, 2016 at 2:46 pm
Hello Pankaj,
I am try to Post NonPO invoice in development system by clicking on Apply Rules
in DP document dashboard of SBWP, after this i am getting document status as
created in /n/opt/vim_analytics with same role of NPO_INDEXER.
but when i am performing the same activity in qaulity document status appear as
Awaiting approval and goes for approval with another role.
I ma from technical background so not able to find any particular missing config as
coding is same in both systems.
can you please try to suggest some points.
BR
Gaurav
Hi Gaurav,
Sorry for delayed response. I hope this is resolved. There can be two
possibilities:
1. The configuration for process type for the DP document might differ in
both environment
2. The document is having faulty data due to which a business rule is
failing and sending it back to the Indexer.
In order to check this you will need help from some functional
consultant. It will be difficult for me to help you without sharing the
screen and checking into your system.
Regards
Pankaj Pareek
HARIKRISHNA KUNIGALYOGA
February 22, 2017 at 7:34 pm
Hi Pankaj,
I have gone through your open text VIM Basic configuration document, I need to
configure user email address in ICC , Not sure of steps. Request your kindness to
help me – please provide the steps to configure user email address in ICC. Thanks
in advance.

H.Yoga
Lokesh Maini
April 20, 2017 at 10:44 am
Hi Pankaj,
Thanks for the information, It is really very helpful.
Can you tell me how archive document type is linked to DP document type ?
I mean how a particular DP document type is picked up when we drag and drop in
OAWD ?
Patrick Meldrum
April 27, 2017 at 5:06 am

Hi Pankaj,

May i know the settings required to work for Ariba invoices into VIM[Open text] ,
recently we had our quality refersh post Ariba invoices are not passing into VIM.

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