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OpenText™ Vendor Invoice Management for SAP® Solutions

Streamline finance processes across departments

OpenText Vendor Invoice Management for SAP Solutions overview

OpenText™ Vendor Invoice Management for SAP® Solutions is an industry leading invoice management and processing solution. An integral part of SAP, Vendor Invoice Management for SAP® Solutions includes pre-configured rules, roles and actions to fully automate invoice receipt and posting. Vendor Invoice Management for SAP® Solutions goes beyond finance to cover order confirmations, delivery notes, sales orders and remittance.

What is an SAP automation solution?

An invoice automation solution that is fully embedded into SAP helps companies optimize end-to-end information processing inside SAP. SAP automation solutions also cover all other document-centric SAP processes, including sales order, quotation, delivery note, order confirmation, remittance advice processing. The best invoice automation solutions for SAP are integrated into the system of record, taking advantage of the high security standards, providing data privacy and end-to-end workflows.

OpenText Vendor Invoice Management for SAP Solutions features

Out of the box scenarios

Includes pre-configured processing for SAP related documents, such as sales orders, remittance advices, delivery notes and invoices based on industry best practices.

Pre-configured rules, roles and actions

Optimizes and automates processing of most common invoice flows, with country specific rules and checks that are easy to extend and enhance.

Machine learning and AI

Enables automation by using AI to simplify tasks, such as invoice approvals as well as machine learning to intelligently minimize data entry and user actions.

Automation and collaboration

Automatically classifies and routes exceptions and related documents to the right person for resolution, approval, payment or any further action.

Direct access to all information

Enables stakeholders involved in any dispute to quickly and efficiently access relevant information using any device via native and SAP Fiori® user interfaces.

ECM integration

Seamlessly integrates with OpenText information management solutions for SAP, including OpenText™ Extended ECM for SAP and OpenText™ Core Archive for SAP Solutions.

OpenText and SAP better together eBook: Finding new ways to deliver value for customers around the world

OpenText Vendor Invoice Management for SAP Solutions benefits

Accelerate operations

Streamline document-centric processes throughout the enterprise, including low volume scenarios where automation creates high value returns.

Boost productivity and revenue

Intelligently prioritize invoices and customer orders and automate routing, approval and payment processes, leading to better terms.

Promote compliance and prevent fraud

Adhere to pre-configured rules, roles, actions and industry best practices to ensure customers stay compliant at every stage of the process.

Profit from out of the box approach

Benefit from pre-configured solutions avaailble for most common SAP document types, such as invioces, sales orders and delivery notes.

Additional solutions

Customer success stories

OpenText Vendor Invoice Management for SAP Solutions enables us to handle hundreds of thousands of inbound transactions, regardless of the channel chosen by our suppliers.

There is absolutely no way the team could handle processing if the OpenText solution was not in place. They would not be able to keep up with the volume of work manually. We need the automatic flow rate to stay where it is because we don’t even have to look at 90 percent of incoming documents. We couldn’t pick up that volume overnight if the system went down, so we are highly dependent on it. It’s now a business-critical process.

Extending our use of OpenText Business Center and its support of SAP Fiori applications was an obvious and natural progression for us, further extending the value of our investment in OpenText. It also paves the way for future innovation around the use of mobile devices, which will further increase efficiency, speeding up processes and further reducing costs.

From a process efficiency standpoint, what we have seen is a 20% reduction in our overall cycle time, a 20% reduction in duplicates, and a 50% reduction in approval cycles.

Listen to customers

Discover the value customers have gained from OpenText solutions and access key assets, such as ROI calculators and Forrester TEI.

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SAP VIM Overview: Technical and Functional

SAP VIM Overview’s Post will give you a wide idea about SAP VIM.

SAP VIM OpenText is an add-on to SAP in order to optimize the management and processing of Vendor Invoices within Accounts Payable processes.

ReadSoft is a serious alternative for VIM OpenText with less functionalities than OpenText Solution.

SAP VIM Workflow Overview

Trying to summarized the flow for Invoice with SAP VIM, we will found these steps:

Digitizing of Vendor Invoices

If the invoice is on paper, it should be scanned to SAP and integrated in the system.

Fill required/Missing Data

In same case, an intervention of a user is required to correct billing data.

Run Business Rules

In this step, we check if the document pass all the business requirement.
A sample of the business rule is to check if the Vendor exists and not blocked in SAP.

Once the Business Rules verified, a validation workflow will be fired to the responsable.

Invoice approval

The Invoice Approval can be customized and depends on the company business flow of billing.

Posting Bills

The last step is accounting the bills.

For more details about the different processing Status and worflow of DP in SAP VIM, check my other article.

SAP VIM Overview Technical

SAP VIM Main Tables

Let’s start this SAP VIM Overview by defining the how SAP VIM Data are set.
Check this article for the long list of SAP VIM Tables.

SAP VIM Main Tcodes

In SAP VIM, find the list the SAP VIM Main Tcodes.

The following list contains Tcodes for VIM Documents handling, VIM Customizing …

Some SAP VIM Flows and functionalities

How to Retrieve SAP VIM Default Approval from the Cost Center

To discover a method How to retrieve SAP VIM Default Approval from a Cost Center and a Document Type, check this article

How to Extend SAP VIM IIC Cockpit

SAP VIM Integrated Invoice Cockpit: Extend Cockpit with Custom specific Fields in /OPT/VIM_IIC.

Step by Step SAP Tutorial how to add new custom fields and fill specific Data fields.

How to request SAP Down Payment with VIM

It is this link, a sample example, a step by step tutorial, how to create a SAP VIM Down Payment.

The article will explain both technical ans functional side.

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OpenText VIM for SAP Basic Process and TCodes

OpenText VIM or Vendor Invoice Management is associated with the accounts payable process. In this post, we will cover the basic end to end process of VIM for SAP and each of the transaction codes.

For now, let us focus on the keyword’s “vendor” and “invoice”. In case you need an overview on the accounts payable process, you may refer to “SAP CHEAT SHEET: Basic Accounts Payable / Procure to Pay Process”.

Overview

What is OpenText VIM for SAP?

From the OpenText website, VIM for SAP is formally defined below.

OpenText™ Vendor Invoice Management for SAP® Solutions (VIM) optimizes and simplifies the process of receiving, managing, routing and monitoring invoices and related documentation. Stakeholders involved in any invoice problem can quickly and efficiently access invoice information, such as relevant PO number, status of invoice payments and more.

As such, we can expect several vendor invoices in SAP managed through VIM for further processing. Take note that in this packaged solution, you can expect features such as:

Why is Invoice Management Needed?

When we talk about the capabilities and features of OpenText VIM, we consider the following:

Because of these considerations, we want to establish more efficient, proper, and simpler invoice management processes to ensure accuracy and minimize manual errors through an automated / electronic system.

Basic Process

The basic process will cover two kinds of end to end flows (with their corresponding transaction codes).

In this post, we will also cover ICC or Invoice Capture Center which serves as the OCR (Optical Character Recognition) component of OpenText VIM. You may have noticed the “with OCR” indicated in the automated paper to post invoice management portion.

…Okay, so we know the acronym OCR… but what is its use?

It is through OCR that facilitates the scanning of documents, interprets the generated images, and converts them to system text – think less typing more scanning.

Automated paper to post invoice management (with OCR) process

This process involves the optical character recognition component of OpenText VIM. You will notice that in the process diagram below, the invoices need to be prepared and then scanned before it reaches SAP.

The orange dotted lines indicate that this process happens outside of SAP – specifically in the ICC or the Invoice Capture Center. You can think of this as a separate server or environment where the scanning of invoices take place.

Automated paper to post invoice management (with OCR) process

Automated paper to post invoice management (with OCR) process

E-invoicing process

In comparison to the previous process flow, you will notice that the green dotted lines cover the whole e-invoicing process. This means that all steps are within SAP.

Instead of dealing with scanning and OCR, invoices can be sent electronically to SAP (thus, the concept of e-invoicing) through EDI or Electronic Data Interchange. One good example is through the use of IDocs or Intermediate Documents. Overall, invoice details will be sent to SAP by EDI which will trigger the usual process of processing data, checking for duplicates, so on and so forth.

You will notice a general transaction code for IDocs “WE10” in the process below because you are expecting an inbound IDoc. WE10 in this case, will help you search for a specific IDoc.

eInvoicing Process

eInvoicing Process

Additional Information

3-Way Matching Principle

The concept of 3-Way matching is covered in VIM.

…What is the 3-way or three-way match?

In general, the 3-way match is a process used in accounts payable specifically when dealing with vendor invoices.

In SAP, you can think of it as a way to control, check, and verify that the purchase order (PO), Goods Receipt (GR), and Invoice (INV) ALL match in terms of price, item, and quantity.

…Okay, so why do we have to do this 3-way match? …What is the purpose of the 3-way match anyway?

When we talk about the Accounts Payable process, recall that this process involves payment. At the end of the day, we need to pay the vendor accurately.

We also want to ensure that we do not double pay or have duplicate payments. In concept, the 3-way match prevents us from incorrect payments and (in a way) prevents transaction with fraudulent invoices. You can read more about the 3-way match in the linked reference.

Status Check in Admin Tool for Monitoring

Below are some of the statuses you can find in transaction code /n/OPT/VIM_7AX8 Admin Tool for Monitoring. This transaction code is especially helpful to monitor the status of the invoices.

Other Transaction Codes and Tables

Processed data can be seen in standard VIM tables such as “/OPT/VIM_1HEAD” and “/OPT/VIM_1ITEM”. You can refer to my post on “OpenText VIM for SAP Solutions: TCodes and Tables for Troubleshooting” for more information.

Replication of data can be done through “/n/OPT/VIM_7AX2” for OCR scenario or “/n/OPT/VIM_7AX1” for non-OCR scenario. Take note that the 2 nd transaction code or the non-OCR scenario can be tested alternatively by WE19 where you can simulate an inbound IDoc to SAP.

Note: The WE19 approach requires you to know the function module used for processing the VIM related IDoc data. If you do not know the function module, you can refer to “Guide to Troubleshooting IDocs: SAP Functional Consultant“.

OpenText Customization

Feel free to check on the OpenText Customization through transaction code “/n/OPT/SPRO”. Some of the few configurations you check are the following:

A. Incoming Document Processing – This focuses on the settings and configurations for incoming documents. In the highlighted row below called “Maintain Channels”, this is an example where you define the different channels you expect for the incoming VIM documents.

For example, if you are expecting VIM documents as:

B. Document Type Configuration – This focuses on the settings and configurations involved in a document type. In the highlighted row below called “Maintained Document Types”, you will notice on the next screenshot that you can specify how a document will be processed.

Document Type Configuration

Assuming you have selected the DP Document Type in your system, you will notice that you can setup the processing sequence by indicating the Step ID, Process Type, and Process Description. You can also define some additional settings with the help of the checkbox settings per Step ID.

Process Sequence

Summary

What is OpenText VIM for SAP?

Why is Invoice Management Needed?

Basic Process

Additional Information

Please note that there is OpenText IES (Information Extraction Service) that has been launched by OpenText. Essentially, this replaces ICC (Invoice Capture Center) and BCC (Business Capture Center).

For some who have not upgraded, ICC and BCC remains. If you would like to read more about IES, you may refer to the official OpenText blog post “Information Extraction Service – An innovative approach to capture“.

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OpenText VIM: Invoice Approval Process and Chart of Authority

Introduction:

The document provides the overview of invoice approval process cycle in OpenText VIM for both PO and Non-PO invoices along with important configuration steps involved. It also covers linkage of process types and chart of authority in invoice approval process along with their configurations.

Invoice Approval Process:

OpenText VIM provides the facility to approve the invoices before they are created in SAP. The approval system is easily configurable and highly customized with provision of multi-level approval. Approval process is available for both PO and Non-PO based invoices. Non-PO invoices support multilevel approval. PO invoices have only one step approval but can be customized for multilevel approval. Approval can be delayed by sending the invoice to AP Processor first. Approval process ends when the invoice is approved and posted or deleted or rejected.

Important roles involved in invoice approval process:

Figure 1: Invoice Approval Process

Approval can be handled at two stages:

Figure 2: Configuration for document parking reason

BLOCKRSN 9 is for PO based invoice and V is for Non-PO based invoice. ‘Start Approval Immediately’ starts the workflow immediately without delay.

Configure Process type : A process type needs to be created for approval when approval is required at DP processing stage. Process type can be defined using transaction /n/opt/vim_8cx1. Below are the important fields:

Figure 3: Process Type

To receive and send email the configurations are done in the process type for respective function modules.

IAP Process Configuration :

Below are the important steps involved in the invoice approval configuration.

Figure 4: Expense Types

Figure 5: Certify Message Configuration

Figure 6: General Ledger Fields and Search Help for Web Screen Fields

Chart of Authority :

Chart of Authority (COA) is required to setup the approval hierarchy for Non-PO invoices. In case of PO invoices baseline implementation determines the
requester as the first approver and is the only approver unless a customization is done for PO approver. In COA one can configure the approval hierarchy, the approval limit and coder for the invoice approval process. T-code to access the COA is /n/opt/vim_7cx1. There are three views available in COA.

Figure 7: User Details View

Figure 8: COA Details View

Figure 9: Coder Details View

The user details contains all the users and the managers to whom invoice will go for approval. The approval limit is set in COA details and corresponding coder can be determined from coder details. Thus process type helps to know is approval is required or not and COA helps to know who will be approving.

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Tax benefits of using SAP / OpenText Vendor Invoice Management

Simple, time efficient and effective

OpenText Vendor Invoice Management (VIM) works with SAP® ERP to streamline accounts payable (AP) operations. VIM optimizes and simplifies the process of receiving, managing and monitoring invoices for AP personnel and vendors. Deloitte has a strong team supporting our clients to implement SAP/OpenText VIM.

Introduction

Most companies strive to achieve a “no-touch” process, where the invoices go straight from validation to posting. However, one of the challenges to automate is the tax code assignment since this can’t be captured from the invoice. The available Automatic tax code determination for invoices solution developed by Deloitte Belgium enables you to:

Vendor invoice processing is more and more automated, but do you feel your tax process is robust enough? Deloitte helps you in building the necessary indirect tax controls.

Do you feel your tax process is robust enough?

Our solution

Our solution: indirect tax controls

By making use of the full potential of the possibilities in VIM, Deloitte has combined their Tax expertise with OpenText technology and developed a logic to include Indirect Tax controls within the AP process. Based on a combination of the data read from the supplier invoice during the scanning process, the master data and the transactional data, our logic will route the invoice to an exception flow in case certain legal requirements are not met.

If needed, new and custom checks can be developed to meet all business and tax requirements.

Our solution: Automatic Tax Code Determination

The Automatic Tax Code Determination for invoices solution by Deloitte has the objective to assign a correct tax code to each line item of PO and non-PO invoices using master data and PO data (for PO invoices) similarly to other existing logics. The added benefit of Deloitte’s logic compared to traditional tax code determination available in SAP is that invoice data is also used in the determination logic. This means that data which is only known at time of invoice receipt is also taken into consideration (e.g.: the actual location where the supplier is delivering from).

In our logic there is a standard set of data elements to take into account during the determination process (e.g.: bill from, bill to, ship from, ship to, material, incoterms, etc.). This data set can be limited or extended with other elements dependent on the company’s needs.

In order to support companies from a global perspective, we also foresee integration with tax engines such as Vertex, ONESOURCE, etc.

Main benefits

The available options for assigning tax codes in SAP often result in challenges (e.g. the manual input of the tax code at PO creation and/or at invoice receipt, or the use of condition tables to determine a tax code at PO creation). The difficulties with these approaches are diverse: they impact the purchasing department negatively, integration can be complex and data might not be available or accurate.

The main benefit of the Automatic tax code determination for invoices solution is that the tax code is being determined at the moment of invoice processing, when all information is available. This not only reduces the risks linked to non-compliant invoices that could entail a rejection of the input VAT, but also increases the accuracy and speed of tax coding, ensuring that invoices are reported in a timely and correct manner. Another benefit is that our solution can be implemented in existing VIM environments.

How does it work?

The logic takes place as soon as the invoices enter OpenText Vendor Invoice Management and during exception handling. This allows you, in case not all the necessary information is captured by the OCR, to manually enter a missing parameter and retrigger the logic within the Invoice Cockpit.

The logic acquires the different data elements for tax code determination, which are the input parameters for the tax condition table. By combining all the different data elements, it looks up a tax code from the tax condition table and finally assigns a tax code to each line item of non-PO and PO related invoices.

Analytics

Deloitte is not only providing a tool to automate tax code determination, it also provides you with a solution that enables or prevents the end user to overwrite the value determined by the logic. If the end user overwrites a value, the Deloitte solution keeps track of it by providing an audit trail on e.g. which user did the change and when. Also in case the determination fails at invoice entry, the logic tells you which parameter is missing to enable you to complete it and retriggers the logic within the Invoice Cockpit.

Deloitte’s added value

The Automatic Tax Code Determination for invoices solution by Deloitte has been created by combining our technology and tax know how. As such, we are not only providing the logic but also the tax content.

Our Indirect tax team will analyze the company’s purchase flows and determine a correct tax code for each possible scenario. As the solution is flexible, it will be adjusted to fit your needs.

Leveraging from our experience, we are able to provide this solution to customers for a limited cost compared to the benefit of reducing the time spent and compliance risk mitigation.

Want to know more about this solution?

Sven Wylock

Director, Consulting

Sven Wylock leads the OpenText CoE practice for Deloitte in EMEA, covering advisory and implementation services on the full OpenText value proposition. His personal expertise is mostly requested in th. More

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