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Wednesday, 28 August 2019 19:20

VIM – 1 – SAP Invoice Management by OpenText – Introduction

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There are certain technologies in SAP which every one is aware of, but not all know

about it. Vistex is one area and VIM is another. In this article and series to follow, we will try to learn the basics of VIM and gradually dive deeper in the real project use cases of VIM. Lets explore the untrodden path.

What is VIM?

VIM or Vendor Invoice Management is an OpenText propitiatory solution designed to automate the vendor invoicing process of business.

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.

Also ReadVistex Contract Overview

Basic Terms used in VIM:

  • EnterpriseScan – OpenText product for scanning paper invoices into an electronic format for further processing.
  • 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.
  • Invoice Capture Center (ICC) – Optional OCR component by OpenText.
  • Archive Server – Networked server that enables storage, management and retrieval of archived invoices.
  • Archive Image – The invoice as it is stored in the archive server.
  • DP Document -This is the intermediate document, which is created to temporarily hold all metadata about the invoice, prior to becoming an SAP document.
  • DP# – Unique number to identify a document that is archived and ready for DP processing through VIM.
  • DP Document Type – This is a category in SAP that distinguishes the type of the incoming invoice for further processing decisions. (e.g. PO, Non PO, OCR, Non OCR).
  • Metadata – Also known as indexing fields, these are required to process the invoice

Overview of VIM Flow:

Stage 1: Image Capture

In this stage the invoice arrives at the customer. A distinction is made here between paper invoices that are scanned in and invoices that arrive electronically, which is becoming more widely used.

Stage 2: Key Data Capture

This is an optional stage that will be performed if the customer elects to use Optical Character Recognition (OCR) technology. The assumed technology will be OpenText’s Invoice Capture Center (ICC). However, the steps would be similar in nature if an alternative product were used.

Stage 3: Validation of the data

In this stage, the customer either validates and corrects the fields that OCR recognized or they complete the population of invoice fields into SAP manually. In either case, the invoice is then ready to be processed through VIM.

Stage 4: Creation of the SAP Document (AP Workflow)

In this stage the DP Document ( intermediate document ) is routed throughout the departments to fully qualify the invoice, apply the business rules, and to ready it for approval.

Stage 5: Posting of the SAP Document (Invoice Approval)

This is the final stage for the invoice. It has passed validation and is presented for approval. If it is approved, it will be sent to be posted in SAP. Here is where the DP document can become an SAP document.

Also CheckMy First Program in S/4HANA

List of Important Transaction codes:

Note that the main SAP OpenText VIM Transaction Code starts with /OPT/VIM. This is the master t-code where user can navigate to important screens in VIM.

Also, SAP VIM relies on other standard SAP t-codes like SPRO and other t-codes majorly related to MM and FI.

This is a small list of commonly used Main Open Text VIM T-codes:

  • /OPT/SPRO -> Configuration of VIM functionality
  • /OPT/VIM_WA2 -> VIM Analytics to analyze the DP documents. Specially used by technical team for analyzing the VIM workflow.
  • /OPT/VIM_WP -> VIM Workplace to view all the items related to self or team.
  • /OPT/VIM_7AX2 -> Test tool to create DP document with reference to existing DP document
  • /OPT/VIM_7AX1 -> Test tool to create DP document with no reference
  • /OPT/AR_COA_MAINT -> COA Table Maintenance
  • /OPT/BDC_POSTGR -> BDC for posting GR – Enjoy MIGO
  • /OPT/BDC_REV_GR -> Reverse GR for PO (Enjoy MIGO)
  • /OPT/BL_APR_CONF -> Coder/Approver Options Configuration
  • /OPT/VIM_ARB_CFG -> Ariba mapping
  • /OPT/VIM_BPF_TEST -> Logic Module Test Tool
  • /OPT/VIM_CP_TEST -> Business Rule Test Tool
  • /OPT/VIM_KPI -> Start KPI Web Dashboard

VIM Versions:

VIM 16.3 SP3 is the latest available in the market.

Upcoming Tutorials exclusively at So please stay tuned.

  • Detailed VIM Configuration
  • Overview of Compatibility matrix
  • VIM specific Functionalities
  • Fiori apps for VIM and basic configuration steps
  • PO Process
  • Non PO Process
  • Upgrading VIM
  • ICC overview – setup, configuration
  • Enterprise Scan Overview – setup and configuration
  • Archive Server Overview
  • Business Center and Business Center Capture
  • Information Extraction Service ( IES )

Feedback Please!

VIM is an interesting topic and you might have many questions boiling. Feel free to put them in the comments section below. I will reply to each and every comment.

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Step by Step Tutorials on VIM

Core Data Services Tutorials

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