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OpenText VIM: Basic

configuration for Document


Processing (DP) document
types
created by Pankaj Pareek on Feb 10, 2014 6:36 PM, last modified by
10, 2014 6:48 PM

Pankaj Pareek

on Feb

Version 1
inShare1

Audience: This is for those who are familiar with OpenText VIM.
Introduction
OpenText VIM is packaged solution for managing invoices. With OpenText VIM
one can better manage the workflow of the invoices, pay correct amount to
vendors, create various types of invoices, get the aging report, keep check
and various validations (document type, invoice information etc.),
elimination of errors and duplicate check. Having a highly configurable
design allows VIM to accommodate various business scenarios and cater
needs to various organizations.
VIM preprocess data before creating SAP document. Once system validates
all the business rules and pass the document then document in SAP is
created. DP comprises of following:
Components
Description
Document Type

Highest level attribute. It determines screen layout and SAP


transaction to be called.

Process Type

Each document type needs at least one process type. It affects the
process flow. It determines initial actors and collaboration options
available to actors.

Business Rules

Sets of logical conditions required for validating data from external


systems.

Roles

Grouping of actors in various categories

Options and
option types

The two basic options are: Actions and Referrals. Actions are based on
transactions or workflow tasks.

Duplicate Check
infrastructure

For configuring different duplicate check logic

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,
Description 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 separation of database and custom
functions.
2. Create new DP Doc Type:
a. Go to T-code /n/OPT/VIM_1CX1
b. Click on 'New Entries' button (In case you wish to edit existing one then
double click on the document type)
c. Enter following details: Description, 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, Posting
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 button

c. Check the Active checkbox button. Select the value of BDC transaction
ID and Background Tran ID (BDC transaction ID is used to process an SAP
transaction to create SAP document in user context. Background Tran ID is
used to process SAP transaction to create SAP document in background).
Enter value of Autopost flag (X: for background processing) and parking
reason.

4. Configure Index screen option:


a. Go to T-Code /n/OPT/VIM_1CX1. Select the created DP Document Type.
b. Double click on Index Screen Option and click on New Entries Button.
c. Provide following details: Process Type, Description, Current Role (Role
which processes the Work Item), Check on Allow Changes check box, check
Show Duplicates check box, select Initial 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 button in
dashboard and check Disable Rescan check box in case you want to hide
Rescan button in dashboard.

5. Configure Automatic 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 determination 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 simulation 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 Function, Constant Value, Required Field)

7. Maintain PO line Determination: 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 Function (custom
function to determine PO line number. It is blank by default and OpenText
standard function module is used).
c. Double click on PO Line Determination Fields and maintain fields you to
bed used for PO line determination and save.

d. Go to /n/OPT/VIM_1CX1. Double click on Document Type and enter the


value for Determination Logic ID. Save.
8. Maintain Tax Code Determination:

a. Go to T-Code /n/OPT/VIM_1CX1. Double click on Document Type and


select the radio button for required option. 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 calculation (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. After identifying 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 button and enter the Duplicate Check Group
number, Description, Duplicate Check Type (Function Module and Index Data
Field) and Ext. Dup. Check Function. Select Run Duplicate Check in Central
System

c. Select the created group and double click on group field and mention
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.