Learn SAP vendor invoice management(VIM) which is an add-on to SAP. It is a product by Opentext which will simplify your vendor invoice management

1. Open Text
VIM
Training
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2. Info@sapsharks.com
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3. What is VIM?
Vendor invoice management

4. 1 2 3 4Add on to SAP
.
Solution for managing invoices
Massages data before
processing in SAP
Has custom rules inside it

5. Manage Workflow better
Pay correct amounts on time and to
right vendor
Allows adding of various business rules that the
system checks prior to processing

6. OpenText VIM
MANAGEMENT
Saves us money.
There are business rules
and manages the
workflow and route the
invoice to the right
parties.
Preprocesses
data for SAP
Users are already
familiar with how to
use it
Add on to SAP
VIM automatically
populates data in
the right fields using
OCR technology.
Matches data
automatically
This was developed along
with SAP, so you get
something that works
very well.
Tested along
with SAP

7. What are the components of VIM
VIM COMPONENTS
• Enterprise Scan-Attached to Scanner. It’s a
desktop application
• ICC- Image Capture Center. This has OCR(
optical character recognition)- extracts the
text from the image
• ICC-Validation- Check if the data extracted
from OCR is correct
4
3
2
1
5/6/7
• ICC Archive Server-Images get archived here- 4
• OtexVIM/OTEXBAS/OTEX/ERP

8. A ‘DP’ is created
in VIM.
Workflow is triggered and
routed to the right person
Invoice is created
in SAP
VIM business
rules are checked

9. Pay the
right
amount
Reduce
Cost
Pay on
time
What do we want from
AP
Vendor doesn’t call back asking for the
right amount
Pay the right amounts
Delays in payment are expensive for
us
Pay on time
Get discounts by paying on time
Reduce costs

10. How does VIM help achieve this?

11. Current process:
Hire the right person
for the right job!
Invoice
Product
Amount
Reference
We receive an invoice through the mail
This has to be manually keyed in
Risk of keying in the wrong vendor
Wrong Amount etc.

12. There are no
reports on when
an invoice was
keyed in

13. No automatic
approval process

14. Everything is done
through email

15. PRESENTED BY : YOUR OWN NAME
Delays payment
Due to incorrect amounts
and wrong vendors and
Delays in approvals

16. VIM fixes this issue through various
ways
• OCR technology
• Routing of invoices to the right
approver
• Identifying issues with the invoice
before being created

17. What is OCR?
OCR reads the text from
an invoice and identifies
the text on there.
This text is mapped to SAP
fields and the user doesn’t
have to manually key in
everything

18. Example-SAP reads the vendor name and finds a vendor with
that name and populates the vendor number field.
It reads the amount, date etc. and maps them to the
appropriate SAP field.

20. OCR technology extracts text from a
picture.

21. OCR

22. These go through OCR
and a DP is created
Email the invoices to a
specific email address
Invoices can be sent in a few ways:
Scan the invoices using a special scanner

23. VIM

24. Access VIM by entering /n/opt/VIM in the transaction bar

25. Access VIM configuration by entering /n/opt/spro in the transaction
bar

26. This only works if you
have the VIM add-on
installed in your system

27. DP screen( step
before the invoice is
created)

28. The information below was populated automatically from the pdf or electronic invoice

29. The coder verifies this information and
passes it on to the A/P person to enter the
G/L account, cost center etc.

30. The AP person enters the financial
information.

31. You can apply many checks to the document
to ensure it is correct.

32. These checks are defined by us through
configuration. These checks are be through a
function module, check certain table values etc.

33. This ensures that the invoices being created
have the right data and there are less
disputes and we get paid on time.

34. After the AP person enters the information, we might
need additional approvals or information.
Workflow process.

35. DelegativeTax person Manager
The tax person can
enter the tax code
A manager can
provide an approval
before it posts
We can forward the
invoices to another
person if one person
is out of office
Rather than emailing
these people for the info
A workflow can be
triggered

36. 01
STEP
02
STEP
03
STEP
04
STEP
Enters what he/she wants
Requestor enters
info
G/L account, etc.
AP team enters
accounting info
Based on the type of
expense, amount etc.
Goes through All
approvals
Finally it posts in the sytem
Posts
WORKFLOW
PROCESS

37. Flow of an invoice
APPROVAL FLOW
• Requestor/Coder
• Tax Audit
• AP processor
4
3
2
1
5
• Approver 1( picked up from the COA) 4
• Approver 2- Picked up from
COA and then it posts

38. VIM helps in easy flowing of the ‘DP’ from one department to
another to get all the info before the invoice is created

39. Invoice is sent( email or pdf)
STEP 1
There are business rules and checks in VIM-
enter all info
STEP 3
Creates an invoice in SAP
STEP 5
OCR extracts data and invoice is archived
and sent to VIM
STEP 2
Approvals and workflows are done
STEP 4
Overall Process

40. Each document type controls
whether it is a PO or a Non PO
doc type and all the checks
assigned to it
Create document types
All the business roles that
should apply to this doc type
Create Process types
Which fields should appear on
the screen. Which are
mandatory, optional, hidden
etc.
Indexing screen
what can the user do once
they get the invoice in their
inbox
Process options
Document type
configuration
VIM configuration

41. AP processor
What are all the things I can
do with this document
Forawrd it to
others
PREPARE FOR RE
ENGINEERING
Park document
Send for approvalChange
document type
• Each document type has certain process types
assigned to it.
• The process types control everything that this
role can do.
• Users are assigned roles
Process options

42. AP processor
What are all the
things I can do with
this document
Forawrd it
to others
PREPARE
FOR RE
ENGINEERIN
G
Park
document
Send for
approval
Change
document
type
Process options- You can define who sees what on their screen

43. 01
STEP
02
STEP
03
STEP
04
STEP
Before it gets passed on to
FI check if there is a
duplicate
Check for
duplicates
Check if all the required
fields are filled out
Required fields
Certain expense types are
allowed with certain G/L
accounts
Validations
Check if all the master data
is correct
Master data is
correct
VIM- conigrationProcess Types
Before a document gets posted- Check if it is correct. Process types are assigned to document types

44. The system checks
these steps when you
create a ‘DP’
For e.g. it will first
check to see if the
vendor number exists
in the system, then it
checks the currency
and so on.
The checks can call a
function module
where you can enter
your code

45. Specify the list of
users who can
approve
Specify how many
approvers are
required based on
amounts

46. Types of
Approvals 02
Invoice is parked first and
then the approvals start.
Once the approvals are
obtained, the invoice
posts.
Approvals
after parking
01
Approvals happen at
the DP levels- once the
DP is approved, it
creates an invoice
Approval at
the DP level
03
Invoice gets posted
first with a block
indicator and once the
approvals are
obtained, the block
goes away.
Posted
Approval

47. Enterprise scan
Invoice 1
Invoice 2
Supporting
document for
Invoice 2
Scanner
It’s a special scanner- it knows which pdfs should it
create a new DP for and which docs are supporting
documents

48. Separate
one invoice
from
another

49. Invoice-1
Separator of invoice
Invoice-2

50. Invoice and
additional
documents
separator

51. Invoice 1
Separator of invoice and
additional documents
Additional supporting
documents

52. The typical steps for processing a Non PO-based invoice into SAP with VIM are as follows:
The documents are sorted in the mailroom.
The documents are scanned with a scanning device.
The documents are archived to an Archive Server.
OCR is performed on the documents in order to capture metadata, validate metadata, and
release to SAP.
A duplicate check is performed against the document.
The validity of the tax code is checked.
The validity of the vendor is checked.
Coding of the accounting details is done.
The invoice is approved.
The document is posted in SAP.

53. VIM
Some advantages of VIM
Right approvals based on different
criteria
Manage workflows
better
1
2
3
4
VIM runs inside SAP
Add on to
SAP
Efficiency, visibility and
compliance
Gives a company more control
Uses ABAP, workflow and SAP
Netweaver
USES SAP technology
Recap of what is VIM

54. Add on to SAP
• VIM is an add-on to SAP.
• Runs within SAP
Uses SAP
technology
• VIM uses Workflow, ABAP,
Netweaver and portal.
• This makes it easy for a company
to use VIM as everyone is already
familiar with the components.
• Think of VIM an additional module
with SAPOwned by
Opentext
• VIM is owned by Opentext and It
was developed by working
closely with SAP.
• It integrates with the logistics
and FI module of SAP
Opentext VIM
Addon to SAP

55. Info@sapsharks.com
Sapsharks.com/OT1
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the link below