SAP Open Text Overview

Prepared By: Sri Rama Chandra Nagubandi

Tata Consultancy Services ltd.

Vendor Invoice Management

About Vendor Invoice Management

VIM
VIM
VIM
VIM
VIM

is an abbreviation for SAP Invoice Management by OpenText.

is a packaged business solution.
solves a business problem - paying correct amount to vendors on time and with the lowest cost.
delivers not technology but best-practice business processes.
provides values to customers in process efficiency, visibility and compliance.

VIM is SAP centric

VIM is an add-on to your SAP system, the majority of the functions and processes run inside your SAP 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

VIM Components

VIM Components
ICC (Invoice Capture Center)
Automate the capture of paper invoices by using OCR to extract invoice data.
Document Processing
Capture invoice metadata.
Handle suspected duplicate invoices.
Collaborate with others.
Invoice Approval
List invoices to be approved.
Approve and code the invoices.
Approval Portal
Java based Approval Portal infrastructure running on SAP Web Application Server.
Similar to Invoice Approval but with Web interface.
Approval on a Mobile Device
Approve invoices on a mobile device, for example a Blackberry, using OpenText Everywhere (OTE).
Exception Handling (Invoice Exception)
Handle the exceptions that arise after a SAP invoice is created.
VIM Reporting / VIM Analytics
VIM Reporting: Use various reports to analyze the status of invoices in your system.
VIM Analytics: Overlook the invoices in progress in a unified dashboard.

VIM Process
The Vendor Invoice Management (VIM) business process typically includes the following main steps:
1. An OCR process (optional) sends metadata and invoice image to VIM. On a system without OCR, the invoice images go through a
standard SAP Archive Link early archiving scenario.
2. The Document Processing (DP) component validates the metadata and identifies exceptions.
3. Invoice Exception workflows address the exception issues.
4. After validating the data and handling data exceptions, VIM creates an SAP invoice.
If no business rules are violated, VIM posts the invoice.
Otherwise, VIM parks the invoice for further processing.
5. If needed, VIM triggers the parking exception process workflow.
6. Once the parking workflow is complete and everything is correct, VIM posts the invoice. Otherwise,
VIM deletes or cancels the invoice.