VIM 5.

2 Incoming Invoice Process ( ICC )

Scanner

PO

Documents
(OAWD)
Non- PO
Scan
Validation

Validation
Background

Archive
Content
Repository
Extracti
on

Open Text Corporation @ 2007 1

 VIM 5.2 Incoming Invoice Process ( Non OCR )
Scanner

PO

Documents
(OAWD)
Non- PO
Scan

Rescan
Enter Index on DP
Dashboard Obsolete
Indexer

Change Document Type

Submit Index

1) Workcenter with User IDs

Data Validation done on
Indexing Screen
Background

Archive
Content
Repository

Open Text Corporation @ 2007 2

 VIM 5.2 Incoming Invoice Process ( Non- ICC OCR )

PO

Documents With OCR

Scanner

Non- PO
Scan

Validate OCR
metadata
Background

Archive
Content
Repository

Open Text Corporation @ 2007 3

 VIM 5.2 PO Invoice Processing

PO
Baseline
Process

Pre-process
PO Auto-post
invoice according End
invoices
to business rules
PO

Price Discrepancy P15 P15

(Blocked) (IE1)
Quantity Discrepancy P16 P16
(Blocked) (IE2)
Process PO Invoice P14
(DP108)

PO
CLICK FOR LIST OF EXCEPTIONS
Exceptions
Exceptions

Open Text Corporation @ 2007 4

 VIM 5.2 PO Invoice Exceptions

Tax Audit Required (DP158)

P3
Vendor Audit Required (DP151)
Invalid Company address(DP132)
P4
Process PO Credit Memo (DP160)
Vendor Maintenance Required (DP152) P5
Vendor Mismatch (DP153) P6
PO is Not Released or Incomplete (DP106)
Unable to match PO lines (DP107)
Unable to Determine PO Line# (DP109) P7
Currency Mismatch (DP155)
UOM Mismatch (DP156)
P8
Freight on invoice (DP157)
Service Entry Required (DP154)
Invalid Requisitioner ID (DP159) P9
P10
PO Invoice Approval (DP150)
P11
Invalid Vendor VAT No. (DP120)
Missing/Invalid Tax exempt Text(DP135)
Missing Import Special Text(DP136)
Invalid Tax Information (DP126) P12
Exceptions

Invalid Recipient VAT No. (DP128)

PO Exceptions
Invalid SIRET Number (DP131)
Tax Issues
Vendor Address Mismatch (DP122)
Incomplete Credit Memo (DP121)
Vendor Invoice Reference Missing(DP133)
Payment Method Mistmatch(DP134)
Missing Item Description(DP137)
Missing Mandatory Information(DP138) Data P13
Missing Item Unit Price (DP124) Issues
Missing Item Quantity (DP123)
Missing Invoice Date (DP125)
Missing Date of Supply (DP127)
Payment Term Mismatch (DP130)
ISR Number Mismatch (DP129)
Process PO Invoice (DP108) or (DP100)
P14
Suspected Duplicates(DP105)
Invalid PO #(DP101) P2
Invalid Vendor # (DP102)
Invalid UOM (DP103) P1
Invalid Currency (DP104)
GR Missing (SRM Scenario) P17
Open Text Corporation @ 2007 5
 VIM 5.2 PO Invoice Exception: Indexing Screen

PO INVOICE
Indexing Screen
HEADER FIELDS LINE ITEM FIELDS

Credit Memo(CM) PO Number

Priority PO Line
Company Code Material
Document Date Quantity
Posting Date Item text
Reference Number Tax Amount
Currency Tax Code
Vendor Number Tax Rate
Vendor Name Plant
Expense Type Amount
Gross Amount Company Code
Freight Amount Unit
Handling Charges
PO Number
Plant
Scan Date
Scan Time
Scan Location
Batch Number
Vendor Address
Company Address
PO Invoices

Supply Date
Payment Terms
ISR-Number
Credit Memo Ref Number
Credit Memo Ref Date
Siret Number
Tax Code
VAT Amount
Tax Code WH
Auto-Calcul Tax
Vendor VAT Num
Vendor Tax Num
Recipient VAT No
Fiscal Rep VAT
Total Tax Amount
Tax Rate
Pay Terms Txt
Payment Method
Pay Method Desc.
Tax Exempt text
Import Spl. Text
Triangulation Text
Org Number

Discount

Open Text Corporation @ 2007 6

 VIM 5.2 PO and Non PO Invoice Exception: Rescan Required
Scan Operator

P0 Confirm Rescan
DP Dashboard
Obsolete

1) Workcenter with User IDs

Open Text Corporation @ 2007 7

 VIM 5.2 PO Invoice Exception: Invalid PO# (DP101), Invalid Vendor # (DP102),
Invalid UOM (DP103), Invalid Currency (DP104)

Enter Index
1) Workcenter with User IDs
Change Document Type (B2000)
Re-apply Business Rules (B2012)
Indexer

P1
Refer to AP Processor (R2710) B
DP Dashboard
Refer to Indexer (R2713) A
Refer for Information (R2701)
Refer to Vendor Maintenance (R2709) C
A
Refer to Buyer (R2711) D

Enter Index
1) Workcenter with User IDs Change Document Type (B2000)
AP Processor

Re-apply Business Rules (B2012)

Post Invoice (B2009)

B DP Dashboard Refer to Indexer (R2713) A

Refer to Vendor Maintenance (R2709) C
Refer to Buyer (R2711) D
Refer to AP Processor (R2710) B
Refer for Information (R2701)
Vendor Maintenance

1) Workcenter with User IDs Change Vendor Master (B2003)

Create New Vendor (B2004)
Refer to Indexer (R2713) A
C DP Dashboard Refer to Buyer (R2711) D
Refer to AP Processor (R2710) B
Refer to Vendor Maintenance (R2709) C
Refer for Information (R2701)

Change PO (B2002)
1) User assigned to P. Group Create New PO (B2001)
(custom table)
2) Default User Refer to Indexer (R2713) A
Buyer

D DP Dashboard Refer to Vendor Maintenance (R2709) C

Refer to AP Processor (R2710) B
Refer to Buyer (R2711) D
Refer for Information (R2701)

Open Text Corporation @ 2007 8

 VIM 5.2 PO Invoice Exception: Invalid Requisitioner (DP159)

1) Workcenter with User IDs

Enter Index
AP Processor

Change Document Type (B2000)

Re-apply Business Rules (B2012)
P10
DP Dashboard Refer to Buyer (R2711) D
Refer to AP Processor (R2710) B
Refer for Information (R2701)
B

Change PO (B2002)
Create New PO (B2001)
1) User assigned to P. Group
Buyer

(custom table) D DP Dashboard Refer to AP Processor (R2710) B

2) Default User
Refer to Buyer (R2711) D
Refer for Information (R2701)

Open Text Corporation @ 2007 9

 VIM 5.2 PO Invoice Exception: Suspected Duplicate Invoice (DP105)

Change Index
AP Duplicate Analyst

1) Workcenter with User IDs Confirm Duplicate

Confirm “not Duplicate” End Workflow
Change Document Type (B2000)

P2 Re-apply Business Rules (B2012)

DP Dashboard
Refer to AP Duplicate Analyst (R2712) C
Refer to Buyer (R2711) A
Refer to Requisitioner (R2714) B
C
Refer to AP Processor (R2710) D
Refer for Information (R2701)

Create New Requisition (B2005)

Requisitioner

Change Requisition (B2006)

1) P.Req. user on first PO Line
2) Default User
B DP Dasboard
Refer to AP Duplicate Analyst (R2712) C
Refer to Buyer (R2711) A
Refer to Requisitioner (R2714) B
Refer for Information (R2701)

Create New PO (B2001)

1) User assigned to P. Group Change PO (B2002)
Buyer

(custom table)
2) Default User A DP Dashboard Refer to AP Duplicate Analyst (R2712) C
Refer to Requisitioner (R2714) B
Refer to Buyer (R2711) A
Refer for Information (R2701)

Change Index
1) Workcenter with User IDs Change Document Type (B2000)
AP Processor

Re-apply Business Rules (B2012)

D DP Dashboard
Refer to AP Duplicate Analyst (R2712) C
Refer to Requisitioner (R2714) B
Refer to Buyer (R2711) A
Refer to AP Processor (R2710) D
Refer for Information (R2701)

Open Text Corporation @ 2007 10

 VIM 5.2 PO Invoice Exceptions: PO is not Released or Incomplete (DP106); Unable to match PO lines (DP107);
Unable to Determine PO Line Number (DP109)

Create New Requisition (B2005)

1) P.Req. user on first PO Line
Requisitioner

2) Default User Change Requisition (B2006)

Refer to Buyer (R2711) A

B DP Dashboard
Refer to Receiver (R2728) C
Refer to AP Processor (R2710) D
Refer to Requisitioner (R2714) B
Refer for Information (R2701)

Post Goods Receipts (B2007)

Reverse Goods Receipts (B2008)
1) Last Person to Receive
Receiver

Goods for PO Refer to Buyer (R2711) A

2) Default User Refer to Requisitioner (R2714) B
C DP Dashboard
Refer to AP Processor (R2710) D
Refer to Receiver (R2728) C
Refer for Information (R2701)

Change Index
Re-apply Business Rules (B2012)
AP Processor

Change Document Type (B2000)

Post Invoice (B2009)
1) Workcenter with User IDs
D DP Dashboard Refer to Buyer (R2711) A
Refer to Receiver (R2728) C
Refer to Requisitioner (R2714) B
Refer to AP Processor (R2710) D
Refer for Information (R2701)

1) User assigned to P. Group Create New PO (B2001)

(custom table)
Change PO (B2002)
2) Default User
Refer to Requisitioner (R2714) B
Buyer

Refer to Receiver (R2728) C

P7
DP Dashboard
Refer to AP Processor (R2710) D
Refer to Buyer (R2711) A
Refer for Information (R2701)
A

Open Text Corporation @ 2007 11

 VIM 5.2 PO Invoice Exception: PO Credit Memo (DP160)

Change Index
P5 Re-apply Business Rules (B2012)
DP Dashboard
AP Processor

Change Document Type (B2000)

Post Invoice (B2009)
Refer to AP Processor (R2710) A
Refer for Information (R2701)

1) Workcenter with User IDs

Open Text Corporation @ 2007 12

 VIM 5.2 PO Invoice Exception: Process Services Invoice (DP154)
Service Requisitioner

Enter Service Entry (2019)

Send for Service Entry Approval (2721) B
P9 Refer to Buyer (2711) C
DP Dashboard
Refer to AP Processor (2710) D
Refer to Service Requisitioner (2719) A
Refer for Information (2701)
1) P.Req. user on first PO Line
2) Default User
A

Approve Service Entry (2018)

1) Selected User ID by B
Approver

Refer to Other Service Entry Approver (2720)

Service

Service Requisitioner
B DP Dashboard Refer to Buyer (2711) C
Refer to AP Processor (2710) D
Refer for Information (2701)

Create New PO (2001)

Change PO (2002)

1) User assigned to P. Group C DP Dashboard Refer to Service Requisitioner (2719) A

Buyer

(custom table) Refer to AP Processor (2710) D

2) Default User
Refer to Buyer (2711) C
Refer for Information (2701)

Post PO Invoice (2009)

1) Workcenter with User IDs
Re-Apply Business Rules (2012)
AP Processor

Refer for Information (2701)

Refer to Buyer (2711)
D DP Dashboard Refer to Service Requisitioner (2719)
Refer to AP Processor (2710)
Change Process Type (2739)
Change Doc Type (2000)

Open Text Corporation @ 2007 13

 VIM 5.2 PO Invoice Exceptions: Vendor Maintenance Required (DP152); Vendor Mismatch (DP153);

Change Vendor Master (2003)

1) Workcenter with User IDs
Maintenance

Create New Vendor (2004)

Refer to Requisitioner (2714) B
Vendor

C DP Dashboard Refer to AP Processor (2710) D

Refer to Buyer (2711) A
Refer to Vendor Maintenance (2709) C
Refer for Information (2701)

Change PO (2002)
1) User assigned to P. Group Create New PO (2001)
(custom table) Refer to Vendor Maintenance (2709) C
Buyer

2) Default User P6 Refer to Requisitioner (2714) B

DP Dashboard
Refer to AP Processor (2710) D
Refer to Receiver (2728) E
A Refer to Buyers (2711) A
Refer for Information (2701)

Post Invoice (2009)

AP Processor

Change Process Type (2739)

1) Workcenter with User IDs Change Doc Type (2000)
Refer to Vendor Maintenance (2709) C
D DP Dashboard Refer to Requisitioner (2714) B
Refer to Buyer (2711) A
Refer to Receiver (2728) E
Refer to AP Processor (2710) D
Refer for Information (2701)

Change Requisition (2006)

Create New Requisition (2005)
Requisitioner

1) P.Req. user on first PO Line

Refer to Vendor Maintenance (2709) C
2) Default User
Refer to Buyer (2711) A
B DP Dashboard
Refer to AP Processor (2710) D
Refer to Receiver (2728) E
Refer to Requisitioner (2714) B
Refer for Information (2701)

Post goods receipts (2007)

Reverse goods receipts (2008)
Receiver

1) Last Person to Receive Refer to Buyer (2711) A

Goods for PO E DP Dashboard Refer to AP Processor (2710) D
2) Default User
Refer to Requisitioner (2714) B
Refer to Receivers (2728) E
Open Text Corporation @ 2007 Refer for Information (2701) 14
 VIM 5.2 PO Invoice Exceptions: Currency Mismatch (DP155); UOM Mismatch (DP156); Freight on Invoice (DP157)

1) User assigned to P. Group Create New PO (2001)

(custom table)
Change PO (2002)
2) Default User
Refer to Requisitioner (2714) B
Buyer

P8
Refer to Receiver (2728) C
DP Dashboard
Refer to AP Processor (2710) D
Refer to Buyers (2711) A
Refer for Information (2701)
A

Post goods receipts (2007)

Reverse goods receipts (2008)
Receiver

1) P.Req. user on first PO Line

Refer to Buyer (2711) A
2) Default User
Refer to AP Processor (2710) D
C DP Dashboard
Refer to Requisitioner (2714) B
Refer to Receivers (2728) E
Refer for Information (2701)

Change Requisition (2006)

1) Last Person to Receive
Requisitioner

Goods for PO Create New Requisition (2005)

2) Default User Refer to Buyer (2711) A
B DP Dashboard
Refer to Receiver (2728) C
Refer to AP Processor (2710) D
Refer to Requisitioner (2714) B
Refer for Information (2701)

Post Invoice (2009)

1) Workcenter with User IDs Change ProcessType (2739)
AP Processor

Refer to Requisitioner (2714) B

Refer to Buyer (2711) A
D DP Dashboard Refer to Receiver (2728) E
Refer to AP Processor (2710) D
Refer for Information (2701)
Re-Apply Business Rules (2012)
Change Doc Type(2000)

Open Text Corporation @ 2007 15

 VIM 5.2 PO Invoice Exception: Vendor Audit Required (DP151) ; Invalid Company Address (DP 132)
Requisitioner

Change Requisition (2006)

1) P.Req. user on first PO Line
Create New Requisition (2005)
2) Default User
Refer to Buyer (2711) A
B DP Dashboard
Refer to AP Processor (2710) C
Refer to Requisitioner (2714) B
Refer for Information (2701)

1) User assigned to P. Group Create New PO (2001)

(custom table) Change PO (2002)
Buyer

2) Default User
A DP Dashboard Refer to Requisitioner (2714) B
Refer to AP Processor (2710) C
Refer to Buyers (2711) A
Refer for Information (2701)

1) Workcenter with User IDs

Post Invoice (2009)
Change Process Type (2739)
AP Processor

Refer to Requisitioner (2714) B

Refer to Buyer (2711) A
P4
DP Dashboard Refer to AP Processor (2710) C
Refer for Information (2701)
Change Doc type (2000)
Re-Apply Business Rules (2012)

Open Text Corporation @ 2007 16

 VIM 5.2 PO Invoice Exception: Tax Audit Required (DP158)

1) Workcenter with User IDs

Post Invoice (2009)

AP Processor

Change Process Type (2739)

Refer to Tax Expert (2729) B
P3 Refer to Buyer (2711) A
DP Dashboard
Refer to AP Processor (2710) C
Refer for Information (2701)
Change Doc type (2000)
Re-Apply Business Rules (2012)
C

1) Workcenter with User IDs

Tax Expert

Refer to Tax Expert (2729) B

Refer to AP Processor (2710) C
B DP Dasboard
Refer to Buyers (2711) A
Refer for Information (2701)

Create New PO (2001)

Change PO (2002)
Buyer

Refer to Tax Expert (2729) B

A DP Dashboard
Refer to AP Processor (2710) C
Refer to Buyers (2711) A
1) User assigned to P. Group Refer for Information (2701)
(custom table)
2) Default User

Open Text Corporation @ 2007 17

 VIM 5.2 PO Invoice Exception: Invalid Vendor VAT Number (DP120); Invalid Tax Info. (DP126);
Invalid Recipient VAT Number (DP128); Invalid SIRET Number (DP131) ;
Missing /Invalid Tax exempt Text(DP135); Missing Import Special text (DP136)

1) Workcenter with User IDs

Re-apply Business Rules (B2012)

A
Tax Expert

Refer to Tax Expert (R2729)

P12
DP Dashboard
Refer to AP Processor (R2710) B
Refer to Buyers (R2711) D
Refer to Vendor Maintenance (R2709) C
A
Refer for Information (R2701)

1) Workcenter with User IDs

Enter Index
Change Document Type (B2000)
AP Processor

Re-apply Business Rules (B2012)

Post Invoice (B2009)
Refer to Tax Expert (R2729) A
B DP Dashboard Refer to Vendor Maintenance (R2709) C
Refer to Buyer (R2711) D
Refer to AP Processor (R2710) B
Refer for Information (R2701)
1) User assigned to P. Group
(custom table)
2) Default User Change PO (B2002)
Create New PO (B2001)
Re-apply Business Rules (B2012)
D DP Dashboard Refer to Tax Expert (R2729) A
Buyer

Refer to Vendor Maintenance (R2709) C

Refer to AP Processor (R2710) B
Refer to Buyer (R2711) D
Refer for Information (R2701)
1) Workcenter with User IDs

Change Vendor Master (B2003)

endor Maintenance

Create New Vendor (B2004)

Re-apply Business Rules (B2012)
Refer to Tax Expert (R2729) A
C DP Dashboard
Refer to Buyer (R2711) D
Refer to AP Processor (R2710) B
Open Text Corporation @ 2007 Refer to Vendor Maintenance (R2709) C 18
Refer for Information (R2701)
 VIM 5.2 PO Invoice Exception: Incomplete Credit Memo (DP121); Missing Item Unit Price (DP124); Missing Item Qty. (DP123);
Missing Invoice Date (DP125); Missing Date of Supply (DP127); Vendor Addr. Mismatch (DP122);
Payment Term Mismatch (DP130); ISR Number Mismatch (DP129)
Vendor Invoice Reference missing (DP133) ; Payment Method Match (DP134);
Missing Item Description (DP137) ; Missing Mandatory Information (DP138)

1) Workcenter with User IDs

Enter Index
Change Document Type (B2000)
AP Processor

Re-apply Business Rules (B2012)

Post Invoice (B2009)
P13
DP Dashboard Refer to Vendor Maintenance (R2709) C
Refer to Buyer (R2711) D
Refer to AP Processor (R2710) B
Refer for Information (R2701)
B

1) User assigned to P. Group

(custom table) Change PO (B2002)
2) Default User Create New PO (B2001)
Re-apply Business Rules (B2012)
Buyer

D DP Dashboard Refer to Vendor Maintenance (R2709) C

Refer to AP Processor (R2710) B
Refer to Buyer (R2711) D
Refer for Information (R2701)
Vendor Maintenance

1) Workcenter with User IDs

Change Vendor Master (B2003)
Create New Vendor (B2004)
Re-apply Business Rules (B2012)

C DP Dashboard Refer to Buyer (R2711) D

Refer to AP Processor (R2710) B
Refer to Vendor Maintenance (R2709) C
Refer for Information (R2701)

Open Text Corporation @ 2007 19

 VIM 5.2 PO Invoice Exception: Approval Required (DP150)

1) Workcenter with User IDs

Post Invoice (2009)
Submit for approval (2015) A
Enter "Approver" For Invoice
Change Process Type (2739)
AP Processor

P11 Approver Email [email protected] Refer to AP Processors (2710)

DP
B Refer for Information (2701)
OPENTEXT Dashboard
Approver ID RSMITH Refer to Buyer (2711)
Change Doc Type (2000)
C Re-apply Business Rules (2012)
Display Special Handling Instr. (2030)
Search help - searches
configured custom approval
matrix table

Reject (15001) Back One Level

Web/SAP GUI
Approval Approval
Approve (05000) Yes Auto Post? Yes Posting Error? Yes B
Completed?
Approver

No
No No

B End

Manual Post Invoice by AP Processor

Open Text Corporation @ 2007 20

 VIM 5.2 PO Invoice Exception: Process PO Invoice (Unable to Auto Post) (DP100 and DP108)

Change Index
AP Processor

Re-apply Business Rules (B2012)

P14
DP Dashboard Change Document Type (B2000)
Post Invoice (B2009)

Refer to AP Processor (R2710) A

A Refer to Buyer (R2711) B
Refer for Information (R2701)

1) Workcenter with User IDs

Refer to AP Processor (R2710) B
Buyer

B DP Dashboard Refer to Buyer (R2711) D

Refer for Information (R2701)

Open Text Corporation @ 2007 21

VIM 5.2 GR Missing (Header Level ) – SRM Based ( Classic & Extended Classic )
AP Processor

Refer to AP Processor (R2715) E

Refer for Information (R2701)
E DP Dashboard Re-apply Business Rules (B2012)
Send Notification to SRM Requisitioner F

Post Invoice
P17 GR Not Missing
GR Not Missing
ERP System

SAP IM Workflow
NO (DP workflow) gets
Check GR SRM Based? into waiting status Check GR E
GR Missing and Schedules GR Missing
Clean up Job
YES

Note : The GR Missing Scenario

works only when atleast one
Purchase Orer Line item is GR-IV
based and there is no GR yet
posted for that line item

F Email
Notification Replication to
SRM Requisitioner

ERP system
via ALE
mechanism

SRM Delivery Confirmation

Open Text Corporation @ 2007 22

 VIM 5.2 PO Invoice Exception: Blocked Invoice for Price Discrepancies (IE1) Page 1

Cancel Invoice
Background Short Pay Invoice
P15 Determine initial VIM Header Pay as Invoiced
A D
role by PO Dashboard Cancel and re-enter as PO invoice (A2034)
AP Processor

attributes Cancel and re-enter as Non-PO invoice (A2035)

Send back to Authorizer

Refer to Buyer (R2716) A

F Refer to Requisitioner (R2719) C
VIM Line Item
1) Workcenter with User IDs E Refer to Receiver (R2718) B
Dashboard
Refer to AP Processor (R2715) E
Refer for Information (R2701)

1) User assigned to P. Group Create New PO (B2001)

(custom table) Change PO (B2002)
2) Default User
Update Info Record (B2015)
List Open PO by Material (B2016)
Authorize AP to Cancel Invoice (T2800)
Authorize AP to Short Pay Invoice (T2801)
D
Buyer

Authorize AP to Pay as Invoiced (T2802)

VIM Line Item
A Authorize AP to Cancel and re-enter as PO invoice (T2803)
Dashboard
Authorize AP to Cancel and re-enter as non-PO invoice (T2804)
Refer to AP Processor (R2715) E
Refer to Requisitioner (R2719) C
Refer to Contract Agent (R2717) F
Refer to Receiver (R2718) B
Refer for Information (R2701)

Post Goods Receipt (B2007)

1) Last Person to Receive
Goods for PO Reverse Goods Receipt (B2008)
2) Default User Authorize AP to Cancel Invoice (T2800)
Authorize AP to Short Pay Invoice (T2801) D
Receiver

VIM Line Item Authorize AP to Pay as Invoiced (T2802)

B
Dashboard Refer to Requisitioner (R2719) C
Refer to Buyer (R2716) A
Refer to AP Processor (R2715) E
Refer to Receiver (R2718) B
Refer for Information (R2701)
Open Text Corporation @ 2007 23
 VIM 5.2 PO Invoice Exception: Blocked Invoice for Price Discrepancies (IE1) Page 2

Create New Requisition (B2005)

Change Requisition (B2006)
Authorize AP to Cancel Invoice (T2800)
Authorize AP to Short Pay Invoice (T2801)
Requisitioner

Authorize AP to Pay-as-is (T2802) D

VIM Line Item Authorize AP to Cancel and re-enter as PO invoice (T2803)
C
Dashboard
Authorize AP to Cancel and re-enter as non PO invoice (T2804)
Refer to AP Processor (R2715) E
Refer to Buyer (R2716) A
Refer to Contract Agent (R2717) F
Refer to Receiver (R2718) B
1) P.Req. user on first PO Line Refer to Requisitioners (R2719) C
2) Default User
Refer for Information (R2701)

Create New Contract (B2013)

Change Contract (B2014)
Create New PO (B2001)
Change PO (B2002)
Update Info Record (B2015)
List Open PO by Material (B2016)
Contract Agent

Authorize AP to Cancel Invoice (T2800)

Authorize AP to Short Pay Invoice (T2801)
VIM Line Item
F Authorize AP to Pay as Invoiced (T2802) D
Dashboard
Authorize AP to Cancel and re-enter as PO invoice (T2803)
Authorize AP to Cancel and re-enter as non-PO invoice (T2804)
Refer to AP Processor (R2715) E
Refer to Requisitioner (R2719) C
Refer to Contract Agent (R2717) F
1) Contract Creator User Refer to Receiver (R2718) B
2) Default User Refer to Buyer (R2716) A
Refer for Information (R2701)

Open Text Corporation @ 2007 24

VIM 5.2 PO Price Block – SRM Based ( Extended Classic )

Cancel Invoice
Short Pay Invoice
VIM Header Pay as Invoiced
Dashboard Cancel and re-enter as PO invoice (A2034)
D Cancel and re-enter as Non-PO invoice (A2035)
Send back to Authorizer
AP Processor

Authorize AP to Cancel Invoice (T2800)

Authorize AP to Short Pay Invoice (T2801)
Authorize AP to Pay as Invoiced (T2802)
D
Authorize AP to Cancel and re-enter as PO invoice (T2803)
Authorize AP to Cancel and re-enter as non-PO invoice (T2804)
VIM Line Item
E
Dashboard Refer to AP Processor (R2715) E
Refer for Information (R2701)
Send Notification to SRM Buyer F

P15 Post Invoice

Tolerance OK
Tolerance OK
ERP System

NO Delay Start of
Price Block Workflkow Check Price
SRM Based? E
Discrepany and Schedule Discrepancy Tolerance Not
Clean up Job OK
Tolerance Not OK
YES

F Email
Notification Replication to
ERP system
via ALE
SRM Buyer

mechanism

SRM PO Change

Open Text Corporation @ 2007 25

 VIM 5.2 PO Price Discrepany – SRM Based (Classic)

Cancel Invoice
Background Short Pay Invoice
P15 Determine initial VIM Header Pay as Invoiced
A D
role by PO Dashboard Cancel and re-enter as PO invoice (A2034)
AP Processor

attributes Cancel and re-enter as Non-PO invoice (A2035)

Send back to Authorizer

VIM Line Item

Refer to Buyer (R2716) A
E Refer to AP Processor (R2715) E
Dashboard
Refer for Information (R2701)

Create New PO (B2001)

Change PO (B2002)
Update Info Record (B2015)
List Open PO by Material (B2016)
Authorize AP to Cancel Invoice (T2800)
Buyer

VIM Line Item Authorize AP to Short Pay Invoice (T2801)

A
Dashboard
Authorize AP to Pay as Invoiced (T2802) D
Authorize AP to Cancel and re-enter as PO invoice (T2803)
Authorize AP to Cancel and re-enter as non-PO invoice (T2804)
Refer to AP Processor (R2715) E
Refer for Information (R2701)

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 VIM 5.2 PO Invoice Exception: Blocked Invoice for Quantity Discrepancies (IE2) Page 1

Cancel Invoice
Determine initial Short Pay Invoice
P16 role and delay VIM Header Pay as Invoiced
Delay A D
logic by PO Dashboard Cancel and re-enter as PO invoice (A2034)
AP Processor

attributes Cancel and re-enter as Non-PO invoice (A2035)

Send back to Authorizer

Refer to Buyer (R2716) A

Refer to Requisitioner (R2719) C
VIM Line Item Refer to Receiver (R2718) B
E
Dashboard
1) Workcenter with User IDs Refer to AP Processor (R2715) E
Refer for Information (R2701)

Create New PO (B2001)

Change PO (B2002)
Authorize AP to Cancel Invoice (T2800)
Authorize AP to Short Pay Invoice (T2801)
Authorize AP to Pay as Invoiced (T2802) D
Buyer

VIM Line Item Authorize AP to Cancel and re-enter as PO invoice (T2803)

A
Dashboard Authorize AP to Cancel and re-enter as non-PO invoice (T2804)
Refer to AP Processor (R2715) E
Refer to Requisitioner (R2719) C
Refer to Receiver (R2718) B
1) User assigned to P. Group Refer to Buyer (R2716) A
(custom table) Refer for Information (R2701)
2) Default User

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 VIM 5.2 PO Invoice Exception: Blocked Invoice for Quantity Discrepancies (IE2) Page 2

Post Goods Receipt (B2007)

Reverse Goods Receipt (B2008)

VIM Line Item Refer to Requisitioner (R2719) C

Receiver

B
Dashboard Refer to Buyer (R2716) A
Refer to AP Processor (R2715) E
Refer to Receiver (R2718) B
1) Last Person to Receive Refer for Information (R2701)
Goods for PO
2) Default User

Create New Requisition (B2005)

Change Requisition (B2006)
Authorize AP to Cancel Invoice (T2800)
Authorize AP to Short Pay Invoice (T2801)
Requisitioner

Authorize AP to Pay-as-is (T2802) D

VIM Line Item
C Authorize AP to Cancel and re-enter as PO invoice (T2803)
Dashboard
Authorize AP to Cancel and re-enter as non PO invoice (T2804)
Refer to AP Processor (R2715) E
Refer to Buyer (R2716) A
Refer to Receiver (R2718) B
1) P.Req. user on first PO Line Refer to Requisitioners (R2719) C
2) Default User Refer for Information (R2701)

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VIM 5.2 PO Quantity Block – SRM Based ( Extended Classic )

Cancel Invoice
Short Pay Invoice
VIM Header Pay as Invoiced
Dashboard Cancel and re-enter as PO invoice (A2034)
D Cancel and re-enter as Non-PO invoice (A2035)
Send back to Authorizer
AP Processor

Authorize AP to Cancel Invoice (T2800)

Authorize AP to Short Pay Invoice (T2801)
Authorize AP to Pay as Invoiced (T2802)
D
Authorize AP to Cancel and re-enter as PO invoice (T2803)
Authorize AP to Cancel and re-enter as non-PO invoice (T2804)
VIM Line Item
E
Dashboard Refer to AP Processor (R2715) E
Refer for Information (R2701)
Send Notification to SRM Requisitioner F

P16 Post Invoice

GR Not Missing
GR Not Missing
ERP System

NO Delay Start of
Block Workflkow
Check GR SRM Based? Check GR E
and Schedule
GR Missing Clean up Job GR Missing
YES

F Email
Notification Replication to
SRM Requisitioner

ERP system
via ALE
mechanism

SRM Delivery Confirmation

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VIM 5.2 PO Quantity Block – SRM Based ( Classic )

Cancel Invoice
Short Pay Invoice
VIM Header Pay as Invoiced
Dashboard Cancel and re-enter as PO invoice (A2034)
D Cancel and re-enter as Non-PO invoice (A2035)
Send back to Authorizer
AP Processor

Authorize AP to Cancel Invoice (T2800)

Authorize AP to Short Pay Invoice (T2801)
Authorize AP to Pay as Invoiced (T2802)
D
Authorize AP to Cancel and re-enter as PO invoice (T2803)
Authorize AP to Cancel and re-enter as non-PO invoice (T2804)
VIM Line Item
E
Dashboard Refer to AP Processor (R2715) E
Refer for Information (R2701)
Send Notification to SRM Requisitioner F

P16 Post Invoice

GR Not Missing
GR Not Missing
ERP System

NO Delay Start of
Block Workflkow
Check GR SRM Based? Check GR E
and Schedule
GR Missing Clean up Job GR Missing
YES

F Email
Notification Replication to
SRM Requisitioner

ERP system
via ALE
mechanism

SRM Delivery Confirmation

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 VIM 5.2 Non PO Invoice Processing
Baseline
Process

Non- PO Pre-process
invoice according
to business rules

Non PO
Exceptions
CLICK FOR LIST OF EXCEPTIONS
Exceptions

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 VIM 5.2 Non PO Invoice Exceptions

Tax Audit Required (DP254) P22

Vendor Audit Required (DP253)

P23
Invalid Company Address (DP232)
Vendor Maintenance Required (DP252) P24

Invalid Vendor VAT Number (DP220)

Invalid Tax Info. (DP224)
Invalid Recipient VAT Number (DP225)
P25
Missing /Invalid tax Exmept Text (DP235)
Missing Import Special Text (DP236)
Invalid SIRET Number (DP229)
Incomplete Credit Memo (DP221)
Vendor Invoice Reference Missing (DP233)
Payment Method Mistmatch (DP234)
Missing Item Description (DP237)
Exceptions

Non PO
Exceptions Missing Mandatory Information (DP238)
P26
Missing Invoice Date (DP223)
ISR Number Mismatch (DP226)
Vendor Address Mismatch (DP222)
Payment Terms Mismatch (DP227)
Missing Date of Supply (DP228)
P27
Approval Required (DP250)
Non PO Credit Memo (DP206)
P28
Unable to Determine Company Code (DP205)
Pre-Approved (DP251)
P29
Process Non-PO Invoice (DP207) or (DP200)
Suspected Duplicates (DP204) P21

Invalid Vendor # (DP201)

Invalid Currency (DP202) P20
Invalid Requester ID (DP203)

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 VIM 5.2 Non PO Invoice Processing: Indexing Screen

NON PO INVOICE
Indexing Screen
HEADER FIELDS LINE ITEM FIELDS
Credit Memo(CM) GL Account
Priority Business Area
Company Code Internal Order
Document Date Cost Center
Posting Date Item text
Reference Number Tax Amount
Currency Tax Code
Vendor Number Tax Rate
Vendor Name Company Code
Requistioner Cost Element
Requester E-mail Network
Expense Type Profit Center
Gross Amount Project
Freight Amount WBS Element
Handling Charges Debit/Credit Indicator
Non PO Invoices

Scan Date Tax Juridiction code

Scan Time
Scan Location
Batch Number
Vendor Address
Company Address
Supply Date
Payment Terms
ISR-Number
Credit Memo Ref Number
Credit Memo Ref Date
Siret Number
Tax Code
VAT Amount
Tax Code WH
Auto-Calcul Tax
Vendor VAT Num
Vendor Tax Num
Recipient VAT No
Fiscal Rep VAT
Total Tax Amount
Tax Rate
Pay Terms Txt
Payment Method
Pay Method Desc.
Tax Exempt text
Import Spl. Text
Triangulation Text
Org Number
Discount

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 VIM 5.2 Non PO Invoice Exception: Invalid Vendor # (DP201), Invalid Currency (DP202), Invalid Requestor ID (DP203)

Enter Index
Re-apply Business Rules (B2012)

P20 Change Document Type (B2000)

Indexer

DP Dashboard
Refer to AP Processor (R2704) B
Refer to Indexer (R2707) A
Refer for Information (R2701)

1) Workcenter with User IDs A Refer to Vendor Maintenance (R2709) C

Enter Index
Re-apply Business Rules (B2012)
AP Processor

Change Document Type (B2000)

Post Invoice (2016)
B DP Dashboard
Refer to Indexer (R2707) A
Refer to Vendor Maintenance (R2709) C
Refer to AP Processor (R2704) B
Refer for Information (R2701)
1) Workcenter with User IDs
Vendor Maintenance

Change Vendor Master (B2003)

Create New Vendor (B2004)

C DP Dashboard Refer to Indexer (R2707) A

Refer to AP Processor (R2704) B
Refer to Vendor Maintenance (R2709) C
Refer for Information (R2701)
1) Workcenter with User IDs

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 VIM 5.2 Non PO Invoice Exception: Suspected Duplicate Invoice (DP204)

Change Index
AP Duplicate Analyst

Confirm Duplicate End Workflow

Confirm “not Duplicate”

Re-apply Business Rules (B2012)
P21
DP Dashboard Change Document Type (B2000)

Refer to AP Duplicate Analyst (R2706) A

Refer to AP Processor (R2704) B
A
Refer for Information (R2701)

1) Workcenter with User IDs

Enter Index
Re-apply Business Rules (B2012)
AP Processor

1) Workcenter with User IDs

Change Document Type (B2000)
B DP Dashboard Post Invoice (2016)

Refer to AP Duplicate Analyst (R2706) A

Refer to AP Processor (R2704) B
Refer for Information (R2701)

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 VIM 5.2 Non PO Invoice Exception: Approval Required (DP250)

Enter "Coder" For Invoice Post Invoice (2016) A

AP Processor

Submit for approval (2015)

P27 Approver Email [email protected]
DP Change Process Type (2739)
B
RSMITH Dashboard
Approver ID Refer to AP Processors (2704)
Refer for Information (2701)
Search help - searches Display Special Handling Instr. (2030)
1) Workcenter with User IDs configured custom approval
matrix table Change Doc Type (2000)

Enter Coding

Web/SAP GUI
A B
Coder

Approval Reject (15001)

Approve (05000) D

Reject (15001) A
Requester

Web/SAP GUI
D
Approval Approve (05000) C

Reject (15001) Back One Level

Web/SAP GUI
C
Approval Approval
Approve (05000) Yes Auto Post? Yes Posting Error? Yes B
Completed?
Approver

No
1) Initial Approver associated No No
with Coder
2) Subsequent Approvers
associated with previous B End
approver based on $ Amount

Manual Post Invoice by AP Processor

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 VIM 5.2 Non PO Invoice Exception: Tax Audit Required (DP254)

1) Workcenter with User IDs

Post Invoice (2016)
Change Process Type (2739)
AP Processor

Change Doc Type (2000)

Re-Apply Business Rules (2012)
P22 DP Dashboard Refer to Tax Expert (2729) B
Refer to AP Processors (2704) C

Refer to Buyer (2705) A

C Refer for Information (2701)

Refer to AP Processor (2704) C

Tax Expert

Refer to Tax Expert (2729) B

B DP Dasboard
Refer to Buyer (2705) A
Refer for Information (2701)

1) Workcenter with User IDs

Refer to AP Processor (2704) C

Self Directed Refer to Tax Expert (2729) B
Buyer

A DP Dasboard
Refer to Buyer (2705) A
Refer for Information (2701)

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 VIM 5.2 Non PO Invoice Exception: Vendor Audit Required (DP253) ; Invalid Company Address (DP232)

Refer to Requester (2715) B

Buyer

A DP Dashboard Refer to AP Processor (2704) C

Refer to Buyer (2705) A
Refer for Information (2701)

1) Self Directed
Requester

Refer to Buyer (2705) A

Refer to AP Processor (2704) C
B DP Dashboard
Refer to Requester (2715) B
Refer for Information (2701)
1) Self Directed

1) Workcenter with User IDs

Post Invoice (2016)

AP Processor

Change Doc Type (2000)

Change Process Type (2739)
P23
DP Dashboard Refer to Requester (2715) B
Refer to Buyer (2705) A
Refer to AP Processor (2704) C
Refer for Information (2701)
Re-Apply Business Rules (2012)
C

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 VIM 5.2 Non PO Invoice Exceptions: Vendor Maintenance Required (DP252)

Refer to Vendor Maintenance (2709) C

Requester

Refer to Buyer (2705) A

B DP Dashboard Refer to AP Processor (2704) D
Refer to Requester (2715) B
Refer for Information (2701)
1) Self Directed

Change Vendor Master (2003)

Maintenance

Create New Vendor (2004)

Vendor

C DP Dashboard Refer to Requester (2715) B

1) Workcenter with User IDs Refer to AP Processor (2704) D
Refer to Buyer (2705) A
Refer to Vendor Maintenance (2709) C
Refer for Information (2701)

Post Invoice (2016)

Change Doc Type (2000)
AP Processor

Re-Apply Business Rules (2012)

1) Workcenter with User IDs Change Process Type (2739)
D DP Dashboard Refer to Vendor Maintenance (2709) C
Refer to Requester (2715) B
Refer to Buyer (2705) A
Refer to AP Processor (2704) D
Refer for Information (2701)

Refer to Vendor Maintenance (2709) C

Refer to Requester (2715) B
P24
DP Dashboard Refer to AP Processor (2704) D
Buyer

Refer to Buyer (2705) A

Refer for Information (2701)

1) Self Directed A

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 VIM 5.2 Non PO Invoice Exception: Non PO Credit Memo (DP206); Unable to Determine Company Code (DP205)

Enter Index
AP Processor

Re-apply Business Rules (2012)

P28 Change Document Type (2000)

DP Dashboard
Post Invoice (2016)

Refer to AP Processor (2704) A

Refer for Information (2701)
A

1) Workcenter with User IDs

Open Text Corporation @ 2007 40

 VIM 5.2 Non PO Invoice Exception: Invalid Vendor VAT Number (DP220); Invalid Tax Info. (DP224);
Invalid Recipient VAT Number (DP225); Invalid SIRET Number (DP229)
Missing /Invalid Tax Exempt Text (DP235) ; Missing Import Special Text (DP236)

1) Workcenter with User IDs

Re-apply Business Rules (B2012)
Tax Expert

P25
Refer to Tax Expert (R2729) A
DP Dashboard
Refer to AP Processor (R2704) B
Refer to Vendor Maintenance (R2709) C
Refer to Requisitioner (R2714) D
A
Refer for Information (R2701)

Enter Index
1) Workcenter with User IDs
Change Document Type (B2000)
Re-apply Business Rules (B2012)
AP Processor

Post Invoice (B2016)

Refer to Tax Expert (R2729) A
B DP Dashboard Refer to Vendor Maintenance (R2709) C
Refer to Requisitioner (R2714) D
Refer to AP Processor (R2704) B
Refer for Information (R2701)

Re-apply Business Rules (B2012)

Requisitioner

Refer to Tax Expert (R2729) A

D DP Dashboard Refer to Vendor Maintenance (R2709) C
1) Workcenter with User IDs
Refer to AP Processor (R2704) B
Refer to Requisitoner (R2714) D
Refer for Information (R2701)
Vendor Maintenance

1) Workcenter with User IDs Re-apply Business Rules (B2012)

Change Vendor Master (B2003)
Create New Vendor (B2004)
Refer to Tax Expert (R2729) A
C DP Dashboard
Refer to Requisitioner (R2714) D
Refer to AP Processor (R2704) B
Refer to Vendor Maintenance (R2709) C
Open Text Corporation @ 2007 Refer for Information (R2701) 41
 VIM 5.2 PO Invoice Exception: Incomplete Credit Memo (DP221); Missing Invoice Date (DP223); ISR Number Mismatch (DP226);
Vendor Address Mismatch (DP222); Payment Terms Mismatch (DP227); Missing Date of Supply (DP228)
Vendor Invoice Reference Missing (DP233) ; Payment Method Mistmatch (DP234);
Missing Item Description (DP237) ; Missing Mandatory Information (DP238)

1) Workcenter with User IDs

Requisitioner

Re-apply Business Rules (B2012)

Refer to Vendor Maintenance (R2709) D
C DP Dashboard Refer to AP Processor (R2704) B
Refer to Requisitioner (R2714) C
Refer for Information (R2701)

1) Workcenter with User IDs Re-apply Business Rules (B2012)

Maintenance

Change Vendor Master (B2003)

Create New Vendor (B2004)
Vendor

D DP Dashboard Refer to Requisitioner (R2714) C

Refer to AP Processor (R2704) B
Refer to Vendor Maintenance (R2709) D
Refer for Information (R2701)

Enter Index
Change Document Type (B2000)
AP Processor

1) Workcenter with User IDs

Re-apply Business Rules (B2012)
Post Invoice (B2016)
P26
DP Dashboard Refer to Requisitioner (R2714) C
Refer to Vendor Maintenance (R2709) D
Refer to AP Processor (R2704) B
Refer for Information (R2701)
B

Open Text Corporation @ 2007 42

 VIM 5.2 Non PO Invoice Exception: Process Non-PO Invoice (Unable to Auto Post) (DP200 and DP207);
Pre-Approved (DP251)

Enter Index
Re-apply Business Rules (B2012)

P29 Change Document Type (B2000)

DP Dashboard
AP Processor

Post Invoice (B2016)

Refer to AP Processor (R2704) A

Refer for Information (R2701)
A

1) Workcenter with User IDs

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 VIM 5.2 Document Processing Dashboard

Open Text Corporation @ 2007 44

 VIM 5.2 PO Blocked Invoice Dashboard

Open Text Corporation @ 2007 45

VIM 5.2 Non PO Approve Invoice Dashboard

Open Text Corporation @ 2007 46

 VIM 5.2 Non PO Approve Invoice Dashboard

Open Text Corporation @ 2007 47