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SAP Vim(Vendor Invoice management) Opentext

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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

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SAP Vim(Vendor Invoice management) Opentext

  1. 1. Open Text VIM Training info@sapsharks.com
  2. 2. Info@sapsharks.com Sapsharks.com/OT1 Download this presentation from the link below
  3. 3. What is VIM? Vendor invoice management
  4. 4. 1 2 3 4Add on to SAP . Solution for managing invoices Massages data before processing in SAP Has custom rules inside it
  5. 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. 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. 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. 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. 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. 10. How does VIM help achieve this?
  11. 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. 12. There are no reports on when an invoice was keyed in
  13. 13. No automatic approval process
  14. 14. Everything is done through email
  15. 15. PRESENTED BY : YOUR OWN NAME Delays payment Due to incorrect amounts and wrong vendors and Delays in approvals
  16. 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. 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. 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.
  19. 19. OCR technology extracts text from a picture.
  20. 20. OCR
  21. 21. 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
  22. 22. VIM
  23. 23. Access VIM by entering /n/opt/VIM in the transaction bar
  24. 24. Access VIM configuration by entering /n/opt/spro in the transaction bar
  25. 25. This only works if you have the VIM add-on installed in your system
  26. 26. DP screen( step before the invoice is created)
  27. 27. The information below was populated automatically from the pdf or electronic invoice
  28. 28. The coder verifies this information and passes it on to the A/P person to enter the G/L account, cost center etc.
  29. 29. The AP person enters the financial information.
  30. 30. You can apply many checks to the document to ensure it is correct.
  31. 31. These checks are defined by us through configuration. These checks are be through a function module, check certain table values etc.
  32. 32. This ensures that the invoices being created have the right data and there are less disputes and we get paid on time.
  33. 33. After the AP person enters the information, we might need additional approvals or information. Workflow process.
  34. 34. 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
  35. 35. 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
  36. 36. 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
  37. 37. VIM helps in easy flowing of the ‘DP’ from one department to another to get all the info before the invoice is created
  38. 38. 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
  39. 39. 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
  40. 40. 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
  41. 41. 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
  42. 42. 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
  43. 43. 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
  44. 44. Specify the list of users who can approve Specify how many approvers are required based on amounts
  45. 45. 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
  46. 46. 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
  47. 47. Separate one invoice from another
  48. 48. Invoice-1 Separator of invoice Invoice-2
  49. 49. Invoice and additional documents separator
  50. 50. Invoice 1 Separator of invoice and additional documents Additional supporting documents
  51. 51. 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.
  52. 52. 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
  53. 53. 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
  54. 54. Info@sapsharks.com Sapsharks.com/OT1 Download this presentation from the link below

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