OpenText VIM 7.5 SP3 - Admin Guide [PDF]

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OpenText™ Vendor Invoice Management for SAP® Solutions Administration Guide This guide describes the technical and functional aspects of administering OpenText Vendor Invoice Management 7.5 SP3.

VIM070500-03-AGD-EN-1

OpenText™ Vendor Invoice Management for SAP® Solutions Administration Guide VIM070500-03-AGD-EN-1 Rev.: 09. Oct. 2015 This documentation has been created for software version 7.5 SP3. It is also valid for subsequent software versions as long as no new document version is shipped with the product or is published at https://knowledge.opentext.com. Open Text SA 40 Avenue Monterey , Luxembourg, Luxembourg L-2163 Tel: 35 2 264566 1 Open Text Corporation 275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1 Tel: +1-519-888-7111 Toll Free Canada/USA: 1-800-499-6544 International: +800-4996-5440 Fax: +1-519-888-0677 Support: http://support.opentext.com For more information, visit https://www.opentext.com

Copyright © 2015 Open Text SA or Open Text ULC (in Canada). All Rights Reserved. Trademarks owned by Open Text SA or Open Text ULC (in Canada). All rights reserved. Disclaimer No Warranties and Limitation of Liability Every effort has been made to ensure the accuracy of the features and techniques presented in this publication. However, Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for the accuracy of this publication.

Table of Contents Part 1

About Vendor Invoice Management

7

1

About This Document ............................................................. 11

1.1 1.2

Target Readership .......................................................................... 11 Related Documents ......................................................................... 11

2

Customer Support ................................................................... 13

3

High Availability ....................................................................... 15

4

Understanding VIM .................................................................. 17

4.1 4.2 4.3 4.4

Delivery Model ................................................................................ Workflow Scheme ........................................................................... Process Swimlanes ......................................................................... Extensions to VIM ...........................................................................

17 18 19 20

Part 2

One-time Administration Tasks

21

5

VIM Batch Jobs ........................................................................ 23

5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10

Scheduling Batch Jobs for Workflows ............................................... Scheduling Batch Jobs for VIM Analytics .......................................... Scheduling Batch Jobs for Central Reporting .................................... Scheduling Batch Jobs for ICC Dispatcher ........................................ Scheduling Batch Jobs for the IDH Framework ................................. Scheduling Batch Jobs for VIM Workplace ........................................ Scheduling Batch Jobs for the KPI Dashboard .................................. Scheduling Batch Jobs for Supplier Self Service ............................... Scheduling Batch Jobs for the Ariba Network .................................... Scheduling Batch Jobs for SAP NetWeaver BW ................................

6

Scheduling Batch Jobs for Data Download from SAP ERP for ICC Integration ........................................................... 33

6.1 6.2

Downloading the Vendor Database from SAP ERP ........................... 34 Downloading PO Data from SAP ERP .............................................. 37

7

Scheduling Batch Jobs for the ICC Dispatcher .................... 43

7.1 7.2 7.3 7.4

Batch Program /OPT/VIM_STATUS_EXTR ...................................... Batch Program /OPT/VIM_STATUS_VALD ....................................... Batch Program /OPT/VIM_DP_TRIGGER ......................................... Batch Program /OPT/VIM_ICC_CLEANUP .......................................

23 25 26 27 27 28 29 29 30 31

43 44 45 46

8

Roles ......................................................................................... 51

8.1

Maintaining the Fail Safe User Key ................................................... 51

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9

Maintaining Chart of Authority ............................................... 53

10

Administering Workflows ....................................................... 55

10.1 10.2

Configuring VIM .............................................................................. 55 Linking Events for VIM Workflows .................................................... 55

11

Using the SAP Early Watch Service ...................................... 59

11.1

Creating a Role for VIM Configuration Display ................................... 59

12

Administering the Approval Portal ........................................ 69

12.1 12.2 12.3 12.4 12.5 12.6

Configuring the Approval Portal ........................................................ Configuring Search Helps with Pre-filled Values ................................ Configuring Multilingual Support ....................................................... Configuring Attachment Support ....................................................... Branding ......................................................................................... Releasing Invoice Locks When Logging Out from Approval Portal ......

13

Configuring the Mobile Approval Portal ................................ 97

13.1 13.2 13.3 13.4

Introducing the Mobile Approval Portal Interface ................................ 97 Configuring the Web Viewer Integration ............................................ 97 Configuring Mobile Page Fields ........................................................ 99 Configuring Regional Settings ........................................................ 100

Part 3

Regular Administration Tasks

14

Setting Up Substitutes for Workflow Processes ................ 103

70 83 84 90 93 95

101

15

Reassigning Work Items Belonging to Another User ........ 105

15.1 15.2 15.3

Retrieving Open SAP Work Items of a Specific User ....................... 105 Reassigning Open SAP Work Items to a Different User ................... 108 Reassigning Invoice Approval Items to a Different User ................... 110

16

Administering Workflows ..................................................... 115

16.1 16.2

Backup ......................................................................................... 115 Data Archiving .............................................................................. 115

17

Working with the IDH Admin Tool ........................................ 117

18

Running Year End/month End Procedure for Parked and DP Documents ....................................................................... 121

18.1 18.2 18.3 18.4 18.5

Customer Advisory ........................................................................ Changing the Posting Date for a Bulk of DP Invoices ....................... Processing Non PO Based FI Documents ....................................... Processing PO Based Documents (LIV Invoices) ............................ Testing the Year End Procedure ....................................................

122 123 124 128 131

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Table of Contents

18.6

Using the Year End Run Log .......................................................... 132

19

ICC Configuration Data ......................................................... 135

19.1

Deleting an ICC Application from SAP Tables ................................. 135

20

Archiving VIM Information .................................................... 141

21

License Reporting ................................................................. 145

21.1 21.2

Using the ICC and VIM License Report ........................................... 145 Auditing Using SAP Global Licenses Auditing Services (GLAS) ....... 149

Part 4

Troubleshooting and Monitoring

22

Monitoring VIM Workflows ................................................... 153

23

Solving a Role Error in a Workflow ...................................... 159

23.1 23.2

Determining a Role Error in a Workflow .......................................... 159 Restarting Workflow After Fixing a Role Error ................................. 162

24

Releasing Invoice Lock for Invoice Approval ..................... 165

25

Administering Workflows ..................................................... 167

25.1 25.2 25.3 25.4 25.5 25.6 25.7 25.8 25.9 25.10 25.11

Monitoring Alerts ........................................................................... Monitoring Activity ......................................................................... Analyzing System Performance ..................................................... Using Logs and Traces .................................................................. Using Solution Manager Diagnostics .............................................. System Availability ........................................................................ Adaptive Computing ...................................................................... Restart Mechanism ....................................................................... Frequently Used SAP Workflow Administration Transactions ........... Analyzing Work Items .................................................................... Frequently Used SAP Workflow Tables ..........................................

26

Creating a PDF History Log File ........................................... 181

151

167 173 173 174 174 174 174 175 175 177 179

27

Working with the Application Log ....................................... 185

27.1 27.2 27.3

Creating the Application Log .......................................................... 185 Displaying Log Messages .............................................................. 189 Application Logging for the CRM System ........................................ 191

28

Troubleshooting SAP NetWeaver BW ................................. 193

28.1

Changing KPI Customizing ............................................................ 193

29

Troubleshooting Invoice Approval ...................................... 195

30

Monitoring and Troubleshooting the Approval Portal ....... 199

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30.1 30.2 30.3 30.4 30.5 30.6 30.7 30.8 30.9 30.10 30.11

Working with Log and Trace Files .................................................. Working with Logging and Tracing (NetWeaver 7.3 and 7.4) ............ Monitoring and Measuring Performance ......................................... Managing Backup and Restore ...................................................... Restoring the Application ............................................................... Performing Periodic Tasks ............................................................. Technical Configuration Data ......................................................... High Availability and Load Balancing Concept ................................. Restart and Monitoring of Asynchronous Interfaces Concept ............ Starting and Stopping Approval Portal ............................................ Troubleshooting ............................................................................

199 205 212 219 220 220 220 220 221 221 221

31

Troubleshooting the Mobile Approval Portal ...................... 231

GLS

Glossary

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OpenText Vendor Invoice Management for SAP Solutions – Administration Guide VIM070500-03-AGD-EN-1

Part 1 About Vendor Invoice Management

Part 1 About Vendor Invoice Management

SAP Invoice Management by OpenText (VIM) is a packaged business solution for managing vendor invoices. •

VIM solves a business problem - paying correct amount to vendors on time and with the lowest cost.

•

VIM delivers not technology but best-practice business processes.

•

VIM provides values to customers in process efficiency, visibility and compliance.

VIM is SAP® centric. •

VIM is an add-on to your SAP ERP system, the majority of the functions and processes run inside your SAP ERP 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 consists of the following components:

Figure 1: VIM components

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OpenText Vendor Invoice Management for SAP Solutions – Administration Guide VIM070500-03-AGD-EN-1

ICC (OpenText™ Invoice Capture Center for SAP® Solutions) •

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 •

Receive a list of invoices to be approved.

•

Code and approve the invoices.

Approval Portal •

Java based Approval Portal infrastructure running on SAP NetWeaver Application Server Java.

•

Similar to Invoice Approval but with Web interface.

Mobile Approval •

Approve invoices on a mobile device, for example a Blackberry, an iPhone, or an iPad.

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.

Supplier Self Service •

Provide a web interface that enables suppliers to keep track of the status of their invoices.

SAP CRM SSF Integration •

Integrate VIM with SAP Customer Relationship Management (SAP CRM) SAP Shared Service Framework to create Service Requests from VIM dashboards.

•

Provide VIM invoice information in Vendor Factsheet inside the Accounting Interaction Center (AIC).

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Part 1 About Vendor Invoice Management

SAP NetWeaver BW •

Integrate VIM with SAP NetWeaver® Business Warehouse (SAP NetWeaver BW) to integrate, transform, and consolidate relevant business information from productive SAP applications and external data sources.

Ariba® Network Integration •

10

Connect VIM with Ariba Network Integration for SAP Business Suite. Suppliers create invoices in the Ariba Network. The invoices are sent to the SAP ERP system of the buyer. The buyer processes all incoming invoices in VIM.

OpenText Vendor Invoice Management for SAP Solutions – Administration Guide VIM070500-03-AGD-EN-1

Chapter 1

About This Document 1.1 Target Readership This document addresses workflow administrators who are in charge of maintaining VIM.

1.2 Related Documents You can find the product documentation in the following locations: •

The product ISO image comprises the complete product in one *.iso file. The product ISO image is available in the OpenText Knowledge Center. To access the ISO image, select the product family page, and click the Downloads link.

•

The documentation for all products and all supported versions is available in the OpenText Knowledge Center. See the Release Notes for details and links. In the Knowledge Center, select the product family page, and then click the Documentation link. If the required product belongs to the OpenText™ Content Server family, click the Content Server Module Documentation link, and then select the product from the list. Note: You can find the latest information on manuals and online help files for each product in the corresponding Release Notes. This includes the identification codes of the current documentation.

For VIM, the product ISO image is available here: https://knowledge.opentext.com/ knowledge/llisapi.dll?func=ll&objId=14583402 You find the documentation for VIM here: https://knowledge.opentext.com/ knowledge/llisapi.dll?func=ll&objId=10151494

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Chapter 2

Customer Support You can contact the OpenText Customer Support team with the contact information available at http://support.opentext.com. Alternatively, if you bought the solution from SAP, you can open a message in the SAP Service Marketplace for component XX-PART-OPT-INV. Important note for SAP Reseller Customers For information about all OpenText products resold by SAP (including VIM and ICC), check SAP Marketplace Note 1791874: SAP Products by OpenText - Software and Support Lifecycle. This note provides detailed information about software life cycle, access to Support Packages, access to latest documentation, language packages, and other patches, as well as Support ticket handling. Remote support is possible through the SAP solution manager with CSS message. You must open the connection to the system and provide appropriate authorizations. To view logs, VIM provides the read-only transactions /OPT/VIM_7AX8_DIS and /

OPT/VIM_VA2.

For SAP J2EE based components, the Java role SAP_JAVA_SUPPORT is pre-delivered with NetWeaver and recommended to be used for this purpose. For ABAP based components, for example the role SAP_RCA_SAT_DISP is shipped via the ABAP addon component ST-PI.

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Chapter 3

High Availability VIM supports the standard SAP high availability concept. For detailed information, refer to the documentation provided under http://help.sap.com/saphelp_nw04/ Helpdata/EN/08/5741114ae611d1894f0000e829fbbd/frameset.htm.

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Chapter 4

Understanding VIM 4.1 Delivery Model As VIM is basically a scenario, its function may best be described as a problem solution. It enables the flexible configuration of a company's payment workflow. To this end, VIM is delivered with a so-called Baseline Configuration, a set of pre-defined configurations that work out of the box. In conjunction with other OpenText products such as OpenText™ Archive Server it is possible to realize comprehensive solutions. Core Functions are the technical foundation of VIM: SAP screens, functions, workflow templates, web pages, etc.

Note: Only end user screens are translated in additional languages other than English. Customizing screens are provided in English language only.

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Chapter 4 Understanding VIM

4.2 Workflow Scheme

Figure 4-1: Workflow scheme Each VIM workflow process has the same basic steps: Validate metadata The metadata or index data are validated against the SAP database. If validation fails, an exception is triggered. Check duplicates The validated metadata is used to check whether the new invoice has been entered already. If the new invoice is suspected to be a duplicate of any existing invoice, an exception is triggered. Apply business rules Invoice pre-processing: Business rules are applied to detect additional exceptions before posting. Post for payment The invoice is posted and released for payment.

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4.3. Process Swimlanes

4.3 Process Swimlanes Business blue print sessions result in a set of finalized swimlane diagrams representing the to-be process. Figure 4-2 on page 20 is an example of such a process swimlane that is delivered with the VIM Baseline Configuration. A swimlane diagram comprises the following main items: Process Description The description in the headline represents the process scenario. Roles Each lane represents a business role, a unique grouping of people required to collaborate to complete the process. Dashboard The dashboard is the user interface for the actors in the process. The dashboard type identifies the VIM component that is used to realize a specific functionality. The following dashboard types are available: DP dashboard The DP dashboard represents a process as implemented in the Document Processing component of VIM. See section 4 “Working with the DP Dashboard” in OpenText Vendor Invoice Management for SAP Solutions - User Guide (VIM-UGD). VIM dashboard The VIM dashboard represents a process as implemented in the Invoice Exception component of VIM for parked invoices. See section 5 “Working with the Invoice Exception Dashboards” in OpenText Vendor Invoice Management for SAP Solutions - User Guide (VIM-UGD). VIM line dashboard The VIM line dashboard represents a process as implemented in the Invoice Exception component of VIM for blocked PO based invoices for line level blocks. See section 5 “Working with the Invoice Exception Dashboards” in OpenText Vendor Invoice Management for SAP Solutions - User Guide (VIM-UGD). VIM header dashboard The VIM header dashboard represents a process as implemented in the Invoice Exception component of VIM for blocked PO based invoices for header level processes. See section 5 “Working with the Invoice Exception Dashboards” in OpenText Vendor Invoice Management for SAP Solutions - User Guide (VIM-UGD). Options Various options are available to the actors during the processing of invoices. These are represented as individual items next to the dashboard block.

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Chapter 4 Understanding VIM

Figure 4-2: Swimlane example

4.4 Extensions to VIM You can extend or customize the VIM functionality to meet your requirements. You should create Custom Development objects in your customer namespace. Plug the Custom Development objects into the appropriate user exits that OpenText provides in VIM. The SAP transport management system will handle the custom development and configuration changes. For detailed information on technical and functional configuration, refer to OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD).

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Part 2 One-time Administration Tasks

Part 2 One-time Administration Tasks

This part covers administration tasks that must be carried out only once.

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Chapter 5

VIM Batch Jobs To ensure that VIM works properly, schedule the batch jobs in this section appropriately, based on your system requirements.

5.1 Scheduling Batch Jobs for Workflows Program: RM08RELEASE Description: Releases blocks on MM documents and payment blocks on FI documents (equivalent to MRBR transaction). Suggested minimum frequency: Once a day Parameters: Select Automatic Release check box. Program: /PTGWFI/R_LIX_CLEANUP_WFS_NEW Description: Handles actions taken outside of workflow, which can clear a blocked invoice. This job removes associated redundant work items and completes workflows. Suggested minimum frequency: Once a day Run after RM08RELEASE. Parameters: Run-time dates (from/to) workflow start time Invoice document invoice document that you want to clear Fiscal Year fiscal year of the document that you want to clear Program: /PTGWFI/R_PIR_CLEANUP_WFS Description: Handles actions taken outside of workflow, which can clear a parked invoice. This job removes associated redundant work items and completes workflows. Suggested minimum frequency: Once a day Run after /PTGWFI/R_LIX_CLEANUP_WFS_NEW has completed. Parameters: Run-time dates (from/to) workflow start time Invoice document invoice document that you want to clear

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Chapter 5 VIM Batch Jobs

Fiscal Year fiscal year of the document that you want to clear Program: /ORS/000007_LOCK_CLEANUP Description: Releases invoice locks as set by Web approval workflow. Suggested minimum frequency: Every 30 min. Parameters: None Program: /OPT/VIM_R1A_REMINDER Description: Sends out VIM reminder emails for overdue items. Suggested minimum frequency: Once a day Parameters: Select Background Mode Table /OPT/T852 defines the number of grace days. For a comprehensive description, see section 33 “Using VIM Notifications” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIMCGD). Program: RSWWERRE Description: Restarts work items that are in error status. Suggested minimum frequency: As defined by the workflow configuration Parameters: None Program: /OPT/VIM_TRIGGER_HEADER_WF Description: Triggers the LIV Header Level Workflow. Suggested minimum frequency: Twice a day or more often, depending on the requirements Parameters: None Program: /OPT/CR_RERUN_RULES_JOB Description: If the maximum wait time is configured for some DP Process Types (exceptions), this program will complete the waiting work items for documents with those DP Process Types. This job will publish the events PSS_Completed and ProcessCompletedExternally. These events will enable the workflow to rerun business rules. Example: In the DP Goods Receipt Missing scenario of the SAP Supplier Relationship Management (SRM) scenario, if the goods receipt is posted, rerunning the business rules will resolve the GR Missing exception and continue with the next process. If the maximum number of tries is exceeded, the work item will be sent to the dialog user to be resolved manually. For Quantity and Price block scenarios, use the standard MRBR job and the OpenText workflow clean up job to resolve work items which are in waiting status. Suggested minimum frequency: Every 4 hours Parameters: Use variants for specific groups.

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5.2. Scheduling Batch Jobs for VIM Analytics

Program: /OPT/DR_BR_WAIT Description: Reruns the process types that have been set into a wait step. When the waiting interval has exceeded or the process type has been executed successfully, the waiting step will be skipped. Note: You must plan this job only if process types with wait / rerun option exist. Suggested minimum frequency: Once a day Parameters: Select Rerun waiting in background and Write log background processing. For a comprehensive description, see section 35 “Rerunning Waiting Process Types” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD).

5.2 Scheduling Batch Jobs for VIM Analytics Program: /OPT/VAN_SYNC_JOB Description: VIM tables /OPT/VIM_HD_DP, /OPT/VIM_HD_PO, / OPT/VIM_PO_WIH, /OPT/VIM_HD_NPO, and /OPT/NPO_WIH might be incorrectly updated by VIM workflows during the invoice process. You can run the VAN Sync Job by running the SA38 transaction with program / OPT/VAN_SYNC_JOB or clicking the Sync button in the VAN application toolbar for all selected entries in the list. By clicking the Sync button in VAN, all data of the selected entries will be updated accordingly. You might need to refresh VAN to get the updated data displayed. The selection criteria in the Sync VAN Tables with SAP Data screen are optional. If the Include All check box is cleared, the following workflow and document statuses are excluded for Non PO and PO invoice data selection: •

Posted

•

Deleted

•

Cancelled

•

Fiscal Year Changed

•

Completed

•

Archived

•

Completed by Cleanup Program

DP document statuses Document Created, Rescan Completed, Confirmed Duplicate, and Obsolete are excluded for DP data selection. The /OPT/VAN_SYNC_JOB program selects Non PO invoices, PO invoices, and DP data from the mentioned VAN tables, according to the selection criteria you entered in the Sync VAN Tables with SAP Data screen.

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Chapter 5 VIM Batch Jobs

For all these documents, the program gets data from SAP workflow tables, SAP invoice tables, VIM stack tables, and parking monitor tables. Using this data, the program updates the corresponding VAN tables. You can run the program every time when there is a need to synch VIM data with SAP data. OpenText advises against scheduling the job for synchronization of all VIM data on a daily basis. To avoid performance issues, the program should not be executed for mass data. Note: The following reports are obsolete and no longer needed: •

/OPT/VIM_RPT_SYNC_DP_TABLE

•

/OPT/VIM_RPT_SYNC_TABLES

•

/OPT/VIM_RPT_SYNC_TAB_NOLIMIT

5.3 Scheduling Batch Jobs for Central Reporting The underlying document and workflow data of Central Reporting is being updated as documents get processed. Therefore it is necessary to regularly run the data extraction reports for Central Reporting. This applies to the following reports: •

Collection Report

•

User Master Report

•

Text Master Report

•

Aggregation Report

Keep in mind that the sequence of the jobs is important. Schedule Collection Report, User Master Report, and Text Master Report before Aggregation Report. After you have created variants of the Aggregation Report for the TRANSACT, MASTER, and USER groups (see section 27.4 “Creating Variants of the Aggregation Report for Each Group” in OpenText Vendor Invoice Management for SAP Solutions Configuration Guide (VIM-CGD)), you can schedule one batch job with several steps or a dedicated batch job for each variant. Regarding the order of the other groups for the batch job, the job for the TRANSACT group should be scheduled after MASTER and USER jobs. In a multiple backend system, also schedule jobs for the Group IDs that start with OTH*. You have to consider how often it is necessary to update the respective data and schedule the job accordingly.

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5.4. Scheduling Batch Jobs for ICC Dispatcher

5.4 Scheduling Batch Jobs for ICC Dispatcher Starting with OpenText™ Business Center for SAP® Solutions (Business Center) 10.0 SP1 and Business Center Solution Integration for Vendor Invoice Management 10.0 SP2, you can use Business Center Inbound Configuration instead of the ICC Dispatcher. If you use Business Center Inbound Configuration, the batch jobs for ICC dispatcher are no longer needed. As mentioned in section 16.1 “ICC Dispatcher” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD), periodic jobs are necessary to set up the ICC infrastructure completely. Schedule the jobs as described in “Scheduling Batch Jobs for Data Download from SAP ERP for ICC Integration“ on page 33 and “Scheduling Batch Jobs for the ICC Dispatcher“ on page 43. Note: In a multiple backend environment, the download jobs (“Scheduling Batch Jobs for Data Download from SAP ERP for ICC Integration“ on page 33) are needed in both the central system and the satellite systems whereas the jobs for the ICC dispatcher (“Scheduling Batch Jobs for the ICC Dispatcher“ on page 43) are needed only in the central system.

5.5 Scheduling Batch Jobs for the IDH Framework Starting with Business Center 10.0 SP1 and Business Center Solution Integration for Vendor Invoice Management 10.0 SP2, you can use Business Center Inbound Configuration instead of the ICC Dispatcher. With Business Center Inbound Configuration, the batch jobs for the IDH framework are no longer needed. You can schedule the respective jobs of Business Center. For more information, see section 11 “Batch jobs for Inbound Configuration” in OpenText Business Center for SAP Solutions - Configuration Guide (BOCP-CGD). If you migrate from ICC Dispatcher to Business Center Inbound Configuration, stop scheduling the jobs when all documents have been processed using the ICC Dispatcher. Configure the /OPT/VIM_IDH_TRIGGER program as a job running every minute. When running the IDH trigger job, the report picks up all work items that have been registered to the framework and that also have finished after the last run. So every work item will go through all workflow steps defined in the customizing. You must plan the IDH trigger job only if additional input channels besides ICC and IDoc are used within the IDH framework. For detailed information about the IDH framework, see section 8 “Incoming Document Processing” in OpenText Vendor Invoice Management for SAP Solutions Configuration Guide (VIM-CGD).

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Chapter 5 VIM Batch Jobs

5.6 Scheduling Batch Jobs for VIM Workplace Program: /OPT/CR_PMC_PRC_DEL_COMPL_SYNC Description: Synchronizes logically deleted and/or completed processes with the VIM Workplace. Example: If any DP workflows have been started before VIM 7.0, no automatic synchronization is possible for logically deleted and/or completed workflows. The reason is that the required technical components are not available within the corresponding workflow runtime instances. Suggested minimum frequency: Once a day Parameters: In general no parameter values are required. However, if there are issues caused by extremely long report runtimes, the selection parameters of the report can be utilized to split the overall processing load into several smaller buckets. Program: /OPT/CR_PMC_NO_DP_COMPL_SYNC Description: Synchronizes the completion of VIM processes started by directly parked or posted SAP documents with the VIM Workplace. Example: Any SAP documents (relevant for VIM depending on the rollout criteria) may have been parked or posted directly from SAP transactions. In this case, no automatic synchronization is possible as soon as the corresponding VIM processes have been finished because no DP workflow instance is available at all. Suggested minimum frequency: Once a day Parameters: In general no parameter values are required. However, if there are issues caused by extremely long report runtimes, the selection parameters of the report can be utilized to split the overall processing load into several smaller buckets. Program: /OPT/CR_PMC_BS_CHECK Description: Runs the smart selection criteria check using the selected parameters. You can run the job for special selection criteria only, as well as for all selection criteria assigned to certain selection criteria types. If required, you can optimize the overall runtime by separating processes into several smaller buckets. You can also completely exclude processes that are too old or not even relevant anymore. Therefore, use the available DOCID selection range. Additionally, you can use run parameters to display the check result and to execute the job in simulation mode. Suggested minimum frequency: Initial run: One time activity for all available selection criteria at go live Regular run: Once a day Besides the regular suggested frequency, the job needs to be run once (as a one time activity at go live) for all available selection criteria types. This is necessary

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5.7. Scheduling Batch Jobs for the KPI Dashboard

to initially register all relevant processes, which may have been started before the feature has been technically available. Parameters: Selection Criteria Type = T (time based check) You only must schedule the job for the time based selection criteria type. All static checks will be executed automatically within each single process instance during runtime. Program: /OPT/CR_PMC_BS_CLEANUP Description: Deletes currently registered smart selection check results or corresponding customizing settings. Example: If smart selection criteria or the corresponding check logic have been changed, you can use this job to cleanup old registrations before re-registering the new check results again. Suggested minimum frequency: Only use this job if really required. Parameters: You can use parameters as required.

5.7 Scheduling Batch Jobs for the KPI Dashboard To make data available in the KPI target tables, you must set up periodic jobs for collection and aggregation. This applies to the following jobs: •

Collection job

•

Aggregation job Note: Before running periodic jobs, you must complete all customizing steps for the KPI Dashboard.

For comprehensive information, see section 25.2 “Periodic Jobs - Collection and Aggregation” in OpenText Vendor Invoice Management for SAP Solutions Configuration Guide (VIM-CGD).

5.8 Scheduling Batch Jobs for Supplier Self Service With the Supplier Self Service component, the new report /OPT/WR_3S_COLLECTION is introduced. The report is necessary to fill the relevant data in the tables that will be used in the RFC function modules. Therefore it is mandatory to schedule the report as a job. Suggested minimum frequency - OpenText recommends to execute the job once a day, which results in a daily status of the invoices. The report provides a Delta Mode that must be used in background processing to fetch the correct data. For dialog processing, you can set a range of document IDs, a range for company codes, a range for vendors, or also a time range. The Test Mode displays all data that can be updated to the different tables. If you do not provide a specific range for vendors or company codes, the report fetches all relevant vendors and company codes that are relevant for Supplier Self

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Chapter 5 VIM Batch Jobs

Service and configured. For more information, see section 22.6.2 “Mapping Company Codes” in OpenText Vendor Invoice Management for SAP Solutions Configuration Guide (VIM-CGD) and section 22.7.2 “Mapping Suppliers” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD). To clean up the collection tables of Supplier Self Service, the /OPT/WR_3S_CLEANUP report is available. The report deletes all entries of tables /OPT/WT_3S, / OPT/WT_3S_PYMNT, and /OPT/WT_3S_VALUE. You can also use the report in a multiple backend system. In the OpenText Configuration (/OPT/SPRO transaction), there is a customizing for the Collection and Aggregation reports; see section 27 “Central Reporting Infrastructure” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD). For the Supplier Service Application, an aggregation reporting group ID (3S) already exists. For a detailed description of the Supplier Self Service customizing, see section 22 “Supplier Self Service” in OpenText Vendor Invoice Management for SAP Solutions Configuration Guide (VIM-CGD).

5.9 Scheduling Batch Jobs for the Ariba Network To process the inbound cXML messages, the program ARBFND_FETCH_CXML_MESSAGES must be scheduled to run periodically. This is a standard SAP program for Ariba. To process the outbound cXML messages, the program ARBERP_BUS2081_EXTRACT_STS_UPD must be scheduled to run periodically. This is a standard SAP program for Ariba. With a selection by object type /OPT/V1001, you can also select specific VIM document IDs. You can verify the results of the inbound and outbound processing in the application log, transaction SLG1, to be started with object ARIBA_INTEGRATION. Note: After fetching and processing of cXML messages, the IDH framework performs further steps. Make sure that the IDH trigger program / OPT/VIM_IDH_TRIGGER is scheduled to run periodically. For more information, see “Scheduling Batch Jobs for the IDH Framework” on page 27. When a vendor has decided to cancel an invoice, a cXML cancellation message is sent from Ariba Network. The processing is done with the program ARBFND_FETCH_CXML_MESSAGES. In case of cancellations, no mapping is involved and the original IDH inbound document is marked for cancellation. The cancellation itself is implemented in the program / OPT/VIM_ARB_CANCELLATIONS that must be scheduled to run periodically. Suggested minimum frequency

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The job run frequency depends on your business processes. OpenText recommends running jobs (both fetching and cancellation programs) more often if cancellations are expected. This prevents unnecessary processing of invoices that are cancelled by the vendor.

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5.10. Scheduling Batch Jobs for SAP NetWeaver BW

5.10 Scheduling Batch Jobs for SAP NetWeaver BW Note: For detailed information about SAP NetWeaver BW, see section 24 “SAP NetWeaver Business Warehouse Content” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD). In the SAP NetWeaver BW context, you can use process chains for the automatic processing of loading data and updating data targets in reporting. The BW content of VIM 7.0 provides the following meta process chains: Note: VIM 7.0 BW content is also used for VIM 7.5. Meta Process Chain for Delta Load of VIM Data w/o Corp. Mem. (technical name: /OPT/VIM_ALL_01)

This meta process chain is used to upload master data and transaction data from the leading OLTP system without storing data records in the Corporate Memory Layer and to further upload the data to the Reporting Layer; this means to the InfoCubes.

Meta Process Chain for Delta Load of VIM Data with Corp. Mem. (technical name: /OPT/VIM_ALL_02)

This meta process chain is used to upload master data and transaction data from the leading OLTP system with additionally storing the data records in the Corporate Memory and to further upload the data to the Reporting Layer; this means to the InfoCubes.

You can use report /OPT/VIM_TRIGGER_PC_START to trigger the scheduled process chain. You can set up a periodic job for this report to extract VIM data to the BW on a regular basis. Alternatively, you can manually trigger the events /OPT/VIM_TRIGGER_PC_01 or / OPT/VIM_TRIGGER_PC_02, using the SM64 transaction. Event / OPT/VIM_TRIGGER_PC_01 triggers process chain /OPT/VIM_ALL_01. Event / OPT/VIM_TRIGGER_PC02 triggers process chain /OPT/VIM_ALL_02. Note: Before scheduling and triggering the Meta Process Chain, the delta load of DP Document Headers and Exceptions has to be initialized using the InfoPackages /OPT/VIM_DPDOC_H_TRAN_INIT and /OPTVIM_EXC_TRAN_INIT. Suggested minimum frequency - Depending on the needed up-to-dateness of SAP NetWeaver BW data for example once a day. Ensure that the KPI Collection Report is run and finished on the OLTP system before the BW extraction process is started by report /OPT/VIM_TRIGGER_PC_START. Process options Delta Load with Corp. Mem. Triggers process chain /OPT/VIM_ALL_02, which uploads master data (full update) and transaction data (delta update) with additionally storing data records in the Corporate Memory Layer.

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Delta Load w/o Corp. Mem. Triggers process chain /OPT/VIM_ALL_01, which uploads master data (full update) and transaction data (delta update) without storing data records in the Corporate Memory Layer.

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Chapter 6

Scheduling Batch Jobs for Data Download from SAP ERP for ICC Integration The download programs are only relevant if OpenText Invoice Capture Center (ICC) is integrated with your VIM installation. For detailed information on ICC, see the Invoice Capture Center Administrators Guide, available in the OpenText Knowledge Center: https://knowledge.opentext.com/knowledge/llisapi.dll/Open/15448194. Note: If you use Business Center Inbound Configuration to handle incoming document processing, the download programs are also relevant. The download programs are used to provide data for look up tables used by ICC for better recognition results. ICC uses the vendor look up table to determine the vendor number and in turn supplies it back to SAP ERP. The PO delivery look up table helps ICC to achieve better recognition and extraction. The following download programs are available: •

Downloading the vendor database from SAP ERP

•

Downloading PO data from SAP ERP

There are some tools for staging tables included in the product. You can use the programs /OPT/VIM_ICC_SIMUL_PO_DL and /OPT/VIM_ICC_SIMUL_VENDOR_DL to simulate an RFC download by ICC. The simulation can be useful to find out the reasons for download issues. You can find out how much time is spent in the RFC function modules and if there are memory or performance issues on the SAP ERP side. Note: Schedule the download programs as batch jobs. The job logs provide information about the status.

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Chapter 6 Scheduling Batch Jobs for Data Download from SAP ERP for ICC Integration

6.1 Downloading the Vendor Database from SAP ERP To integrate ICC into VIM, you must download the vendor database from SAP ERP to the staging table /OPT/VIM_STG_LIF. To download the vendor database: 1.

Run the /OPT/IR_DL_VENDOR_TO_STG_TABLE program. The Download Vendor Data to Staging table selection screen is displayed.

2.

Enter the parameters for the download: Vendors panel Vendor number Enter the vendor number (range). Also Vendor w/o bank account (default setting) Select this check box to include vendors without bank account in the download. Also Vendor with deletion flag Select this check box to include vendors with deletion flag in the download. Also Vendor with posting block Select this check box to include vendors with posting block in the download.

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6.1. Downloading the Vendor Database from SAP ERP

Bank accounts per Vendor panel One selected bank account (default setting) Select this option to read the first bank account in the vendor master data. The choice can be altered by a user exit. All bank accounts Select this option to generate a line for each bank account in the vendor master data. Importance of bank accounts Bank account data is one of many criteria to identify a vendor. It is easier to identify the vendor with two or more bank accounts. Company code panel Ignore company code Select this check box to improve the performance of the search. If you select this check box, you must select the Ignore company code and SAP system at vendor detection check box in ICC. The search works only on the LFA1 table. The deletion and posting block flags are not evaluated in relationship to the company code (that means, from the LFA1 table). The entries in the staging table do not contain company codes. If you clear the Ignore company code check box, the processing and the entries in the staging table depend on the selections you make in the Company Code selection. Company Code Enter the company code (range). Note: The program will run with higher performance if you enter several single values instead of a range. If you specify one or more company codes, only the vendors having an association to the given company codes in table LFB1 are written to the staging table. The deletion and posting block flags are evaluated in relationship to the company code (that means, from the LFB1 table). The entries in the staging table contain company codes. If a vendor is associated to several company codes, several entries for this vendor are written to the staging table. If you do not specify a company code, the vendors that have an association to any company code in table LFB1 are written to the staging table. Additionally, also the vendors that do not have an association to a company code will be drawn from table LFA1 and written to the staging table. The entries in the staging table contain a company code, if they were taken from table LFB1. The entries do not contain a company code, if they were taken from table LFA1.

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Chapter 6 Scheduling Batch Jobs for Data Download from SAP ERP for ICC Integration

Output to screen

This program runs in background and collects the vendor information. If the program is running in the central system, it collects the vendor information from all satellite systems using function module /OPT/DOWNLOAD_LY_DATA. The program stores the vendor information in the central system’s staging table (along with the satellite system’s logical system). Table /OPT/VIM_STG_LIF contains the following information: •

Vendor number

•

Company code

•

Bank details

•

Vendor address

•

VAT and tax information

•

Vendor email, IBAN, SWIFT code

•

Timestamp (of record creation)

The vendor database contains one or more lines for each vendor number within a logical system. Several lines for the same vendor are generated in the following cases:

Enhancements

•

There are multiple bank data for the vendor, and the multiple bank data switch is set.

•

There are foreign VAT IDs in table LFAS.

VIM 7.5 SP3 (and VIM 7.0 SP7) introduce the following enhancements for the / OPT/IR_DL_VENDOR_TO_STG_TABLE program.

Add Selection

ENHANCEMENT-POINT /OPT/ES_VIM_ICC_IR_DL_VTST_01

Add Data Definition

ENHANCEMENT-POINT /OPT/ES_VIM_ICC_IR_DL_VTST_02

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6.2. Downloading PO Data from SAP ERP

Before Insert to Staging Table

ENHANCEMENT-POINT /OPT/ES_VIM_ICC_IR_DL_VTST_03

Before Append in PERFORM store_to_stg_ta bles

ENHANCEMENT-POINT /OPT/ES_VIM_ICC_IR_DL_VTST_04

6.2 Downloading PO Data from SAP ERP To integrate ICC into VIM, you must download the purchase order data (PO data) and the delivery note numbers from SAP ERP and store them to staging tables / OPT/VIM_STG_POH and /OPT/VIM_STG_POI. Note: The report for the PO download should be scheduled twice, one time for the full download to run once a week or once a month, and one time for the delta download to run once a day. For an ICC application (since ICC 7.0), two hotpots for PO download are generated, one for the full download running once a week, and one for the delta download running once a day. To have the PO database at the ICC as up-to-date as possible, you must schedule the reports on VIM side to run at an earlier time than the hotpots on ICC side. To download purchase order data: 1.

Run the /OPT/IR_DL_PO_TO_STG_TABLES program. The Download Purchase Order Data to Staging tables selection screen is displayed.

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Chapter 6 Scheduling Batch Jobs for Data Download from SAP ERP for ICC Integration

2.

Enter the parameters for the download: Vendors panel Vendor Enter the vendor number (range). Company code Enter the company code (range). Download - Delta/Normal panel Delta Download Select this check box to determine that the program reads the table / opt/it_dl_ts and gets the time stamp of the last program run. The following date fields will be replaced with the date part of the time stamp:

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•

Purchase Orders from

•

Sched. agreements from

•

Goods receipt from

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6.2. Downloading PO Data from SAP ERP

Document selection panel Purchasing Doc. Type Enter the purchasing document type. The default value is NB (Standard PO). But you may want to include FO (Framework order) and LP (Scheduling agreement) also. Purchase Orders from Enter a date. Orders older than this date are not included in the download. Sched. agreements from Enter a date. Scheduling agreements older than this date are not included in the download. Goods receipt from Enter a date. Goods receipts older than this date are not included in the download. Note: You can increase the performance of the program, if you use a date in the future in this field. Use a future date only, if you are not interested in the delivery notes, and if your quantities and amounts in the goods receipt match the data from the purchase order. Processing Options panel Open only check Select this check box to ignore all items for which an invoice has already been received. Vendor substitution by invoicing party Select this check box to substitute the vendor that is taken from the purchase order by the invoicing party that is to be expected on the invoice. Vendor substitution by alternate payee Select this check box to substitute the vendor that is taken from the purchase order by the alternate payee from the vendor data base, which is to be expected on the invoice. Create header table only Select this check box if you do not need the data of the PO item at the ICC for line item matching. The runtime of the program improves considerably if you do not need the PO item data. No delivery data in header table Select this check box if you do not need the delivery note number and delivery date in the header table. In a standard ICC application, ICC does not make use of these data. The runtime of the program improves if you do not need the delivery data in the header table.

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Chapter 6 Scheduling Batch Jobs for Data Download from SAP ERP for ICC Integration

Open only - options for service POs panel The “Open only” option treats a PO material (stock) line as closed if it is fully invoiced; that means if invoices exist for full PO line quantity. Partially invoiced stock lines are considered open. A PO is considered closed if all of its lines are closed. If it has at least one open line, the PO will be downloaded into ICC. For service lines of POs, the following alternatives are provided: Use Final invoice indicator Select this check box to check the “Finally invoiced” indicator on the PO line. A PO line is closed if this indicator is set (by enabling it during invoice posting). Check if PO items have invoices Select this check box to treat partially invoiced lines as closed. If the program is running in the central system, it collects the purchase order information from the satellite systems by calling the Remote function module / OPT/DOWNLOAD_PO_DATA. 3.

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To perform the download, click

in the application toolbar.

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6.2. Downloading PO Data from SAP ERP

Output to screen

The sections Open only check and Vendor substitution * appear only, when the respective processing options have been selected in the selection screen. Note: The number in section Order number table gives the remaining number of PO entries that are written to the staging table. In the example, 342 order numbers have been found, 48 have been removed due to the “open only” check, and 294 have been written to the staging table for download. The log entry 3 vendors substituted means that the vendor substitution has been performed in 3 POs. It does not mean that three different vendors were involved.

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Chapter 7

Scheduling Batch Jobs for the ICC Dispatcher Starting with Business Center 10.0 SP1 and Business Center Solution Integration for Vendor Invoice Management 10.0 SP2, you can use Business Center Inbound Configuration instead of the ICC Dispatcher. With Business Center Inbound Configuration, the batch jobs that are described in this chapter are no longer needed. Exception: The batch job /OPT/VIM_ICC_CLEANUP is replaced by / OTX/PF01_P_IDF_CLEANUP. You can schedule the respective jobs of Business Center. For more information, see section 11 “Batch jobs for Inbound Configuration” in OpenText Business Center for SAP Solutions - Configuration Guide (BOCP-CGD). If you migrate from ICC Dispatcher to Business Center Inbound Configuration, stop scheduling the jobs when all documents have been processed using the ICC Dispatcher. The ICC Dispatcher is part of VIM. It integrates the OCR solution OpenText Invoice Capture Center (ICC) into VIM. ICC automates the capture of paper invoices by using OCR to extract the invoice data. ICC uses SAP ERP as backend to store and retrieve invoice image information through the ICC Dispatcher. For an architecture and sequence diagram of the ICC Dispatcher and for a description of configuration tasks, see section 16.1 “ICC Dispatcher” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD). This chapter covers the batch jobs that must be scheduled for the ICC Dispatcher as a one-time administration task.

7.1 Batch Program /OPT/VIM_STATUS_EXTR This program runs in the background. It reads all the DP documents with status Sent to OCR and checks the elapsed time crossed the allowed time limit. Maximum allowed time for Extraction is maintained in table /OPT/VIM_RETRY, see section 16.2 “Maximum Allowed Time for Extraction and Validation” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD) for a description how to perform the maintenance. If a particular DP document is waiting in the Extraction queue for more than the allowed time, the batch job sets that DP document status to Scanned. Otherwise, it ignores the DP document. The following screenshot shows the selection screen for the program /

OPT/VIM_STATUS_EXTR.

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Chapter 7 Scheduling Batch Jobs for the ICC Dispatcher

7.2 Batch Program /OPT/VIM_STATUS_VALD This program runs in the background. It reads all the DP documents with status Sent to Validation and checks the elapsed time crossed the allowed time limit. Maximum allowed time for Validation is maintained in table /OPT/VIM_RETRY, see section 16.2 “Maximum Allowed Time for Extraction and Validation” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD) for a description how to perform the maintenance. If a particular DP document is waiting in the Validation queue for more than the allowed time, the batch job sets that DP document status to Ready for Validation. Otherwise, it ignores the DP document. The following screenshot shows the selection screen for the program / OPT/VIM_STATUS_VALD.

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7.3. Batch Program /OPT/VIM_DP_TRIGGER

7.3 Batch Program /OPT/VIM_DP_TRIGGER This program runs in the background. It sends the DP documents to the DP workflow based on the validation conditions. For documents with status Extraction Completed, it checks whether validation is required. If required, it sends the document to the Validation framework. Otherwise, it triggers the DP workflow. For documents with status Validation Completed, it triggers the DP workflow. The following screenshot shows the selection screen for the program /

OPT/VIM_DP_TRIGGER.

The following steps depict the whole process of the program /

OPT/VIM_DP_TRIGGER:

1. The program retrieves all DP documents with status Extraction Completed. For each DP document: a. The program maps the extracted data to VIM table fields and updates the / OPT/VIM_1HEAD and /OPT/VIM_1ITEM tables. You maintain the ICC field mapping using the /N/OPT/VIM_MAPV transaction. b. The program checks whether Validation is required using function module / OPT/VIM_RUN_VALIDATION_RULES. The Validation framework is used to configure the Validation rules. You maintain this using the / N/OPT/VIM_ICC_VAL transaction. c. If Validation is required, the program populates the Validation agents using function module /OPT/W_RETRIEVE_USERS and updates the table / OPT/VIM_VAL_AGT. You maintain validators at Archive Document type level using Simple Mode Role Maintenance, transaction /OPT/CP_9CX4. d. If Validation is not required, the program triggers the DP workflow using function module /OPT/VIM_START_DOC_PROCESS_ICC. The DP workflow will take care of all further steps. 2. The program retrieves all DP documents with status Validation Completed. For each DP document: a. The program maps the extracted data to VIM table fields and updates the / OPT/VIM_1HEAD and /OPT/VIM_1ITEM tables. You maintain the ICC field mapping using the /N/OPT/VIM_MAPV transaction.

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b. The program triggers the DP workflow using function module / OPT/VIM_START_DOC_PROCESS_ICC. The DP workflow will take care of all further steps. No of items to process per run Use this parameter in scenarios where a high amount of items are processed at the same time. Without this parameter, single instances of the corresponding job runs can collect high amounts of items at the same time, which leads to a high runtime of the single job instance. You can use this parameter to restrict the number of items selected per job run. So even if a big backlog of not processed items is in place, the single job instances will have a limited runtime. If the report is, for example, planned every three minutes, the load is distributed to several runs. This parameter is valid for both selections, status 73 (Extraction Completed) and 76 (Validation Complete). So if you define the parameter, for example, with 100, in total 200 items are processed, 100 items of status 73 and 100 items of status 76. If the parameter is left empty, all entries in the relevant status are selected per run.

7.4 Batch Program /OPT/VIM_ICC_CLEANUP Starting with Business Center 10.0 SP1 and Business Center Solution Integration for Vendor Invoice Management 10.0 SP2, you can use Business Center Inbound Configuration to handle incoming document processing. With Business Center Inbound Configuration, the batch program /OPT/VIM_ICC_CLEANUP is replaced by / OTX/PF01_P_IDF_CLEANUP. You can schedule this program in background to clean archive and tables from temporary data. This kind of data has been created by the ICC dispatcher but is not needed afterwards. OpenText recommends that you schedule the program once per week. You can use the program in a dialog mode. This might be particularly useful to delete ICC applications from the database; see “Deleting an ICC Application from SAP Tables” on page 135. Important When using Business Center Inbound, the /OTX/PF01_P_IDF_CLEANUP report is used instead of /OPT/VIM_ICC_CLEANUP. For more information, see section 11.3 “Clean up” in OpenText Business Center for SAP Solutions Configuration Guide (BOCP-CGD). Selection screen

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The selection screen comprises six tabs and a Global settings area. Each tab is associated to one aspect (scope).

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7.4. Batch Program /OPT/VIM_ICC_CLEANUP

In the Global settings area, you can select the following check boxes: •

Test run (count only)

•

Skip dialogs that skips the dialogs before the deletion If the program is run in background, Skip dialogs is selected automatically.

All tabs provide the Active Indicator and the Minimum Age In Months parameter that indicates the minimum age of the entries to be deleted. You specify the age in months, maximal value is 24. If the Active Indicator is cleared, the tab is skipped. The green icon disappears from the tab title. Scopes

The tabs deal with the following tables: XML Files Deletes the XML files for documents that have left the ICC dispatcher. Note: If you use the Single Click Entry feature provided in VIM 7.5, use the deleting option carefully because Single Click Entry makes use of these files. Avoid using a minimum age that is too low in this case. Application Logs Cleans the application log for documents that have left the ICC dispatcher. Download Logs Cleans the application logs from entries with subobject ICC_DL. Agent Table Cleans table /OPT/VIM_VAL_AGT for documents that are not waiting to be validated. Result Table Cleans table /OPT/VIM_1EXT_H for documents that have left the ICC dispatcher. ICC Applications Cleans inactive applications in tables /OPT/VIM_CFG_VER and / OPT/VIM_ICC_CFG.

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Feedback Pool Sets the feedback indicator FEEDB_LEARN for documents in /OPT/VIM_1HEAD to Obsolete. So, the documents are not used for feedback any more. Note: The age determination depends on the scope. For the document related scopes XML files, Application Logs and Result Table, it is the archive date of the document. For the other scopes, it is the creation date of the table entry. Additional options

The Application Logs tab and the Result Table tab include additional options. Application Logs includes the Delete IDOC entries as well check box. Select it to specify that log entries with subobject IDOC are deleted as well. Result Table includes the Delete lines w/o values only check box. Select it to specify that only lines without values are deleted. Due to the implementation of the ICC interface, 80 % of the lines are empty. If empty lines are deleted, the table will be much smaller, and the results can still be found in the table.

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Confirmation

If the program is not run in test mode, and if dialogs are not skipped, a confirmation dialog box opens before the deletion occurs. The dialog box does not open if nothing has been found to be deleted.

Output log

The program writes an output log. The following screenshot shows an output log for a test run.

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7.4. Batch Program /OPT/VIM_ICC_CLEANUP

In the latest version of the program, you will see an additional section on the Feedback Pool.

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Chapter 8

Roles The VIM role concept is comprehensively described in section 5 “Roles” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD), which covers the following topics: •

Defining roles

•

Defining role templates

•

Assigning templates to roles

•

Maintaining role determination settings

8.1 Maintaining the Fail Safe User Key If role resolution brings no result, the system first checks the Default Key. When the Default Key is not maintained, the system uses the Fail Safe user key. Default Key If the system cannot find any related key, it uses the Default Key user. It is essential that you maintain the default key user for all roles to avoid that the workflow results in error when it cannot perform the role resolution correctly. Fail Safe Fail Safe applies if the Default Key is not maintained. Other than the Default Key, it offers the possibility to make the maintained values applicable only in background. To maintain the Fail Safe or default user key: 1.

Run the /OPT/CP_9CX10 transaction. Alternatively, click OpenText Vendor Invoice Management > SAP menu > Roles > Fail_Safe Role Maintenance.

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Chapter 8 Roles

2.

Maintain the Fail Safe user key types Fail Safe and Default Key for all roles, using the following parameters: Notes •

You only need to maintain one type, based on your requirements.

•

For self directed roles, do not set the Default Key agent. When changing the Fail Safe agent, make sure that the default agent is empty. Also, if you do not select the Use only in background check box (explained below), the role effectively ceases to be self directed as the maintained Fail Safe agent will appear in the proposed agent list in dialog mode.

Agent Type Select the agent type. Agent Id Select the agent Id. Use only in background Maintain the Fail Safe agent for the self directed role in question and select the Use only in background check box. With this check box selected, the role behaves as self directed in dialog. The users must specify the agents, but if the role must be resolved in background during the business rules rerun, the new work item is created for the Fail Safe agent specified in the configuration. Thus, selecting this check box prevents the workflow from going into error because of missing agents during background role resolution.

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Chapter 9

Maintaining Chart of Authority The maintenance of the Chart of Authority is comprehensively described in section 5.5 “Maintaining Chart of Authority” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD).

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Chapter 10

Administering Workflows This chapter covers one-time workflow administration tasks.

10.1 Configuring VIM The configuration of VIM is performed through the product specific IMG. It is documented in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD).

10.2 Linking Events for VIM Workflows Note: The entries should have been installed by the activation of the BC sets. But you have to activate the linkages and switch on the event queue. If an entry is missing, add the entry. SAP events are trigger points for VIM workflows. For example, when a logistic invoice is posted, SAP ERP generates the event POSTED from the business object BUS2081. The event is linked to trigger the VIM workflow solution for blocked invoices if the invoice is blocked. Event linkages are not activated automatically. You must add the event linkages manually. Note: OpenText advises against parking documents outside of VIM and strongly recommends parking documents through the DP workflow. If parking is done outside the DP workflow, then sometimes, due to system limitations, parking events are not raised properly. In this case, parked documents do not show up in the VAN report. To prevent this issue (if it occurs), OpenText recommends queuing the parking events. In case of not properly raised parking events, perform the following actions: 1.

To queue parking events, run the SWE2 transaction. Select the check box Enable event queue for the events /OPT/B2081 ZWFI_PARKED and /OPT/FIPP - ZWFI_CREATED and save the configuration.

2.

To schedule the Event Queue Job, run the SWEQADM transaction. You can set the frequency according to your requirement how often to update the respective data.

The following event linkages can be turned on or off to enable or disable VIM workflows:

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Table 10-1: Event linkages for VIM workflows Object type

FIPP

FIPP

BUS2081

BUS2081

BUS2081

/OPT/FIPP

Event

Receiver function module

Receiver type

Check function module

DELETED

SWW_WI_CREATE_VIA_EVENT

TS00275270

—

POSTED

SWW_WI_CREATE_VIA_EVENT

TS00275270

—

DELETED

SWW_WI_CREATE_VIA_EVENT

TS00275270

—

POSTED

SWW_WI_CREATE_VIA_EVENT

TS00275270

—

POSTED

/OPT/BL_PO_BLK_RECEIVER

TS00275264

/OPT/BL_PO_CHECK_ROLL_OUT

Invoice Exception (IE) Posted Approval

ZWFI_CREATE D

/OPT/BL_NPO_PRK_RECEIVER

IE

WS00275254 /OPT/B2081 ZWFI_PARKED

FIPP

FIPP

BUS2081

BUS2081

BUS2081

56

Usage comments Invoice Approval (IAP) IAP

IAP

IAP

/PTGWFI/PIR_F_CHECKFM /OPT/BL_PO_PRK_RECEIVER

IE

WS00275260

/PTGWFI/PRK_M_CHECKFM

DELETED

/OPT/VIM_RPT_RECEIVER_FM

—

—

POSTED

/OPT/VIM_RPT_RECEIVER_FM

—

—

DELETED

/OPT/VIM_RPT_PO_INV_RECEIVER

—

—

POSTED

/OPT/VIM_RPT_PO_INV_RECEIVER

VAN

—

—

May be used in special situation. Should be inactive in standard configuration.

RELEASED

/OPT/VIM_RPT_PO_INV_RECEIVER

VAN

—

—

VIM Analytics (VAN) VAN

VAN

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Object type

BUS2081

Event

Receiver function module

Receiver type

Check function module

CANCELLED

/OPT/VIM_RPT_PO_INV_RECEIVER

—

—

/ORS/INVAP POSTED —

/OPT/AAFS_POST_RECEIVER —

Usage comments VAN

Posted Approval

Note: There is a dependency between two entries for Object Type BUS2081 and Event POSTED, the one with Receiver Type TS00275264, and the one with an empty Receiver Type. In transaction SWETYPV, make sure that only one of these event linkages is activated. •

If you use your own blocking workflow, activate only the event linkage with empty Receiver Type. This event linkage ensures that VAN will be correctly updated.

•

If you use the standard blocking workflow template, activate only the event linkage with Receiver Type TS00275264. This event linkage updates VAN with the same function module as the other event linkage but it also starts the blocking workflow.

One of the two event linkages must be activated. To enable and disable VIM workflows: 1.

To open the Event Type Linkages screen, run the SWE2 transaction.

2.

Create the event linkage entries shown in “Event linkages for VIM workflows” on page 56 (if not already existing) by clicking the New Entries button. To edit an existing event linkage entry, double-click the entry.

3.

To enable the workflow, select the Type linkage active check box. To disable the workflow, clear the check box.

4.

Save your changes with a transport and move this transport to subsequent systems. Note: Repeat the procedure for all event linkage entries shown in “Event linkages for VIM workflows” on page 56.

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Chapter 11

Using the SAP Early Watch Service The SAP early watch service checks and analyzes in order to optimize the performance of SAP solutions. Since VIM resides inside the SAP ERP system, VIM follows standard early watch practices. Client dependent configuration data of VIM is not visible in the early watch client and the early watch client is normally locked against any configuration changes. However, you can create a role to view the VIM configuration with “display only” authorization.

11.1 Creating a Role for VIM Configuration Display To create a role for VIM configuration display: Note: Depending on the SAP version, the following screens might look different on your system. 1.

Run the PFCG transaction.

2.

Enter a new role name and click the Create button. The Create Roles screen is displayed.

3.

Click

to save the role and select the Menu tab.

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4.

60

In the Copy menus panel, click the From area menu button.

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5.

Enter /OPT/VIM in the Area menu field and click

6.

Click

to start the search.

to execute the search.

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7.

Select all check boxes under Area menu and click the Add button at the bottom of the dialog.

8.

In the Change Roles screen, save. Select the Authorizations tab.

9.

Click the Propose Profile Name button . The Profile name and Profile text fields are filled automatically.

10. To change the authorization data, click the

button.

If prompted, save the role.

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The Define Organizational Levels screen is displayed.

11. Enter appropriate values in the From and To field and click the Full authorization button. 12. Click the

button to transfer your settings.

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13. Expand all nodes and assign Display authorization to the needed Activity fields. To define values for an Activity field, click the

icon next to the field.

14. To add Display authorization for all transaction starting with /OPT/, click the Manually button in the application tool bar.

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15. In the Manual selection of authorizations dialog, enter S_TCODE in the topmost Authorization object line and click

to confirm.

The new authorization object is displayed in the Change role: Authorizations screen.

16. To open the Maintain Field Values dialog, click the Transaction code field (see highlight).

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icon next to the

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17. Enter /OPT/* in the From field and click

to save.

18. In the Change role: Authorizations screen, click

to save your settings.

19. Click the profile.

button in the application tool bar to generate the authorization

20. Click the tab.

icon to return to the Change Roles main screen and open the User

21. Enter the early watch user or a different user that you want to assign to the newly created Display VIM configuration role. 22. Save your settings.

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Users assigned to the new role are allowed to view the VIM configuration with “display only” authorization.

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Chapter 12

Administering the Approval Portal This chapter describes the administration of the OpenText Approval Portal (Approval Portal). The Approval Portal provides a concise and user-friendly web interface for approving invoices. The interface is designed to deliver the right amount of information to the approvers to make a quick decision. The Approval Portal is designed to work within SAP NetWeaver Application Server Java (NWAS) or SAP NetWeaver Portal (NWP). The Approval Portal can be deployed as a standalone application residing on NWAS only or as an application inside NWP using the AppIntegrator iView. Notes •

The Approval Portal component is an optional component.

•

If you are not using the Approval Portal component, you can skip this chapter.

•

See section 12.3 “System Architecture” in OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-IGD) for architecture diagrams.

•

For a detailed description of “Portal Usage and Administration”, refer to the SAP NetWeaver documentation: http://help.sap.com/saphelp_nw73/ helpdata/en/1e/c5f120acc9424e92df9d97d417a373/frameset.htm

As the administrator, you need to access the Administration page to perform various administration activities for the Approval Portal. For NWAS authentication, navigate to http://$NWAS$:$NWASPORT$/

vimportal/admin.

For Portal authentication, navigate to the Administrator iView created before. All configurations are saved into the configuration.xml file located in /invoiceCfg. HTTPS support •

Approval Portal supports HTTPS configuration.

•

OpenText recommends that a NetWeaver Administrator performs the HTTPS configuration because it includes certificate generation. Accordingly, the HTTPS port of your landscape must be used.

•

For more details, check with your NetWeaver Administrator.

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12.1 Configuring the Approval Portal The Administration page comprises the following tabs: •

“SAP Connection for JCo2” on page 71

•

“SAP Connection for JCo3” on page 73

•

“Mobile Configuration” on page 78

•

“Configuration” on page 78

•

“Administration” on page 83

To access the Approval Admin page, log in to the Approval Portal as an Administrator. You can access the Approval Admin page only using the Internet Explorer. For Approval Portal 7.5, the heading of the Approval Admin page shows the Approval Portal version as VIM 7.5.3. Build on , for example VIM 7.5.3.1005 Build on 2014/12/10. With Approval Portal 7.5 SP3, you can decide if you want to use SAP Java Connector 2 (JCo2) or JCo3. The configuration of these versions differs. It is described in the following sections. Choose one of the following Approval Portal packages in the Knowledge Center: •

for the JCo2 version: im_approval_portal7_5sp.zip

•

for the JCo3 version: im_approval_portal7_5sp_JCo3.zip .

where refers to the Support Package number.

Figure 12-1: im_approval_portal7_5sp_JCo3.zip

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To add the JCo RFC destination, follow the description in “SAP Connection for JCo3” on page 73. JCo2 •

To enable JCo2 for the configuration, click Enable JCo2.

•

As a prerequisite for the JCo2 configuration, deploy the CI vim_75_sp3_ci-01 (VIMI-15867) on the VIM 7.5 SP3 Approval Portal.

•

To add SAP connections, follow the description in “SAP Connection for JCo2” on page 71.

Figure 12-2: im_approval_portal7_5sp.zip To add SAP connections, follow the description in “SAP Connection for JCo2” on page 71.

12.1.1

SAP Connection for JCo2 The SAP Connection tab allows you to configure which SAP ERP system the Approval Portal connects to. VIM allows you to connect to multiple SAP ERP backend systems. In the SAP Connection tab for JCo2, you can perform the following actions: Add Connection Add a new SAP connection. Opens the Connection Details panel. See “Connection Details” on page 72. Edit Connection Edit an existing SAP connection. Opens the Connection Details panel. See “Connection Details” on page 72. Delete Connection Delete a SAP connection.

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Refresh All Connections Refresh the connections after you made changes. Without the refresh, the Approval Portal will continue to use existing connections. Up Arrow Move the connection priority up. Down Arrow Move the connection priority down. Note: The first connection in the list is used as the default connection. The default connection determines the Invoice List’s Personalization page. See section 7.14 “Personalizing Your Views of the Approval Portal” in OpenText Vendor Invoice Management for SAP Solutions - User Guide (VIM-UGD) for more details. Connection Details

In the Connection Details panel, the following configuration parameters are available. Enter the relevant information: SAP SID Unique identifier for this SAP ERP Logical System. The SAP SID will appear on the end user screen next to the Logical System to help the user identify which system the invoice is coming from. Note: If you want to connect to the same SAP ERP Logical System but with a different client, you must provide a different SAP SID. The Approval Portal treats the SAP SID as a unique identifier. UserName The CPIC user’s user name that will be used to connect to SAP ERP Password The CPIC user password that will be used to connect to SAP ERP Client The client number of the SAP ERP system that is connected to If you are using Application host instead of Message host, provide the following information: System number The system number of the SAP ERP system that is connected to Application host The application host IP or DNS of the SAP ERP system that is connected to If you are using Message host instead of Application host, provide the following information: MsHost The Message host IP or DNS of the SAP ERP system that is connected to

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R/3 name The R/3 name of the SAP ERP system that is connected to Logon Group The logon group of the SAP ERP system that is connected to System number The system number of the SAP ERP system that is connected to You can perform the following actions: Save Save the SAP connections. If the connection is invalid, you will not be able to save. Test Test the SAP connections. If the connection fails, it will return a failure message to you.

12.1.2

SAP Connection for JCo3 Note: Approval Portal with JCo3 is supported with SAP NetWeaver server version 7.3 or higher. On the SAP Connection tab, click Enable JCo3 to start the configuration.

To configure JCo RFC destinations: 1.

In the JCo RFC Destination box, enter the , for example TW6. Note: You must enter the system ID also in the destination configuration. For more information, see “Configuring the RFC Destination Name on SAP NetWeaver Administrator” on page 74.

2.

Click Add.

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The system ID is added to Available JCo Details. 3.

12.1.2.1

To remove an entry from the Available JCo Details, enter the entry, for example TW6, in the JCo RFC Destination box, and click Delete.

Configuring the RFC Destination Name on SAP NetWeaver Administrator To configure the RFC destination name: 1.

Launch SAP NetWeaver Administrator using the following URL: http://:/nwa

2.

Click the Configuration tab, and then click Destinations.

3.

To navigate to the Destination Wizard, click Create in the Destination List.

4.

Configure the RFC destination name, using the following parameters. Hosting System Enter the available Local NetWeaver Instance Destination Name Enter the destination names: VIMPOOL_ and VIMPOOL__ where refers to the SAP system ID provided in Destination Configuration, and refers to the language code supported by SAP. The language code should be the same language as provided in the Logon Data section. Destination Type Enter RFC.

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5.

For every SAP system ID, create the following mandatory destinations: Default Destination Destination Name = VIMPOOL_ where refers to the SAP system ID provided in Destination Configuration. Language Destination Destination Name = VIMPOOL__ where refers to the SAP system ID provided in Destination Configuration, and refers to the language code supported by SAP. The language code should be the same language as provided in the Logon Data section. Note: For the destination name, observe the naming convention as specified in this step. The destination name is technically accessed in the Approval Portal for JCo3 communication. For multiple-language support, create language destinations as mentioned in this step. Example 12-1: Destination names for an SAP system ID For an SAP system ID TW6, the customer supports languages English, German, and French. The destination names for TW6 should be the following.

12.1.2.2

•

VIMPOOL_TW6

•

VIMPOOL_TW6_EN

•

VIMPOOL_TW6_DE

•

VIMPOOL_TW6_FR

Creating an RFC Destination on SAP NetWeaver Administrator To create an RFC destination: 1.

Configure the destination name Launch SAP NetWeaver Administrator using the following URL: http://:/nwa

2.

Click the Configuration tab, and then click Destinations.

3.

To navigate to the Destination Wizard, click Create in the Destination List.

4.

Configure the RFC destination name, using the following parameters. Hosting System Enter the available Local NetWeaver Instance

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Destination Name Enter the destination names: VIMPOOL_ and VIMPOOL__ where refers to the SAP system ID provided in Destination Configuration, and refers to the language code supported by SAP. The language code should be the same language as provided in the Logon Data section. Destination Type Enter RFC. 5.

Click Next.

6.

Configure connection and transport security settings

In the Connection and Transport screen, provide the following information. The necessary settings depend on which host you use. For target (application) host Target host Enter the application host IP or DNS of the SAP ERP system that is connected to. System number Enter the system number of the SAP ERP system that is connected to.

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System ID Enter the SAP SID of the SAP ERP system that is connected to. For message server Message Server Enter the message host IP or DNS of the SAP ERP system that is connected to. Logon Group Enter the logon group of the SAP ERP system that is connected to. Click Next. 7.

Configure logon data On the Logon Data screen, configure logon data, using the following parameters: Authentication Enter Technical User. Language For the default destination VIMPOOL_, you can enter any default language. For a language destination like VIMPOOL__, enter the respective language, for example DE in case of VIMPOOL_TW6_DE. Client Enter the client number of the SAP ERP system that is connected to. User Name Enter the CPIC user name that is used to connect to SAP ERP. Password Enter the CPIC user password that is used to connect to SAP ERP. Click Next.

8.

Configure specific settings In the Specific Settings screen, configure the Pool Settings, based on your requirements. This refers to the following parameters: •

Pooled Connection Mode

•

Max. Connections

•

Pool Size

•

Max. Wait Time in ms

Click Finish.

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12.1.3

Mobile Configuration Click the Mobile Configuration tab.

In the Mobile Configuration tab, you configure the Mobile Approval Portal. See “Configuring the Mobile Approval Portal“ on page 97.

12.1.4

Configuration With VIM 7.0 and higher, you configure fields and buttons of the Approval Portal inside SAP ERP. See section 13.5.12 “Configuring Fields for Invoice Approval” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIMCGD). Click the Configuration tab. With VIM 7.5 SP3 and higher, the Configuration tab of the Approval Portal is split into four sections.

78

•

General Configuration

•

Security Configuration

•

Image Configuration

•

UX Configuration

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Configure the following parameters for the Approval Portal: General Configuration Profit Segment Select YES if you want to enable a Profit Segment button in the Processing Invoice page. See section 7.9 “Entering Accounting Information” in OpenText Vendor Invoice Management for SAP Solutions - User Guide (VIM-UGD). For configuration aspects of the profitability segment, see section 13.10 “Configuring the Profitability Segment Feature” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD). Limitations for the Profit Segment dialog box •

Either the Item Amount or Percentage field must have a value.

•

The INVOICE_DOC_ITEM field must be enabled for the Line Item / Additional Accounting Entry sections.

•

INVOICE_DOC_ITEM cannot be blank. It must provide a unique number that associates the item with the Profit Segment to be saved.

•

A new line item must be saved by saving the invoice, before the corresponding Profit Segment can be saved.

Special Handling Select Yes if you want to use Special Handling. The Approval Portal will display the Handling Instruction link on the Basic Data tab. For more information, see section 7.6 “Viewing and Adding Handling Instructions” in OpenText Vendor Invoice Management for SAP Solutions - User Guide (VIM-UGD).

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Domain (Standalone WAS WebApproval Portal & Mobile Portal) Enter the authentication domain for users. This is needed if you want to install the Approval Portal or the Mobile Approval Portal on Unix or Linux. See section 19 “Supporting Installation of the Standalone NWAS Portal and Mobile Approval Portal on Unix or Linux” in OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-IGD). Search Help Maximum No. of Hits Specify the maximum number of hits that are returned from SAP ERP for the Search Help in the line level, for example G/L Account. The default value is 100. History Count for SAP System The Approval Portal provides this setting to improve the performance of the Approval Portal during History operations. Enter the number of invoices that are loaded when the user clicks the More Invoices link in the History. This feature is applicable only for the History, not for the Inbox and History search criteria. The default value is 10. If you enter zero or space, the Approval Portal will load all records of the respective user. That means, you turn off the History Count feature. The More Invoices link is not available if one of the following conditions apply: •

The History Count value is higher than the History invoices count

•

There are no more invoices in the History.

Security Configuration Enable CSRF and X-FRAME-OPTIONS Select this check box to enable the security features implemented to prevent security vulnerabilities like Cross Site Request Forgery (CSRF) and “Click Jacking”. Portal Host(s) List This is a security feature, only valid for the SAP NetWeaver Portal scenario. This list represents the white list of the SAP NetWeaver Portal (NWP) server with an AppIntegrator iView linked to the Approval Portal J2EE application. If the NWP is not in this list and a user tries to access it, the user will get a message: “Login Error- Authentication Failed”. WhiteList Configuration Select this check box to enable the white list feature. Add Enter the DNS or IP of the NWP to be in the white list and click Add. Reinitialize the application to get the new value. Remove Select an entry in the Portal Host(s) List and click Remove to remove the entry from the list. Reinitialize the application to get the new value.

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Image Configuration Image Display Type Specify how the Archive Server is configured: Select URL or JPEG(TIF). Most of the systems are configured to use URL. Attachments File Size (in kb) You can add attachments to the invoice from the Approval Portal. Enter the maximum size of files that can be attached. Example: 10240 means 10 MB. Document Types Supported For Attachments To configure document types for attachments: 1.

Enter the file extensions of the document types you want to support for attachments, separated by comma. For attachments, the Approval Portal only supports the Microsoft Office document types doc, docx, xls, xlsx, ppt, pptx as standard document types.

2.

If you want to configure any additional Microsoft Office document types, perform the following steps: a. b.

Navigate to /invoiceCfg and open the mime.types.properties file. Add an entry for the respective Microsoft Office document type in the format = application/ at the end of the file. Example: If you want to add the msg (Microsoft Outlook message) file extension, add the entry msg = application/msg.

c.

Reinitialize the application, see “Administration” on page 83. Note: After reinitializing the application, you might still be unable to upload files of the configured document type. In this case, restart the Approval Portal application. See “To restart the Approval Portal application (NetWeaver 6.0 or 7.0):“ on page 88 or “To restart the Approval Portal application (NetWeaver 7.3 and 7.4):“ on page 89.

UX Configuration Select First Work Item at the Start of Application Select this check box to automatically load the details of the first invoice when the Approval Portal starts. This is the default behavior of the Approval Portal. Clear the check box to configure that the details of the first invoice are not loaded automatically when the Approval Portal starts. Note: However, for all other inbox-refreshing scenarios (for example, if you click the inbox icon), the details of the first invoice are loaded automatically.

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Enable Coding Templates Starting with VIM 7.5 SP3, the Approval Portal allows coders to download (export) the line item data of an invoice in Excel format. Coders can edit the downloaded coding template and upload it to the invoice again, using this feature. Note: The coding templates feature is developed only for simple approvals. It was tested on Windows. Select the Enable Coding Templates check box to enable the coding templates feature. By default, the check box is selected. With coding templates enabled, the Cost Assignment tab provides the following additional buttons: •

Export Coding

•

Upload Coding

Limitations •

The coding templates feature is only available for simple approval. For the level based approval workflow, the feature is not available.

•

Using coding templates, a user can upload a maximum of 50 line items. More than 50 line items are not supported. User notes •

For an invoice, a user should only upload the coding template that was downloaded from that invoice.

•

The 1st row of the downloaded coding template is hidden. It contains the column metadata. The 2nd row displays the column titles. To properly upload the coding template, users should not edit or delete these two rows. Users should only do the coding from the 3rd row on.

•

The coding templates feature is applicable only for coders.

Save Click this button to save the configuration.

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12.2. Configuring Search Helps with Pre-filled Values

12.1.5

Administration The Administration tab allows you to perform Administration tasks on the application. It also tells you the Version and the Build Date of the application. Click the Administration tab.

Reinitialize Application Click this button to reinitialize the application. This is necessary after you changed the configuration or if you change the language resource files. See “Changing Language Resources” on page 84 for more details.

12.2 Configuring Search Helps with Pre-filled Values You can enhance the configurable search helps in the Approval Portal to have prefilled values in the Search Help Fields. When the user clicks Search Help Approval Portal, data is prepopulated in the Search Help Fields.

in the

To configure the prepopulation, you must implement a custom function module in the following Z constant: Product Code IAP

Constant

EXIT_SEARCH_HELP_FLT

Constant Value

/ORS/SEARCH_HELP_FIELDS_PREFIL

The interface of the custom function must be the same as the interface of the baseline function /ORS/SEARCH_HELP_FIELDS_PREFIL: FUNCTION /ORS/SEARCH_HELP_FIELDS_PREFIL. *"----------------------------------------------------------------*"*"Local Interface: *" IMPORTING *" VALUE(SHLPNAME) TYPE SHLPNAME *" VALUE(INVOICE_HEADER) TYPE /ORS/INVOICE_HDR OPTIONAL *" VALUE(CURRENT_APPROVER) TYPE /ORS/UMOID OPTIONAL *" TABLES

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*" RETURN STRUCTURE BAPIRET2 OPTIONAL *" FIELDLIST STRUCTURE /ORS/SEARCHHELP_FIELD_LIST *" ACCT_DATA STRUCTURE /ORS/INVOICE_ACCT_DATA OPTIONAL *" EXCEPTIONS *" NOT_FOUND *"----------------------------------------------------------------ENDFUNCTION.

The custom function is called from the standard RFC function / ORS/GET_SEARCH_HELP_FIELDS. In the TABLES parameter of the sample function module, the FIELDLIST field refers to the structure /ORS/SEARCHHELP_FIELD_LIST. The fields Value and Display only are added to this structure. Value

This field is used to set the default value for the search field.

Display only

This field is an indicator that the search field value cannot be changed by the user in the Approval Portal.

The custom function should fill these fields with appropriate values according to your requirements. Important Any changes made by the logic in the custom function module to the fields other than Value and Display only will result in unexpected results or errors.

12.3 Configuring Multilingual Support Changing language resources and adding additional languages in the Approval Portal requires some configuration, which is described in this section.

12.3.1

Changing Language Resources All the texts on the end user screens are changeable for all languages. If there is a need to change the text to suit your needs, perform the following steps: To change language resources: 1.

Navigate to the /invoiceCfg and open up the properties file that you want to edit, for example: Lang_DE.properties

2.

Find the text that you want to change.

3.

Change the text and save it. When changing the text, convert non-ASCII characters to Unicode representative format (\u).

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12.3. Configuring Multilingual Support

Example: Converted German (Lang_DE.properties): nonpo.invoice.hdr.due.date=F\u00e4lligkeitsdatum for the German word “Fälligkeitsdatum”.

Java compiler and other Java tools can only process files which contain Latin-1 and/or Unicode-encoded characters (\u notation). Example command: Java native2ascii -encoding UTF-8 "ori_utf-8Lang_DE.properties" Lang_DE.properties Tip: You can also use any editor that can save as “Unicode Enabled”, for example http://en.sourceforge.jp/projects/propedit/downloads/11441/ PropertiesEditor.jar/ 4.

Reinitialize the application, see “Administration” on page 83.

If you need additional help, contact OpenText Customer Support.

12.3.2

Configuring Additional Languages The Approval Portal supports the following predefined languages: •

Czech (CZ)

•

German (DE)

•

English (EN)

•

Spanish (ES)

•

French (FR)

•

Hungarian (HU)

•

Italian (IT)

•

Japanese (JA)

•

Dutch (NL)

•

Polish (PL)

•

Portuguese (PT)

•

Romanian (RO)

•

Russian (RU)

•

Slowakian (SK) Note: The Slowakian translation does not include KPI Dashboard and Central Reporting.

•

Turkish (TR)

•

Chinese (ZH)

This section describes the configuration to add another language than the predefined. Therefore, you have to perform the following actions:

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•

Modify the Lang_Support.properties file

•

Add a new Lang_.properties file

•

Include a new stylesheet

•

Modify JavaScript for the Calendar popup

•

Add the new language to the constant LANGUAGE

•

Restart the Approval Portal application

To modify the Lang_Support.properties file: 1.

Navigate to the installation directory, for example \usr\sap\

\SYS\global\opentext\invoiceCfg.

2.

Open the Lang_Support.properties file.

3.

Add a key-value entry of the new language. Example: If you want to add Swedish language, add the entry V=SV.

Note: This entry is a SAP language key pair. Check the SAP help for a list of language key pairs. 4.

Save and close the Lang_Support.properties file.

To add a new Lang_.properties file 1.

Navigate to the installation directory.

2.

Copy the existing Lang_EN.properties file and rename it to Lang_.properties, where is the two-letter language code. Example: For Swedish, the new file is named Lang_SV.properties.

3.

Store the new file in the installation directory.

4.

Open the new Lang_.properties file and translate the English strings into the other language. Convert non-ASCII characters to Unicode representative format, see Step 3 on page 84 in “Changing Language Resources” on page 84.

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5.

Save and close the Lang_.properties file.

For Approval Portal 7.5 and higher, there is no need to have a separate CSS stylesheet for every language, like it was the case in prior versions. To modify CSS styles: 1.

Navigate to the application deployment folder, for example \usr\sap

\\\j2ee\cluster\server0\apps \com.opentext.vim.portal\VimPortalWeb\servlet_jsp\vimportal\root \styles; where is the system number.

For NetWeaver 7.3 and 7.4 Portal, the folder is the following: \usr\sap \\J\j2ee\cluster\apps\opentext.com \IM_APPROVAL_PORTAL7_0\servlet_jsp\vimportal\root\styles. 2.

To modify any styles, perform the changes in the global CSS file. •

If the Approval Portal is deployed in SAP NetWeaver Application Server Java, modify StyleOT.css .

•

If the Approval Portal is deployed in SAP NetWeaver Portal, modify StyleOTNWP.css. Note: These changes will reflect in all languages.

3.

Save your changes.

You must include calendar popup strings in the new language to the

localization.js JavaScript file.

To modify JavaScript for the Calendar popup: 1.

Download the ExtJS 4.2 package from Sencha (http://www.sencha.com/ products/extjs) and extract the archive to a local folder.

2.

Navigate to the folder locale and open the specific file ext-lang-.js, where is the two-letter language code.

3. 4.

Copy the coding parts for the override objects Ext.Date, Ext.picker.Date and

Ext.picker.Month (if existing).

Navigate to the application deployment folder, for example \usr\sap \\\j2ee\cluster\server0\apps \com.opentext.vim.portal\VimPortalWeb\servlet_jsp\vimportal\root \script; where is the system number. For NetWeaver 7.3 and 7.4 Portal, the folder is the following: \usr\sap \\J\j2ee\cluster\apps\opentext.com \IM_APPROVAL_PORTAL7_0\servlet_jsp\vimportal\root\script

5.

Open the localization.js file.

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6.

Insert an else if clause for the new language and paste the specific coding from the ExtJS locale file. Note: If the locale file is not existing for the new language, copy the default coding parts for English language and translate the text into the new language.

7.

For Swedish, as an example, copy the coding for Ext.Date and Ext.picker.Date from file ext-lang-sv_SE.js into the new else if clause checking the parameter langId==’SV’. See Example 12-2, “Adapting the localization.js file for Swedish” for details. Example 12-2: Adapting the localization.js file for Swedish else if(langId == 'SV') { if (Ext.Date) { Ext.Date.monthNames = ["januari", "februari", "mars", "april", "maj", "juni", "juli", "augusti", "september", "oktober", "november", "december"]; Ext.Date.dayNames = ["söndag", "måndag", "tisdag", "onsdag", "torsdag", "fredag", "lördag"]; } Ext.define("Ext.locale.sv_SE.picker.Date", { override: "Ext.picker.Date", todayText: "Idag", minText: "Detta datum inträffar före det tidigast tillåtna", maxText: "Detta datum inträffar efter det senast tillåtna", disabledDaysText: "", disabledDatesText: "", nextText: 'Nästa månad (Ctrl + högerpil)', prevText: 'Föregående månad (Ctrl + vänsterpil)', monthYearText: 'Välj en månad (Ctrl + uppåtpil/neråtpil för att ändra årtal)', todayTip: "{0} (mellanslag)", format: "Y-m-d", startDay: 1 }); } …

8.

Save and close the localization.js file.

To add the new language to the constant LANGUAGE: 1.

Run the SM30 transaction for table /PTGWFI/Z_CONST.

2.

In Product Code IAP, in the Constant LANGUAGE, add the new language to the Constant Value as a comma-separated single character. Note: If you do not add the new language here, it will not appear at the user's preferences.

3.

Save your changes.

To restart the Approval Portal application (NetWeaver 6.0 or 7.0): For a description for NetWeaver 7.3 and 7.4, see “To restart the Approval Portal application (NetWeaver 7.3 and 7.4):“ on page 89.

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To include the new language into the application, you must stop and start the application from Visual Admin. 1.

In Visual Admin, navigate to Instance > Server > Services > Deploy.

2.

Expand servlet_jsp.

3.

Select the Approval Portal application.

4.

Click Stop Application at the right of the window.

5.

When the application is stopped, select it again and click Start Application.

6.

Click OK to confirm. Important To make the language change effective, the end user must clear the browser cache.

To restart the Approval Portal application (NetWeaver 7.3 and 7.4): 1.

Log in to SAP NetWeaver Administration.

2.

Navigate to Operations > Systems, and then click Start & Stop.

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3.

Click the Java Applications tab and mark the Approval Portal application.

4.

Click Restart to restart the application. Important To make the language change effective, the end user must clear the browser cache.

12.4 Configuring Attachment Support You can add attachments to the invoice from the Approval Portal; see “Configuration” on page 78. The original configuration in Visual Admin only allows you to attach small files. So, you need to perform some configurations to support bigger attachments. The following example is laid out for a maximum attachment size of 10 MB. To configure Visual Admin properties for attachment support (NetWeaver 6.0 or 7.0): For a description for NetWeaver 7.3 and 7.4, see “To configure attachment support (NetWeaver 7.3 and 7.4):“ on page 92.

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1.

Log in to Visual Admin.

2.

Navigate to Instance > Server > Services > HTTP Provider.

3.

Click the Properties tab.

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4.

Set the FileBufferSize value to 10485760.

5.

Set the ServletInputStreamTimeout value to 180000.

6.

Set the ServletLongDataTransferTimeout value to 120000.

7.

Click Update.

8.

Navigate to Instance > Dispatcher > Services > HTTP Provider.

9.

Click the Properties tab.

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10. Set the ReadBufferSize value to 10485760. 11. Click Update. Note: You do not need to restart your cluster. To configure attachment support (NetWeaver 7.3 and 7.4): Note: By default, no adjustment should be necessary to support large file attachments. If a file cannot be uploaded for any reason, apply the following steps.

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1.

Log in to SAP NetWeaver Administration.

2.

Navigate to Configuration > Infrastructure, and then click Java System Properties.

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12.5. Branding

3.

Make sure Advanced Properties are displayed.

4.

Click the Services tab, and mark HTTP Provider.

5.

Change the value of FileBufferSize to 10485760. Note: You do not need to restart your cluster.

12.5 Branding You might need to change the logo of the Approval Portal. This section describes how to do this. Notes •

You must perform the same action when you are applying a new patch.

•

OpenText recommends backing up the image or the files if you need to apply a new patch.

The customer specific brand image must have the following size (in pixels) 328x24, and the name headerbar_vendor_invoice_management.png. To change the logo: 1.

To rename the OpenText brand image

headerbar_vendor_invoice_management.png, navigate to the following

directory:

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Before rename: •

SAP NetWeaver Portal 7.0 branding image path: :\usr\sap\\JC00\j2ee\cluster\server0\apps \opentext.com\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\VimPortal \root\images\headerbar_vendor_invoice_management.png

•

SAP NetWeaver Portal 7.3/7.4 branding image path: :\usr\sap\\JC00\j2ee\cluster \apps\opentext.com \IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\vimportal\root\ images \headerbar_vendor_invoice_management.png

After rename: •

SAP NetWeaver Portal 7.0 branding image path: :\usr\sap\\JC00\j2ee\cluster\server0\apps \opentext.com\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\VimPortal \root\images\headerbar_vendor_invoice_management_old.png

•

SAP NetWeaver Portal 7.3/7.4 branding image path: :\usr\sap\\JC00\j2ee\cluster \apps\opentext.com \IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\vimportal\root\ images \headerbar_vendor_invoice_management_old.png

2.

Copy the customer specific brand image to the following directory: •

SAP NetWeaver Portal 7.0 branding image path: :\usr\sap\\JC00\j2ee\cluster\server0\apps \opentext.com\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\VimPortal \root\images

•

SAP NetWeaver Portal 7.3/7.4 branding image path: :\usr\sap\\JC00\j2ee\cluster\apps\opentext.com \IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\vimportal\root\images

3.

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Stop and start the application instance. For more information, see “To restart the Approval Portal application (NetWeaver 6.0 or 7.0):“ on page 88 and “To restart the Approval Portal application (NetWeaver 7.3 and 7.4):“ on page 89.

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12.6. Releasing Invoice Locks When Logging Out from Approval Portal

12.6 Releasing Invoice Locks When Logging Out from Approval Portal The configuration in this section supports SAP NetWeaver Portal 7.3 and 7.4. It is applicable for SAP NetWeaver Portal using standard SAP Logoff button for logout. The configuration describes SAP NetWeaver Portal UME parameters with the OpenText Approval Portal Redirect URL to release locks from the SAP table / ORS/INV_LOCK during logout from SAP NetWeaver Portal. When closing the browser, this configuration does not work, and locks are not released. Important OpenText strongly recommends that you validate and test this configuration in the test system before moving to productive environments. Notes •

The configuration will be extended for SAP NetWeaver Portal 7.0 in a future support package.

•

For standalone WAS, no separate configuration is required.

•

For SAP NetWeaver Portal, you must perform the following configuration.

To release invoice locks when logging out from Approval Portal: 1.

Log on to SAP NetWeaver Portal with a user having the Administrator role.

2.

In the application toolbar, click System Administration. Then, in the navigation panel, click UME Configuration. Click the Open Expert Mode button at the very right of the window. The Expert View dialog box opens, showing UME parameters.

3.

Search for ume.logoff.redirect as search string. The following parameters are retrieved. Click the Modify button to enter the parameters: ume.logoff.redirect.silent = false ume.logoff.redirect.url = http(s)://:/ vimportal/LogOutServlet?nwpParam=X

is the SAP NetWeaver Portal instance host where Approval Portal is running is the SAP NetWeaver Portal instance port where Approval Portal is running

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4.

Click Save to save the configuration. When the configuration parameters are saved successfully, click Close Expert Mode.

5.

Close all browser sessions and clear the browser cache, before testing the configuration.

6.

Launch Approval Portal in SAP NetWeaver Portal. When invoices are loaded, click the logoff button. The Redirect URL is called and clears the locks from SAP table /ORS/INV_LOCK of the specific user. When locks are released, the URL redirects to the SAP NetWeaver Portal standard logon page.

Troubleshooting steps

The following steps are applicable if this configuration does not work. 1.

If the browser tries to login again without a redirect to the SAP NetWeaver Portal standard log on page, the browser cache is not cleared properly. Restart the computer where the user is working and try again.

2.

When the user logs off from the portal and tries to log on with the same user and browser session, in some sporadic cases a blank screen is displayed. Log off and log on again.

3.

Repeat the procedure up to Step 3 but enter the following changed parameters: ume.logoff.redirect.silent = true ume.logoff.redirect.url = http(s)://:/ vimportal/LogOutServlet?nwpParam=Z

is the SAP NetWeaver Portal instance host where Approval Portal is running is the SAP NetWeaver Portal instance port where Approval Portal is running Save your settings and restart AS Java as mentioned in the following SAP standard documentation: https://help.sap.com/saphelp_nw73/helpdata/en/44/ aada5230be5e77e10000000a155369/content.htm.

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Chapter 13

Configuring the Mobile Approval Portal This chapter describes the configuration of the Mobile Approval Portal, an enhancement to Invoice Approval. Users can approve their invoices, using a mobile device, for example a Blackberry, an iPhone, an iPad, or an Android smartphone. The Mobile Approval Portal bases on HTML5. You configure the OpenText™ Imaging Web Viewer (Web Viewer) settings of the Mobile Approval Portal in the Approval Admin page, Mobile Configuration tab. See “Configuring the Web Viewer Integration” on page 97.

13.1 Introducing the Mobile Approval Portal Interface The Mobile Approval Portal login URL is http://:/

vimportal/mapp.html.

Example: http://server.opentext.local:50000/vimportal/mapp.html

The URL is very similar to the Approval Portal login URL. The Mobile Approval Pages are loaded based on a browser user-agent. The Mobile Approval Portal inbox is applicable only for approvers. Coding must be completed. Delegated and Referred invoices are visible in the inbox. For details on the end user perspective of the Mobile Approval Portal, see section 8 “Approving Invoices Using the Mobile Approval Portal” in OpenText Vendor Invoice Management for SAP Solutions - User Guide (VIM-UGD).

13.2 Configuring the Web Viewer Integration Mobile Approval Portal users can display invoices using OpenText Imaging Web Viewer. Web Viewer is a web application for displaying and printing documents in Web-based scenarios and for appending comments to these documents. The documents may be stored in OpenText Archive Server or other repositories. On the Mobile Browser without Web Viewer, it is not possible to render TIFF documents. JPG, PNG and GIF documents are supported to be shown in browser by default. To support PDF documents, a specific browser-plugin or a separate viewer app is needed. However, Web Viewer is able to display TIFF documents on the Mobile Browser on Mobile Approval Portal. Web Viewer is installed on a web server. It generates HTML pages containing the document to be displayed and sends them to the browser. The Web Viewer can be used by any leading application server configured appropriately.

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Web Viewer supports documents from the following products:

Limitation

•

OpenText™ Archiving and Document Access for SAP Solutions

•

OpenText™ DocuLink for SAP Solutions

Web Viewer does not support MS Office documents. Notes •

OpenText strongly recommends that you implement Web Viewer to display images on the Mobile Approval Portal.

•

For further information about Web Viewer, see OpenText Imaging Web Viewer - Installation and Configuration Guide (CLWEBV-IGD), available in the Knowledge Center: http://knowledge.opentext.com/knowledge/cs.dll/Open/ 19644858

You configure the Web Viewer integration in the Approval Admin page, Mobile Configuration tab. In particular, you must enter the Web Viewer server Host/IP and Port of the Web Viewer, and enable the display of invoice images on your mobile device. To configure Web Viewer for the Mobile Approval Portal: 1. 2.

Open the Approval Admin page using the following URL: http://

:/vimportal/admin

Enter Administrator credentials: For standalone NWAS 7.0/7.3/7.4 User with VIMIAdministrator role For NetWeaver Portal 7.0/7.3/7.4 User with ApprovalPortal Admin role

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3.

On the Approval Admin page, click the Mobile Configuration tab.

4.

Enter the following parameters of the Web Viewer:

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•

WebViewer Host/IP

•

TomcatServer Port If the Web Viewer server is hosted on a NetWeaver 7.3 or 7.4 instance, enter the NetWeaver port. Note: If the Mobile Approval Portal is accessed outside the firewall and hosted with Virtual host, the TomcatServer Port parameter is not required. For the WebViewer Host parameter, enter Virtualhost.

•

Document Types require license for WebViewer Enter document types, for example PDF. The entered document types will be opened in the native browser plug-in instead of the Web Viewer. You can enter multiple document types, separated by commas. Note: This feature is only applicable for the Mobile Approval Portal.

5.

In the View Image Display list, select Yes.

6.

Save your settings.

13.3 Configuring Mobile Page Fields You configure fields and buttons of the Mobile Approval Portal inside SAP ERP. See section 13.5.12 “Configuring Fields for Invoice Approval” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD) and section 13.5.12.4 “Configuring Buttons” in OpenText Vendor Invoice Management for SAP Solutions Configuration Guide (VIM-CGD). Note: OpenText recommends configuring the following number of fields on the mobile device: •

5 to 10 fields on the Mobile Inbox (Invoice List Field)

•

5 to 10 fields on the Mobile Detail Page header (PO Header Fields and Non PO Header Fields)

•

5 fields only for Cost Assignment (Accounting Assignment Fields) and Line Item Fields

If you configure more fields, you might run into performance issues on mobile devices.

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13.4 Configuring Regional Settings You configure regional settings, like language, decimal notation, and date format, on the Personalization page of the Approval Portal. The other configurations on the Personalization page are not relevant for the Mobile Approval Portal. For detailed information on the Personalization page, see section 7.14 “Personalizing Your Views of the Approval Portal” in OpenText Vendor Invoice Management for SAP Solutions - User Guide (VIM-UGD). To configure regional settings: 1.

Log in to the Approval Portal using one of the following URLs: For standalone NWAS 7.0/7.3/7.4

http://:/vimportal

For SAP NetWeaver Portal 7.0/7.3/7.4

http://:/irj/portal

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2.

Provide valid credentials for the respective portal.

3.

In the Approval Portal, click Personalize. In the Personalization page, scroll to Region and Language.

4.

Select the Default Language, your preferred Decimal Notation, and your preferred Date Format from the drop-down lists.

5.

Save your settings.

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Part 3 Regular Administration Tasks

Part 3 Regular Administration Tasks

This part covers administration tasks that must be carried out regularly. These tasks are not executed on a daily basis by an agent, but must be carried out by a responsible to keep the business process running.

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Chapter 14

Setting Up Substitutes for Workflow Processes Substitutes can be set up for the SAP inbox and for the Invoice Approval (IAP) process. If a work item owner is on vacation or leaves the company, the substitute can “adopt” the work items owned by the substituted user. •

For the SAP inbox substitution, see the SAP Help: http://help.sap.com/ saphelp_erp60_sp/helpdata/en/8d/25f558454311d189430000e829fbbd/ frameset.htm.

•

For the Invoice Approval (IAP) process substitution, see section 5.5.5 “Setting Up a Substitute for the IAP Process” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD).

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Reassigning Work Items Belonging to Another User OpenText recommends all workflow users setting up a substitute; see “Setting Up Substitutes for Workflow Processes“ on page 103. If a work item owner is on vacation or leaves the company, the substitute can “adopt” the work items owned by the substituted user. However, situations might occur when a user has not set up a substitute and the work items needs immediate attention. As a VIM workflow administrator, you can reassign such work items to one or more other user(s). This chapter covers: •

“Retrieving Open SAP Work Items of a Specific User” on page 105

•

“Reassigning Open SAP Work Items to a Different User” on page 108

•

“Reassigning Invoice Approval Items to a Different User” on page 110

15.1 Retrieving Open SAP Work Items of a Specific User You can retrieve open work items belonging to a specific user through the SAP standard Workload Analysis report. Each work item has a Work Item ID which is a unique number identifying the work item. To retrieve open SAP work items of a specific user: 1.

To access the Workload Analysis report, run the SWI5 transaction.

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2.

Enter the following information in the selection screen: Type

US

ID

SAP user ID of the specific user

Select the option button To be processed by. 3.

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To run the report, click

.

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The report shows all SAP work items belonging to the user, regardless of whether they are VIM work items or not. VIM work items have the following task IDs: TS00275278 DP Document Dashboard TS00275267 PO Invoice Dashboard (Header WF) TS00275262 PO Parked Invoice Dashboard TS00275260 Non PO Invoice Dashboard TS00275265 PO Invoice Dashboard (Line Level) 4.

Click the

icon to view the work item IDs.

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With the work item IDs, you can assign the work items to a different user; see “Reassigning Open SAP Work Items to a Different User” on page 108.

15.2 Reassigning Open SAP Work Items to a Different User After you have identified the work item IDs, you can reassign them through the SAP standard transaction Execute work items without agent check. Note: If the reassignment is permanent due to an organizational change, ensure the role maintenance setups are completed before reassigning the work item. See section 5.4 “Maintaining Role Determination Settings” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD). To reassign a work item to a different user: 1.

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To access the Execute work items without agent check screen, run the SWIA transaction.

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2.

Enter the work item ID retrieved in “Retrieving Open SAP Work Items of a Specific User” on page 105 and click

to execute.

Before you can reassign, you must be an owner of the work item. 3.

To own the work item, select it and click the Without check button in the application tool bar. This action leads you into either the VIM Dashboard or the DP Dashboard.

4.

Click

5.

Click the

to return to the Execute work items without agent check screen. button in the application tool bar to display the work item.

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6.

Click the

button in the application tool bar to forward the work item.

7.

Enter the SAP user ID of the receiver of the work item and click

to execute.

At the bottom of the screen, a confirmation message is displayed: Forwarding

carried out.

15.3 Reassigning Invoice Approval Items to a Different User For invoices awaiting approval, you perform the following steps to reassign the invoice to another approver, using the OpenText Usermap Maintenance Utility. To reassign an Invoice Approval item to a different user: 1.

Run the /ORS/UMREASSIGNED transaction. Alternatively, click OpenText Vendor Invoice Management > SAP menu > WF Administration > Reassignment Utility.

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2.

Enter search criteria to limit the results. If you search for a specific User Id, select the Unreserve Invoices check box to move also invoices that are in process or reserved. If the Invoice Data is known, enter the Company Code, the Document Number, and the Fiscal Year for the invoice you want to reassign and click to execute. The system retrieves the current approver for this invoice and the rest of the invoices waiting for his or her approval.

3.

In the Invoice Approval - Usermap Maintenance Utility screen, click Usermap Id > > Invoice List, to display the list of invoices for the current approver.

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Note: To terminate the approval workflow with status Approval Recalled, click the Recall Invoice button in the application toolbar. The AP_PROCESSOR receives a work item with exception Approval Required and status Approval Recalled in VIM Analytics. 4.

To show the details of the invoice, click the document number in the navigation panel on the left-hand side.

5.

Click the Reassign button in the application tool bar.

6.

Enter the new owner of the invoice. Tip: Use the

7.

search help to locate the new owner.

Click the Reassign button to complete the reassignment. The invoice is now assigned to the new owner.

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15.3. Reassigning Invoice Approval Items to a Different User

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Chapter 16

Administering Workflows This chapter covers regular workflow administration tasks.

16.1 Backup The configuration of VIM is stored inside SAP ERP, in the OpenText product tables. A backup of the underlying SAP ERP system ensures the backup of the appropriate configuration, runtime and persistent data. In addition, system transports store any configuration changes that are made.

16.2 Data Archiving You can archive old data using the SAP archiving objects WORKITEM, BKPF, and others. Before removing any old data, consider carefully the business requirements about data availability. Specially, since the business objects in scope of the VIM processes are financial in nature, local regulations need to be considered in making such decisions. OpenText generally recommends that such initiatives are performed as a part of an overall data archiving initiative.

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Chapter 17

Working with the IDH Admin Tool The OCR solution OpenText Invoice Capture Center (ICC) can be integrated into VIM. ICC automates the capture of paper invoices by using OCR to extract the invoice data. Apart from ICC input, a DP document can be created from an email or from IDocs. IDH stands for “Incoming Document Handling”. The IDH Admin Tool allows monitoring the status of all incoming documents that will be used to start a DP workflow. The IDH Admin Tool also allows performing administrative tasks on those documents, such as changing the status. Starting with Business Center 10.0 SP1 and Business Center Solution Integration for Vendor Invoice Management 10.0 SP2, you can use Business Center Inbound Configuration to monitor incoming document processing. For more information, see OpenText Business Center for SAP Solutions - Configuration Guide (BOCP-CGD) and OpenText Business Center for SAP Solutions - User Guide (BOCP-UGD). To work with the IDH Admin Tool: 1.

2.

To invoke the selection screen of the IDH Admin Tool, run the /

N/OPT/VIM_7AX8 transaction.

In the Program to Monitor IDH Data screen, enter the selection criteria: •

DP document number

•

Channel ID

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•

Archive Document Type

•

DP Document Type

•

Document Status

•

Archive Date

•

Also include Workflow DP docs Select this check box to include DP documents in the current workflow into the selection.

•

Include Obsolete and Discarded Select this check box to include obsolete and discarded documents.

•

Include Validation Rejected Select this check box to include documents that have been rejected by ICC validation.

•

Also include Registered docs Select this check box to include documents that are processed with means other than ICC, for example email. With this check box cleared, the IDH Admin Tool will display only documents being processed in ICC.

•

Only docs with Training Required Select this check box to only include documents where ICC training is required.

3.

To execute, click the

button.

In the IDH Admin Tool screen, the following action buttons are available in the table control: Image Select a document and click this button to display the archived image of the document.

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Discard Image Select a document and click this button to set the document status to Image discarded (for documents from ICC) or Discarded (IDH) (for other IDH documents). Documents with status Discarded are not considered for further automatic processing. Appln Log Application Log. Select a document and click this button to display the System log of the document. Reset Count Click this button to set the Extraction and Validation retries counts to zero. If the document is in a Limit Reached status, it is set in the appropriate Ready for status. If you have selected Only docs with Training Required, the button is labeled Reset Trng. If you click the button, the Training required indicator is removed in the selected documents. Change Status Select a document and click this button to set the document to a required status. The Possible statuses screen is displayed. Select the required status from the list and confirm with

.

Status Log Select a document and click this button to display the Status log of the Document. IDH Trigger Select a document and click this button to invoke the appropriate trigger program, which executes the next processing module according to the configuration. For ICC documents, the recognition or validation results are mapped into the document fields. The document status is set to Ready for Validation or Sent to Workflow, The VIM DP workflow is triggered (in the Sent to Workflow case). Vald Agents Validation Agents. Select a DP document and click this button to display the Validation Agents of the document.

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Chapter 18

Running Year End/month End Procedure for Parked and DP Documents Note: This chapter is relevant if you have activated the Parking functionality of VIM. In addition, also DP documents can be handled. Whenever the posting date of a parked document is changed so that the posting date falls into a new fiscal year, there will be issues with the related workflow because the key of the primary object associated with the workflows changes. This chapter describes the processes you must perform so that the documents that are carried over to the next fiscal year work seamlessly. The processes mentioned in this chapter must be followed when the fiscal year ends. This does not necessarily be at December 31st but it is dependent on the fiscal year variants that are used. The processing of the documents differs based on the type of document: •

For Non PO invoices parked using F-63, F-43, FB60, FV60, MR01, or MRHR, transaction FBV4 must be used to change the posting manually.

•

For PO invoices created using MIRO or MIR7, transaction MIR4 must be used in a change mode to change the posting manually.

•

For DP documents, see “Changing the Posting Date for a Bulk of DP Invoices” on page 123. Notes •

During processing of the reports/transactions included in this procedure, normal processing of the parked documents is not possible. So, these reports/ transactions have to run when no user is trying to create or process parked documents in the system.

•

Sufficient testing of the process has to be done in the development or testing systems to make sure the parked invoices are carried over to the new fiscal year correctly.

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18.1 Customer Advisory The OpenText Vendor Invoice Management year end procedures for parked invoice processing must be followed so that parked invoices can get carried over to the next fiscal year. Vendor Invoice Management (VIM) invoices that are not processed in a given fiscal year get parked. At fiscal year end, special processing procedures must be followed so that these invoices are carried over to the next fiscal year properly. The year end procedures for parked invoice processing must be performed at your fiscal year end. The year end processing for parked invoices includes running the year end programs provided to you by OpenText. These programs were delivered to you as part of your original implementation and are already in your VIM system. You may have also received these programs as part of various patches which have been delivered to you in the past. Installation of the year end program patches should be viewed as a required update to all VIM installations. They include important fixes which may be essential to the operating environment. Customers should install the year end program patches prior to commencing any fiscal year end activities. This will help you to run the year end programs provided to you by OpenText successfully. OpenText recommends that you run the year end procedures for parked invoice processing in a test environment before attempting them in your production environment. This will allow you to resolve any issues that arise with Customer Support so they don’t impact your fiscal year end activities. Fiscal year end procedures for parked invoice processing should only be run in your production environment after the last posting period in the previous fiscal year is closed and when no user is trying to create or process parked invoices in the system. Furthermore, changing the posting date of a parked invoice so that it carries over to the next fiscal year should only be done by running the year end programs. Manually changing the posting date of an invoice so that it falls into the next fiscal year during processing through a workflow or outside a workflow process will have adverse effects on the existing workflows that are associated with that invoice and should not be performed. Systems Affected All versions of VIM OpenText will provide programs to change the posting date on parked invoices (“year end programs”) for all versions of VIM. OpenText also provides a program and corresponding transaction code to perform a mass update to the posting date in DP documents. With the introduction of DP-based invoice approvals, DP documents have longer processing cycles. Customers may encounter a situation where changing the fiscal year or fiscal month may result in them having to update the posting date for many

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DP documents to move them into the new posting period. See “Changing the Posting Date for a Bulk of DP Invoices” on page 123.

18.2 Changing the Posting Date for a Bulk of DP Invoices VIM provides the Bulk Change of Posting Date for DP documents program. This program allows you to perform a bulk change of posting dates of DP invoices to avoid any issues with closed periods. The program updates DP invoices, except the following: •

invoices that already have an existing SAP document

•

invoices with status Deleted, Obsolete, or Cancelled Important OpenText recommends doing tests of the report on a test system. OpenText also recommends running the report when no users work on the system, because this can cause unexpected values in the posting date field. There are no locks for any objects implemented.

To change the posting date for a bulk of DP invoices: 1.

Run the /OPT/DP_POST_DT_UPD transaction.

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Settings New Posting Date This field is mandatory. Test mode (display invoices) This check box is selected by default. The invoices resulted from the search are only displayed. There is no VIM functionality available in the test mode but you can add and change the displayed fields, using the standard SAP layout button. Exclude empty posting dates Select this check box only in special cases where the posting date is not filled and should not be updated. Document options - All ranges in this area are standard search criteria for DP invoices. 2.

To execute the bulk change, clear the Test mode check box and click

.

A dialog box opens, asking for confirmation. In the dialog box, you still can cancel the whole processing. 3.

Confirm the execution. All selected invoices are updated with the entered posting date and displayed in a new view. The bulk change also updates VIM Analytics and writes an entry in the process logs.

18.3 Processing Non PO Based FI Documents 18.3.1

Symptoms A document (Non PO based FI document) is parked in a particular fiscal year, but the processing of the document is not completed in that year. It is carried over to the next year. If the posting date has to be changed, use the FBV4 transaction to post it in the new posting period. At this stage, the runtime workflow instances based on this parked document will be rendered unusable as the object key of the parked document is changed now. All the OpenText application tables will be out of sync, as well.

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18.3.2

Reference SAP Note The following is an important SAP OSS note that pertains to the issues with standard SAP ERP system regarding parked document changes relating to fiscal year change: 99775 FIPP: FBV4 bulk change of posting date/fiscal year You can also search for other relevant notes in the SAP Market Place in case of issues you find during testing of this process.

18.3.3

Preconditions and Cause The fiscal year of an accounting document is calculated from the posting date of the parked document. So, the fiscal year is part of the object key that identifies a particular parked document object. When the document is originally parked, the fiscal year is calculated from the posting date specified (for example year 2007). Now, the document is carried over to the next year (2008), and, at the current time (2008), the posting date is changed using the FBV4 transaction. The original parked document object (with fiscal year 2007) is changed with the new fiscal year (2008) in the standard SAP ERP system. At this stage, the workflows that are referencing to the original parked document will have runtime errors because the original object with fiscal year 2007 as its object key no longer exists.

18.3.4

Solution Details You can prevent the entire scenario: Make sure that all parked documents created in a particular fiscal year get posted in the same year. Possibly, keep the posting period open a little longer. If the business needs mandates that the parked documents have to be carried over to the next year, implement the solution described below. Runtime instances of parked document workflows might have been created in a previous fiscal year. If they are present in the system and their posting date does not need to be changed before posting them, nothing needs to be done. You must follow the solution described below only if the posting date has to be changed before posting them in the new fiscal year. If custom extensions were implemented that store the SAP parked document number, you have to make appropriate code corrections to avoid inconsistencies.

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18.3.5

Running the Year End and Month End Procedure To actually implement the solution, you have to run two reports: •

Year end procedure

•

Month end procedure

To run the year end procedure: 1.

Run the /n/OPT/VIM_YEND_NPO transaction. Alternatively, run the /n/OPT/VIM transaction and navigate to SAP menu > Reports > Periodic Processing > Year End Run > Year End Report Run - Non PO Based Invoices

2.

126

Run the report, taking the following considerations into account: •

You can run the report either in an online mode or scheduled as a batch job. In the batch mode, all the parked documents that match the selection criteria will be processed automatically without user intervention.

•

You must specify the new posting date so that all the documents will have the posting dates modified to the new date. Make sure the posting period for the new posting date is open.

•

If changing the posting date leads to no fiscal year change, use the month end report.

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•

You can run the /OPT/VIM_YEND_NPO transaction with certain filter if needed. In dialog mode, you can restrict the output set by using the various selection criteria available.

•

The selection options Company Code and Fiscal Year are mandatory.

To run the month end procedure: 1.

Run the /n/OPT/VIM_MEND_NPO transaction. Alternatively, run the /n/OPT/VIM transaction and navigate to SAP menu > Reports > Periodic Processing > Month End Run > Month End Report Run Non PO Based Invoices

2.

Run the report, taking the following considerations into account: •

You can run the report either in an online mode or scheduled as a batch job. In the batch mode, all the parked documents that match the selection criteria will be processed automatically without user intervention.

•

If changing the posting date leads to no fiscal year change, use the month end report.

•

You can run the /OPT/VIM_MEND_NPO transaction with certain filter if needed. In dialog mode, you can restrict the output set by using the various selection criteria available.

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18.4 Processing PO Based Documents (LIV Invoices) 18.4.1

Symptoms A document (Logistics Invoice Verification) is parked in a particular fiscal year, but the processing of the document is not completed in that year. It is carried over to the next year. If the posting date has to be changed, use the MIR4 transaction to post it in the new posting period. At this stage, the runtime workflow instance based on this parked document will be rendered unusable as the object key of the parked document is changed now. All the OpenText application tables will be out of sync, as well.

18.4.2

Reference SAP Notes The following are some of the important SAP OSS notes that pertain to the issues with standard SAP ERP system regarding parked document changes relating to fiscal year change: 598018 MIR4: New Document number: Information is lost 554030 MIR4: Fiscal year / document type change 366965 MIR4: Changing posting date of parked documents 137988 FIPP: not all original documents are reassigned You can also search for other relevant notes in the SAP Market Place in case of issues you find during testing of this process.

18.4.3

Preconditions and Cause The fiscal year of an accounting document is calculated from the posting date of the parked document. So, the fiscal year is part of the object key that identifies a particular parked document object. When the document is originally parked, the fiscal year is calculated from the posting date specified (for example year 2007). Now, the document is carried over to the next year (2008), and, at the current time (2008), the posting date is changed using the MIR4 transaction. The original parked document object (with fiscal year 2007) is deleted from the system and a new object with the new fiscal year (2008) is created by the standard SAP ERP system. Also, the user exit to collect the Parking reason is triggered, requesting the user to enter a Parking reason.

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At this stage, the workflows that are referencing to the original parked document will have runtime errors because the original object is deleted by SAP ERP.

18.4.4

Solution Details You can prevent the entire scenario: Make sure that all parked documents created in a particular fiscal year get posted in the same year. Possibly, keep the posting period open a little longer. If the business needs mandates that the parked documents have to be carried over to the next year, implement the solution described below. Runtime instances of parked document workflows might have been created in a previous fiscal year. If they are present in the system and their posting date does not need to be changed before posting them, nothing needs to be done. You must follow the solution described below only if the posting date has to be changed before posting them in the new fiscal year. If custom extensions were implemented that store the SAP parked document number, you have to make appropriate code corrections to avoid inconsistencies.

18.4.5

Running the Year End and Month End Procedure To actually implement the solution, you have to run two reports: •

Year end procedure

•

Month end procedure

To run the year end procedure: 1.

Run the /n/OPT/VIM_YEND_PO transaction. Alternatively, run the /n/OPT/VIM transaction and navigate to SAP menu > Reports > Periodic Processing > Year End Run > Year End Report Run - PO Based Invoices

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2.

Run the report, taking the following considerations into account: •

You can run the report either in an online mode or scheduled as a batch job. In the batch mode, all the parked documents that match the selection criteria will be processed automatically without user intervention.

•

The selection options Company Code and Fiscal Year are mandatory.

•

You must specify the new posting date so that all the documents will have the posting dates modified to the new date. Make sure the posting period for the new posting date is open.

•

If changing the posting date leads to no fiscal year change, use the month end report.

To run the month end procedure: 1.

Run the /n/OPT/VIM_MEND_PO transaction. Alternatively, run the /n/OPT/VIM transaction and navigate to SAP menu > Reports > Periodic Processing > Month End Run > Month End Report Run PO Based Invoices

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18.5. Testing the Year End Procedure

2.

Run the report, taking the following considerations into account: •

You can run the report either in an online mode or scheduled as a batch job. In the batch mode, all the parked documents that match the selection criteria will be processed automatically without user intervention.

•

If changing the posting date leads to no fiscal year change, use the month end report.

•

You can run the /OPT/VIM_MEND_PO transaction with certain filter if needed. In dialog mode, you can restrict the output set by using the various selection criteria available.

18.5 Testing the Year End Procedure OpenText highly recommends that you consider the following as you conduct your testing for the year end procedure: •

Simulate various scenarios.

•

Run the programs in the order mentioned.

•

Make sure the image links are transferred correctly.

•

Make sure the logs and reports show the correct information.

•

Make sure the comments are showing up properly.

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•

The programs can be run in dialog mode to investigate any errors that might be encountered.

•

Keep the log for the program executions so that you will have a record of what invoices were changed in case something goes wrong.

Depending on what is implemented at your site, you need to come up with a set of scenarios to be tested. The following is an example scenario you can be use for testing: To test the year end procedure: 1.

Start a Document processing workflow. (Depending on if OCR is implemented or not, the step can differ.)

2.

Create an invoice using the FV60 transaction.

3.

Insert some comments during parking.

4.

Choose an approval parking reason and select the appropriate requestor.

5.

Check to see if the approver gets a workitem to approve in the web portal or in the SAP GUI, depending on how it is configured.

6.

Run the year end transactions as appropriate.

7.

Access the approver's inbox and execute the workitem. You should notice that the new fiscal year and possibly new document number is there in the details. Make sure the comments are showing up properly.

8.

Run VIM Analytics and give the new document key. See if the result shows the old document number in the details.

9.

Make sure the image can be displayed properly from FBV3 or any invoice display transaction.

10. Check if the OpenText Dashboard (accessable from the Object Services menu from invoice display transaction) shows the correct information for the new invoice key.

18.6 Using the Year End Run Log If certain errors happen during the processing of the year end procedure, you can use the following transaction to reprocess the errors so that all the data is consistently updated. You need to run this only if the invoice posting date has changed but there was an error that occurs in updating various tables etc. To invoke the Year End Run Log: •

Run the /n/OPT/VIM_YEND_AUDIT transaction. Alternatively, run the /n/OPT/VIM transaction and navigate to SAP menu > Reports > Periodic Processing > Year End Run > Year End Run Log

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18.6. Using the Year End Run Log

You can use the log to check for a list of all documents that were processed through year end processing.

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Chapter 19

ICC Configuration Data 19.1 Deleting an ICC Application from SAP Tables Starting with Business Center 10.0 SP1 and Business Center Solution Integration for Vendor Invoice Management 10.0 SP2, you can use Business Center Inbound Configuration to handle incoming document processing. With Business Center Inbound Configuration, the batch program /OPT/VIM_ICC_CLEANUP is replaced by / OTX/PF01_P_IDF_CLEANUP. If you use Business Center Inbound Configuration, you must delete active applications from the /OTX/PF01_T_CFGD table and the /OTX/PF01_T_CFGV table using the SE16 transaction. For inactive applications, you can run report / OTX/PF01_P_IDF_CLEANUP. You can use program /OPT/VIM_ICC_CLEANUP to delete inactive applications; see “Batch Program /OPT/VIM_ICC_CLEANUP” on page 46. If you want to delete an active application, run the SM30 transaction for table /OPT/VIM_CFG_VER and set the application to inactive. Then use program /OPT/VIM_ICC_CLEANUP. You can use program /OPT/VIM_ICC_CLEANUP only to delete all inactive applications at once, depending on the change date. If you need more flexibility, and you want to delete some inactive applications and you want to keep others, you must edit the change date using the SM30 transaction. Alternatively, you can perform the following procedure. To delete an ICC application from SAP tables: 1.

Run the SE16N transaction and display the contents of table /OPT/VIM_CFG_VER.

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2.

Look for the application version you want to delete.

3.

Run the SM30 transaction. Enter /OPT/VIM_ICC_CFG in Table/View.

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19.1. Deleting an ICC Application from SAP Tables

4.

Click Enter conditions and click Maintain.

5.

In the Field Selection dialog box, select Application Name and Application Version. Click

.

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6.

Enter Application Name and Application Version you want to maintain, see Step 2 on page 136. Click

.

All configuration line entries for the selected application and version are displayed. 7.

Scroll downwards to make sure you have only lines for the correct Application Name and Application Version.

8.

To select all lines, click the

button in the application tool bar.

9.

To delete all lines, click the

button in the application tool bar.

10. For the final action, deleting the entry for the application version, run the SM30 transaction. Enter /OPT/VIM_CFG_VER in Table/View.

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11. Click No Restrictions and click Maintain. The list of application versions is displayed.

12. Select the appropriate line and click

to delete the entry.

The ICC application is now deleted from the SAP tables.

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Chapter 20

Archiving VIM Information You can archive the DP invoices and the reporting data from Central Reporting. Data archiving removes bulk data from the database. Bulk data is no longer required in the system but must be retained accessibly. The old data can be written to and retrieved from some storage system. Important OpenText recommends archiving data of the VIM tables only, when the data is not required in everyday tasks and it is not relevant from auditing perspective. Make absolutely sure that you run license reporting before you archive data. Otherwise, you might lose data that is needed for license reporting. For more information, see “Using the ICC and VIM License Report” on page 145. Note: You must first archive all DP invoices from all connected SAP ERP systems before you run the archiving of the reporting data. To archive DP invoices: 1.

Run the standard SAP transaction SARA.

2.

Use the archiving object /OPT/DOC to archive the DP invoices.

3.

Follow the SAP standard archiving processes for the archive object /OPT/DOC. The data from the following tables is archived: •

/OPT/VIM_1HEAD

•

/OPT/VIM_1ITEM

•

/OPT/VIM_1PROC

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142

•

/OPT/VIM_1WI_AGT

•

/OPT/VIM_2HEAD

•

/OPT/VIM_CWHTAX

•

/OPT/VIM_HD_DP

•

/OPT/VIM_HD_PO

•

/OPT/VIM_MSG_T

•

/OPT/VIM_PO_WIH

•

/OPT/VIM_PO_WID

•

/OPT/VIM_HD_NPO

•

/OPT/VIM_NPO_WIH

•

/OPT/VIM_NPO_WID

•

/OPT/VIM_TITEM

•

/OPT/VIM_WHTAX

•

/OPT/VIM_1ATM_H

•

/OPT/VIM_1BDCLOG

•

/OPT/VIM_1LOG

•

/OPT/VIM_1OCRLOG

•

/OPT/VIM_1PO_DN

•

/OPT/VIM_8HEAD

•

/OPT/VIM_8LOG

•

/OPT/AT_APPR_HIS

•

/OPT/AT_LBA_LOG

•

/OPT/CT_LG_EXC

•

/OPT/CT_LG_HIST

•

/OPT/CT_PMC_RG03

•

/ORS/STACK_HDR

•

/ORS/STACK_BODY

•

/ORS/INV_ADD

•

/ORS/INV_DATA

•

/ORS/APPR_LOG

•

/ORS/PS_ITEM

•

/PTGWFI/M_PRKMTR

•

/PTGWFI/F_PIRMTR

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•

/PTGWFI/F_BIRMTR

•

/PTGWFI/F_BIRMWI

•

/PTGWFI/F_DELINV

•

/PTGWFI/F_LIXMWI

•

/PTGWFI/F_LIXMTR

Note: The /OPT/VIM_LIC_VD table is not deleted using the standard archiving because it is relevant for licensing. To archive reporting data: Note: You must first archive all DP invoices using the archive object /OPT/DOC from all connected SAP ERP systems before you run the archiving of the reporting data. 1.

Run the standard SAP transaction SARA.

2.

Use the archiving object /OPT/REP to archive the VIM Central Reporting information.

3.

Follow the SAP standard archiving processes for the archive object /OPT/REP. The data from the following tables is archived: •

/OPT/VT_ATM_SRC

•

/OPT/VT_DOC_HEAD

•

/OPT/VT_KPI_SRC

•

/OPT/VT_KPI_SRCE

•

/OPT/VT_WORKITEM

•

/OPT/VT_WI_AGENT

•

/OPT/VT_WI_AGNT

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144

•

/OPT/VT_WI_ACTN

•

/OPT/VT_WI_STEPS

•

/OPT/VT_DOC_H

•

/OPT/VT_WI

•

/OPT/VT_WI_ACTV

•

/OPT/VT_WORK

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Chapter 21

License Reporting You might be required to count how many ICC and VIM documents have been processed in your system for a period of time. With this data, you can create a license report that you can send to OpenText or SAP. VIM provides the following methods to perform license reporting: •

ICC and VIM License Report

•

SAP Global Licenses Auditing Services (GLAS)

The GLAS services are restricted regarding time frame and authority to run them. The ICC and VIM License Report offers more flexibility.

21.1 Using the ICC and VIM License Report VIM 7.0 SP4 introduced the ICC and VIM License Report (License Report). . The License Report counts the following documents: •

If ICC is selected ICC documents that had status Extraction Completed at some point of time in the selected period

•

If VIM is selected VIM documents with start date in the selected period and status in VIM workflow or completed

The values in tables /OPT/VIM_HD_DP, /OPT/VIM_HD_NPO, and /OPT/VIM_HD_PO are basis for the selection. The License Report checks if a workflow process exists for the selected entries. Entries without VIM related process do not count in the license evaluation. That means invoices directly posted outside VIM. Depending on the global settings, these invoices are shown in VIM Analytics, but no work process is started. Prerequisites •

For ICC, there is exactly one channel, which is defined in Z constant

ICC_CHANNEL_ID. •

If a multiple backend system is configured, it must use central numbering where DOCIDs are unique.

•

If VIM tables are archived periodically, you must perform the archiving after running the License Report. Ensure that a large enough time interval is maintained. For example, archive those entries that are at least 2 years old. This applies mainly to VIM table /opt/vim_1log.

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21.1.1

Running the License Report You must run the License Report on every VIM system and client in productive use. For large systems, OpenText recommends that you run the License Report in background. In a multiple backend system with all satellite system clients in use, you can run the License Report on the central system with satellite system data collection active.

Run in dialog

Run in background

To run the License Report in dialog, run the /n/OPT/LIC_COUNT transaction. You can create, save and use report variants. You can use the report /OPT/VIM_COLLECT_NUMBERS in a background job definition. You can create, save and use report variants. To use the selection screen: 1.

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To open the selection screen, run the /n/OPT/LIC_COUNT transaction.

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21.1. Using the ICC and VIM License Report

2.

Configure the selection, using the following parameters: Products Select ICC and/or VIM. Time Frame End date for collection Enter the collection end date for the selection of documents. This date refers to the start date of the VIM workflow / the date when

Extraction Completed has been reached by ICC. The date is prefilled

with the current system date. You can change it to a previous date. Future dates do not make sense.

Number of months Enter the number of months that shall be counted into the past. The field is preset to 12 months. If you do not change the field, the License Report will list data for the past 12 months (including the current month as the highest month). Satellite Systems Satellite systems (clients) In a multiple backend system, there will be entries in this field. You can change the satellite systems. Include satellite systems To include the satellite systems in the count, select this check box. Clients This area contains data on the local system clients. Include all local clients To include the local clients in the count, select this check box. Important It is not possible to include clients on satellite systems. 3. Results

After finishing your selection, click the

button to run the License Report.

The result list displays the result of the license analysis. The following data is shown: License count Total number of licensing relevant items (VIM entries with workflow) DP proc Licensing relevant items with Document ID NonDP proc Licensing relevant items without Document ID, mainly relevant for older VIM versions where parked workflows did not create a Document ID.

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Tip: License count is the sum of DP proc and NonDP proc. w/o Process VIM entries without process: Not relevant for licensing. This number represents entries in VIM Analytics, which are not related to an actual VIM process. That means invoices posted directly in SAP standard, for which no VIM process is started, but which are shown in VIM Analytics.

You can print the result list or save it to a file for delivery.

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21.2. Auditing Using SAP Global Licenses Auditing Services (GLAS)

21.2 Auditing Using SAP Global Licenses Auditing Services (GLAS) If you are responsible for licenses, you must run a report once a year, to find out how many ICC extractions have been performed and how many VIM workflows have been started in the observation period (1 year). You must send the report to SAP. For this auditing purpose, you can use the SAP Global Licenses Auditing Services (GLAS). To check your system for the GLAS auditing: 1.

Run the SM30 transaction and open table TUAPP. Note: The VIM package contains two TUAPP entries, one for VIM, and one for ICC.

2.

Check the existence of the two SAP defined applications IDs with function modules for ICC and VIM license measurement. They should look like in the following screenshot:

Note: Make sure you use the application numbers 1150 for VIM and 1151 for ICC. After you have checked the system, trigger the system measurement. See the SAP Help (http://help.sap.com/saphelp_nw04/helpdata/en/79/ c5fd3f2c14e769e10000000a155106/frameset.htm) for details. ICC and VIM are counted separately.

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Part 4 Troubleshooting and Monitoring

Part 4 Troubleshooting and Monitoring

This part covers administration tasks for troubleshooting and monitoring. VIM provides some helpful tools to monitor and administer VIM workflows. This part also describes how to handle frequent abnormal functioning of workflows due to missing or erroneous configuration in the role resolution or due to an invoice lock happening during the approval process.

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Chapter 22

Monitoring VIM Workflows OpenText recommends monitoring the VIM workflows on a regular basis (daily or weekly). This helps to quickly detect invoices or processes which are in trouble so they can be handled timely. Use the standard SAP transaction SWI1 (Selection Report for Work Items) to monitor the VIM workflows. For VIM processes, the following workflow templates exist: WS00275269 Document process workflow (from receiving the scanned invoice info until the invoice is parked or posted or the document is marked as obsolete or duplicate) WS00275260 Parked PO invoice workflow (from the time a PO invoice is parked until the invoice is posted or deleted) WS00275254 Non PO parked invoice workflow (from the time a Non PO invoice is parked until the invoice is posted or deleted) WS00275252 Web approval of parked invoice workflow (from the time an invoice is sent for web approval action until approval is completed or invoice is fully rejected) WS00275264 Blocked PO invoice workflow (from the time a PO invoice is blocked for payment until it is released or cancelled) WS00275266 Blocked PO invoice header level action workflow (from the time that a blocked invoice is authorized for header level action until the action is completed or AP sends back) To monitor VIM workflows: 1.

To access the Selection Report for Work Items, run the SWI1 transaction.

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2.

Enter the following information in the selection screen: Type

F (for Workflow, also subworkflow)

Task Click the multiple selection button •

WS00275269

•

WS00275260

•

WS00275254

•

WS00275252

•

WS00275264

•

WS00275266

to enter all workflows:

Date created Enter date range. Time created Enter time range. Tip: You can save the selection criteria as a variant. From the menu, click Goto > Variants > Save as variant. 3.

To run the report, click

.

All VIM workflows that have been started during the specified interval are displayed on the Work item selection screen.

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Possible states in the Status column: STARTED Workflow is in progress. COMPLETED Workflow is completed. CANCELLED Workflow has been cancelled. The Work item text column indicates the type of block (1 = price block, 2 = quantity block), the type of parked invoice workflow and other workflow item text. 4.

To display further details of a workflow instance, double-click the respective line. In the Workflow log screen, click the display a list with technical details.

button in the application tool bar to

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The St (Status) column indicates the status of each individual step of the workflow: Ready for processing In process, but not completed Completed Error icon next to a workflow step to display the agents who own this Click the work item (or possible or excluded agents). 5.

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A workflow might be in Error status.

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In the Workflow Log (View with technical details), click the highlighted Error field to display the error messages generated by the system.

If the error message shows the indicator Error or exception resolving role , role maintenance is required through the role maintenance transaction.

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Chapter 23

Solving a Role Error in a Workflow In some situations, a workflow results in an error because the agent resolution fails. SAP ERP cannot determine a valid user ID for a workflow role. This kind of error is called a role error. This chapter describes the following tasks: •

“Determining a Role Error in a Workflow” on page 159

•

“Restarting Workflow After Fixing a Role Error” on page 162

23.1 Determining a Role Error in a Workflow The following steps describe how to retrieve workflow instances with a role error. To determine a role error in a workflow: 1.

To access the Selection Report for Work Items, run the SWI1 transaction.

2.

Enter the following information in the selection screen: Type

F (for Workflow, also subworkflow)

Status ERROR

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Task Click the multiple selection button •

WS00275269

•

WS00275260

•

WS00275254

•

WS00275252

•

WS00275264

•

WS00275266

to enter all workflows:

Date created Enter date range. Time created Enter time range. Tip: You can save the selection criteria as a variant. From the menu, click Goto > Variants > Save as variant. 3.

To run the report, click

.

All VIM workflows with status Error that have been started during the specified period are displayed on the Work item selection page.

4.

To display details of a workflow instance, double-click the respective line. In the Workflow log screen, click the display a list with technical details.

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button in the application tool bar to

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23.1. Determining a Role Error in a Workflow

5.

In the Workflow Log (View with technical details), click the highlighted Error field to display the error messages generated by the system.

A role error is indicated with a message reading Error or exception

resolving role .

6.

In the Workflow Log (View with technical details), click the error indicator to view the workflow container.

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icon next to the

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The element ACTOR or Next Role indicates which role is causing the error. In the example above, the error role is INFO_PROVIDER. 7.

Fix the error, using standard SAP workflow debugging methods.

23.2 Restarting Workflow After Fixing a Role Error After the role error has been corrected, you must restart the respective workflow instance. To restart a workflow after fixing an error: 1.

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To access the Workflow Restart After Error screen, run the SWPR transaction.

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23.2. Restarting Workflow After Fixing a Role Error

2.

Enter the following information in the selection screen: Task ID Click the multiple selection button ( •

WS00275269

•

WS00275260

•

WS00275254

•

WS00275252

•

WS00275264

•

WS00275266

) to enter all workflows:

Tip: You can save the selection criteria as a variant. From the menu, click Goto > Variants > Save as variant. 3.

To display all workflows in error status, click

4.

Select the workflow you want to restart and click the Restart workflow button.

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If the workflow is restarted successfully, the entry in the Status column changes from ERROR to STARTED.

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Chapter 24

Releasing Invoice Lock for Invoice Approval The Invoice Approval process has a web front-end which approvers can log in to approve invoices. In some cases, if the user closes the web browser window incorrectly without logging out of an invoice, the invoice can be locked. As a VIM workflow administrator, you can release a locked invoice. To release an invoice lock for Invoice Approval: 1.

Run the /ORS/RELEASE_LOCK transaction.

2.

In the Invoice Lock Clean up program screen, enter the following information: Invoice Type •

for Non PO invoices: BKPF

•

for PO invoices: RMRP

Invoice Key Enter the invoice key which is composed as follows: •

for Non PO invoices: + + Example: An invoice with company code 1000, invoice number 1900000036 and fiscal year 2009 results in the invoice key 100019000000362009.

•

for PO invoices: +

Test Only Select this check box and click locked.

to display invoices that are currently

Tip: If you leave the Invoice Type and Invoice Key fields empty, all currently locked invoices are displayed. 3.

To release the lock, click

.

A confirmation message is displayed.

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Chapter 25

Administering Workflows This chapter covers general activities for checking the system status of VIM.

25.1 Monitoring Alerts System availability depends on the availability of the underlying SAP ERP system. It is possible to deactivate some of the VIM features using various criteria, as described in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIMCGD). •

You can conduct system performance checks using the SAP standard tools. The

SE30 transaction, for example, provides a runtime analysis of projects and

components.

•

Resource consumption information can be monitored using the SM50 transaction and other SAP administration utilities that are part of the SAP Computing Center Management System (CCMS).

•

You can use all the SAP standard logs and other infrastructure like the SM13 and SM21 transactions for monitoring.

The following sections describe how to use the SAP Standard CCMS functionality for alert monitoring.

25.1.1

Setting Up Central Alert Monitoring VIM is completely embedded inside the SAP ERP system. Hence, you can use the entire general alert monitoring infrastructure for checking the health of the system and VIM. VIM does not need a separate Central Monitoring System (CEN) system. To monitor VIM, use the existing CEN system that is connected to the SAP ERP system on which VIM is installed. For configuring the CEN, see the SAP online help: http:// help.sap.com/saphelp_nw70/helpdata/EN/9d/df1241c738f423e10000000a155106/ frameset.htm

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25.1.2

Registering a CCMS Agent VIM is an ABAP Add-On and all the functionality is embedded in the SAP ERP ABAP system. The standard CCMS agent SAPCCM4X can be used. If the underlying SAP ERP system is already registered in a CEN, you do not need to register anything. See the SAP online help for registering a CCMS agent: http://help.sap.com/ saphelp_nw70/helpdata/EN/ca/118110ff542640b7c86b570cc61ae3/frameset.htm.

25.1.3

Monitoring Using CCMS Templates Various monitors based on CCMS templates are available for system checking purposes. You can use the following SAP CCMS Monitor Templates monitor sets: Notes •

The VIM SAP Shared Service Framework integration (OTVIMSSF) is based on ABAP core technology and standard CCMS. Therefore, you can use CCMS monitoring templates to monitor the VIM SAP Shared Service Framework integration.

•

Depending on your SAP ERP system, some of the templates might not be available.

Monitor

Usage

Availability: Selected Systems

Availability monitoring of selected systems and their application servers

Background Processing

Background processing of the SAP ERP systems and their application servers

Buffers

The various SAP buffers, their hit rates, and swap rates

Change & Transport System

Transports for a system

Communicatio ns

Data transfers (SAPconnect, SAP Gateway, Application Link Enabling, LDAP, RFC)

Data Archiving Monitored data archiving sessions

168

Database

Database (such as table status, performance, backups, data consistency)

Dialog Overview

Overview of the dialog system, broken down by performance attributes

Enqueue

Enqueue service. This service allows ABAP applications to lock data so that only they can use it. The locking of the data avoids parallel changes to the data, which would lead to data inconsistency.

Entire System

Entire system (including detailed information about SAP services)

Operating System

Operating system data for any application servers and host systems

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Security

Security Audit Log and security-relevant messages in the system log

Spool System

Spool system of the SAP ERP system and the individual output servers

Syslog

System log broken down by application servers and individual topic areas

System Configuration

Number of logged-on users and configuration settings of application servers

You can copy these monitors and change them. See the SAP online help for more details: http://help.sap.com/saphelp_nw70/helpdata/en/28/ 83493b6b82e908e10000000a11402f/content.htm. To start a CCMS templates based monitor: 1.

Run the RZ20 transaction and select the menu option Extras > Activate maintenance function. In the CCMS Monitor Sets screen, expand the SAP CCMS Monitor Templates menu.

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2.

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Double-click a monitoring tree element (MTE), for example Background Processing.

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25.1. Monitoring Alerts

3.

Double click on a line item, for example AbortedJobs, to see details.

4.

Return to the SAP CCMS Monitor Templates screen. Click on a line item, for example Utilisation, and click the Properties button in the application tool bar. The Monitoring: Properties and Methods screen displays other settings like methods used and threshold values set.

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As CCMS is a standard monitoring tool from SAP, VIM does not require specific values for the property thresholds. SAP basis needs to decide the level and to set the thresholds for this. To set threshold values: a. b.

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In the Monitoring: Properties and Methods screen, click the Enter the threshold values and save.

button.

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25.2. Monitoring Activity

25.2 Monitoring Activity VIM uses the SAP Workflow Engine to realize the process setup of the business processes. You can effectively use the workflow runtime and administration tools to monitor the activity and resources as the business processes are proceeding. For activity monitoring purposes, see “Frequently Used SAP Workflow Administration Transactions” on page 175.

25.3 Analyzing System Performance For analyzing the system performance, use the standard ABAP tool set as the ABAP based components of VIM reside inside the SAP ERP system. To analyze the system performance: 1.

Run the ST05 transaction. Alternatively, select the menu option System > Utilities > Performance trace

2.

Select the required trace modes and click on the appropriate button under Trace Requests to start the performance analysis.

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25.4 Using Logs and Traces VIM uses the SAP Workflow Engine to realize the process setup of the business processes. Hence, you can activate and use traces to check specific sets of activities as a part of problem analysis. SAP workflow logs are written for every activity of the process and therefore are always available. In addition to the standard system logs, you can use the SM21 transaction to check system activities. See “Frequently Used SAP Workflow Administration Transactions” on page 175 for transactions you can use for activity logging and traces. VIM also writes log to the standard system log infrastructure. See “Working with the Application Log“ on page 185 for details.

25.5 Using Solution Manager Diagnostics After the Solution Manager Diagnostics add-on is installed, you have access to all the necessary information for performing a root-cause analysis through the Solution Manager tools. No separate external logs are generated during the use of VIM.

25.6 System Availability The availability of VIM is based on the availability of the underlying SAP ERP system. It is possible to selectively roll out VIM, based on a set of criteria including document types, company codes etc. so that VIM is active only in those business scenarios. For further details, see the rollout criteria sections in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD).

25.7 Adaptive Computing VIM as an ABAP based component is running on SAP ERP system. Therefore, any adaptive computing technologies are supported. Users log on to VIM using the SAP GUI logon screen which supports virtual IP addresses and hostnames. There is no separate starting mechanism because the process is controlled by the underlying SAP settings in SAP ArchiveLink® and workflow as well as in the VIM configuration.

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25.8. Restart Mechanism

25.8 Restart Mechanism In general, all workflows in error status can be restarted after performing an appropriate configuration or runtime data changes. There are no other asynchronous interfaces for VIM.

25.9 Frequently Used SAP Workflow Administration Transactions There are a couple of SAP workflow administration transactions that you can use to administer VIM workflows: SWIA: Execute work items without agent check

To reassign open SAP work items to a different user, run the SWIA transaction. See the description in “Reassigning Open SAP Work Items to a Different User” on page 108.

SWI1: Selection Report for Work Items

To display all work items (workflow template, dialog task, wait step, background task) based on a custom selection, run the SWI1 transaction. See the description in “Monitoring VIM Workflows“ on page 153.

SWE2: Event Type Linkages

To display or change event type linkages for VIM workflows, run the SWE2 transaction. See the description in “Linking Events for VIM Workflows” on page 55.

SWEL: Display Event Trace

To display lists of events published during a specific duration: 1.

Run the SWEL transaction.

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2.

Select the Creation date and Creation time range. To execute, click the

176

button.

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25.10. Analyzing Work Items

3.

Select a line item and click the

button to display details.

Amongst others, the Receiver function module and the status of the action is displayed.

25.10 Analyzing Work Items To access the work item analysis reports, select the SAP menu option Tools > Business Workflow > Development > Reporting > Work Item Analysis. You can also access the reports directly by their transaction codes: SWI2_FREQ: Work Items Per Task

Analyze work items grouped by date, agent and task.

SWI2_DURA: Work Items By Processing Duration

Analyze work items by duration of their execution.

SWI2_DEAD: Work Items With Monitored Deadlines

Analyze work items by preset deadline.

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Note: This is not applicable for VIM process work items. SWI5: Workload Analysis

Retrieve open work items belonging to a specific user. See “Retrieving Open SAP Work Items of a Specific User” on page 105.

The following list shows all dialog standard tasks that can be used for SAP standard reports: TS00275278 DP Document Dashboard TS00275267 PO Blocked Invoice Dashboard (Header WF) TS00275265 PO Blocked Invoice Dashboard (Line Level) TS00275262 PO Parked Invoice Dashboard TS00275260 Non PO Parked Invoice Dashboard TS00275253 Invoice awaiting web approval Note: The web approval work items are always assigned to WF-BATCH because the actual action is performed by the user on the web approval page. According to OSS 1227739, it is no longer possible to forward dialog work items to a background user. You can apply the correction according to the OSS note or the corresponding SAP Support Package. In function SWW_WI_FORWARD, an additional check is applied to retrieve the user type (dialog or background). Solution: Work items that have to be executed by a non SAP user must be assigned to a dialog user and not to WF-BATCH. Correction instructions: Create a dummy user of type dialog user in the SAP ERP system. You do not have to assign specific authorizations to the user. Then overwrite the existing default entry WF-BATCH for parameter SAP_PROXY_ID (Product Code IAP) in table /PTGWFI/Z_CONST with the dummy user, using the SM30 transaction. For a list of workflow templates for the VIM process, see “Monitoring VIM Workflows“ on page 153.

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25.11. Frequently Used SAP Workflow Tables

25.11 Frequently Used SAP Workflow Tables The following list shows SAP workflow tables that are frequently used for VIM: SWWWIHEAD

Work item header table for all types of work items

SWW_CONT

Container contents for work item (non-object referenced)

SWW_CONTOB

Container contents for work item (objects only)

SWIVOBJECT Join SWW_CONTOB with SWWWIHEAD SWELOG

Event log table

SWWORGTASK

Agent assignment of work item. The agent assignment information for a particular work item is deleted once the work item is completed.

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Chapter 26

Creating a PDF History Log File You can use report /OPT/CR_PDF_LOG to create a PDF log file with history information of the VIM process. For more details to the PDF history log in general, see section 30.3 “PDF History Log” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD). If configured properly, the PDF history log file can be created automatically at the end of the VIM process, this means at the end of the DP document workflow. However, in the following cases, it may be required to create the PDF history log file manually: •

in case of an error

•

in case of old scenarios (direct posting or direct parking)

•

for testing purposes

To create a PDF history log file manually: 1.

Run the /n/OPT/VIM_PDF_LOG transaction. Alternatively, run the SA38 transaction with program /OPT/CR_PDF_LOG.

2.

Enter selection criteria and processing options. Selection Fields Use these fields to select the DP documents for which a PDF history log shall be created. Processing Options This section comprises the following fields:

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Language Key Select a language key to specify in which language the PDF history log shall be created. If no language key is selected, the language key from the PDF customizing profile is taken. Test mode Select this check box if you want to test the PDF history log in display mode only. It is neither archived nor linked to the DP document. Note: For handling reasons, the test mode is supported for a maximum of 5 DP documents only. Clear this check box if you want to create the PDF history log, archive it and link it to the DP document. 3.

To create the PDF history log, click

on the application toolbar.

Report output Test mode When running the report in test mode, you get a dialog box to enter printer parameters.

Enter the OutputDevice. You can use printer LP01 for test purposes. To view the PDF history log, use the Print preview button. In the print preview, you can enter the function code PDF! to create a PDF document of the PDF history log.

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Real mode When running the report with the Test mode check box cleared, a PDF history log file is created, archived, and linked to the DP document and its SAP invoice. A final protocol informs you about any issues.

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Chapter 27

Working with the Application Log This section describes how to create and display VIM application log. Note: Some of the functions described here are standard SAP functions; see SAP Help for more details.

27.1 Creating the Application Log The application log is used to store the status information of each task of the ICC Dispatcher and the EDI scenario. All applications in ICC Dispatcher will create an application log that you can use to check the status of each DP document. The application log is also used to store any issues during the creation of the PDF history log. For more information about the PDF history log, see section 30.3 “PDF History Log” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD). To view the application log, run the SLG1 transaction. Use function module /OPT/VIM_APPLICATION_LOG to store the application log: FUNCTION /opt/vim_application_log. *"-----------------------------------------------------------*"*"Local interface: *" IMPORTING *" VALUE(OBJECTID) TYPE BALNREXT OPTIONAL *" VALUE(LOG_POINT) TYPE /OPT/IC_LOGPOINT_DE *" TABLES *" MESSAGE TYPE BAL_T_MSG *" EXCEPTIONS *" LOG_HEADER_INCONSISTENT *" LOG_NOT_FOUND *" MSG_INCONSISTENT *" LOG_IS_FULL *" SAVE_NOT_ALLOWED *" NUMBERING_ERROR *"------------------------------------------------------------

Input parameters OBJECTID

The Object ID is the currently processing document number, for example the DP Document number, IDOC number, Work Item, or Financial Document number.

LOG_POINT

The log point is a unique identifier of the calling application or application area. Using this value, you can identify the area that is generating the message.

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MESSAGE

Actual system message that will be used to store.

27.1.1

Log Point The log point is a unique identifier for application or application area which helps in finding the area that is generating the message. The log point determines the program and screen from where the error is generated. Since the system is maintained using Object and Sub-object, the log point also determines them. To maintain log points: 1.

Run the /n/OPT/IT_LOG_PNTV transaction.

2.

To open, the Details view for a log point, double-click its line.

In case the log level is not maintained at Log Point level, you can maintain it at Object and Sub-object level.

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27.1. Creating the Application Log

27.1.2

3.

Therefore, run the /n/OPT/VIM_LOG_CFG transaction.

4.

To open the Details view, double-click the appropriate line.

Object and SubObject Every log entry is associated with an object and possibly with one of its sub-objects, for example the object /OPT/VIM and the sub-object ICC. To maintain object and subobject, run the SLG0 transaction.

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Select the Object Vendor Invoice Management and double-click Sub-objects in the navigation panel.

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27.1.3

Log Classification Log messages are classified in the following log levels: Very important logs

all error messages

Important logs

all error and warning messages

Less important logs

messages of all types

27.2 Displaying Log Messages You can view the log messages in a report or use a function module to display the log. To view log messages in a report: 1.

Run the SLG1 transaction.

2.

Supply the following parameters: •

Object

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•

Sub-object

•

External ID: Enter the DP document number or the IDoc number.

3.

Time restriction - Specify a date and time range to display the messages generated in a particular period.

4.

Log class - Specify the log class of the messages you want to display.

5.

Click

to execute your query.

To get the application log using a function module: 1.

Use the function module APPL_LOG_DISPLAY to display the application log. *"---------------------------------------------------------------------*"*"Lokale Schnittstelle: *" IMPORTING *" VALUE(OBJECT) LIKE BALHDR-OBJECT DEFAULT SPACE *" VALUE(SUBOBJECT) LIKE BALHDR-SUBOBJECT DEFAULT SPACE *" VALUE(EXTERNAL_NUMBER) LIKE BALHDR-EXTNUMBER DEFAULT SPACE *" VALUE(OBJECT_ATTRIBUTE) DEFAULT 0 *" VALUE(SUBOBJECT_ATTRIBUTE) DEFAULT 0 *" VALUE(EXTERNAL_NUMBER_ATTRIBUTE) DEFAULT 0 *" VALUE(DATE_FROM) LIKE BALHDR-ALDATE DEFAULT SY-DATUM *" VALUE(TIME_FROM) LIKE BALHDR-ALTIME DEFAULT '000000' *" VALUE(DATE_TO) LIKE BALHDR-ALDATE DEFAULT SY-DATUM *" VALUE(TIME_TO) LIKE BALHDR-ALTIME DEFAULT SY-UZEIT *" VALUE(TITLE_SELECTION_SCREEN) DEFAULT SPACE *" VALUE(TITLE_LIST_SCREEN) DEFAULT SPACE *" VALUE(COLUMN_SELECTION) LIKE BALDISP STRUCTURE BALDISP DEFAULT *" '11112221122 ' *" VALUE(SUPPRESS_SELECTION_DIALOG) DEFAULT SPACE *" VALUE(COLUMN_SELECTION_MSG_JUMP) LIKE BALDISP2-MSG_JUMP DEFAULT *" '1' *" VALUE(EXTERNAL_NUMBER_DISPLAY_LENGTH) TYPE I DEFAULT 20 *" VALUE(I_S_DISPLAY_PROFILE) TYPE BAL_S_PROF OPTIONAL *" VALUE(I_VARIANT_REPORT) TYPE SY-REPID DEFAULT SPACE *" EXPORTING *" VALUE(NUMBER_OF_PROTOCOLS) LIKE SY-DBCNT *" EXCEPTIONS *" NO_AUTHORITY *"-----------------------------------------------------------------------

2.

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Enter (at least) the following parameters: •

OBJECT

•

SUBOBJECT

•

EXTERNAL_NUMBER

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•

DATE_FROM

•

SUPPRESS_SELECTION_DIALOG: enter X.

27.3 Application Logging for the CRM System To view the application log in the CRM system, run the SLG1 transaction in the CRM system. The object for the VIM CRM component is /OPT/VIM.

Select the Object /OPT/VIM and double-click Sub-objects in the navigation panel.

Note: In the CRM system, custom configuration for application logging is not available as it is in the ERP system.

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Troubleshooting SAP NetWeaver BW This chapter describes troubleshooting for the SAP NetWeaver BW component of VIM. For a detailed description of the SAP NetWeaver BW component, see section 24 “SAP NetWeaver Business Warehouse Content” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD).

28.1 Changing KPI Customizing You can change the KPI customizing, for example the amount class ranges or the mapping of vendors to vendor groups. This can influence the evaluation of VIM data in BW. VIM documents already loaded to BW keep their characteristic values whereas the meaning of this value may have changed. Example 28-1: Changes in amount class Amount class 2 stands for invoices with medium amounts. The range for amount class 2 is changed from 1,000 to 10,000 Euro to 10,000 to 100,000 Euro. The VIM invoice 4711 has a gross amount of 5,000 Euro. Before the customizing change, the VIM invoice was treated as a medium amount invoice (amount class 2). After the customizing change, the VIM invoice is treated as a small amount invoice (amount class 3). The VIM invoice is already loaded to an InfoCube with amount class 2 (medium amount). This may be what is wanted because this VIM invoice was a medium amount invoice at the point of time when it was loaded into the BW system. But it could also be confusing as amount class 2 (medium amounts) now stands for invoices from 10,000 to 100,000 Euro whereas the invoice has a gross amount of 5,000 Euro.

Solution

If you want to reclassify old invoices according to the most current KPI customizing settings, you must recalculate the characteristics of these invoices. One way to reclassify old invoices is to reload the affected invoices. In this case, start the KPI collection report with an appropriate range for the process start date without the Delta mode processing option. Then start reloading the VIM invoices into the BW.

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Troubleshooting Invoice Approval This section lists some common issues that can occur in the context of Invoice Approval. See symptoms, reasons, and solutions. For general information about configuring Invoice Approval, see section 13 “Invoice Approval” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD). Symptom: Approval workflow does not start (for DP and parked invoices) Reason The most common reason is missing or wrong configuration of the COA. When starting the approvals, VIM must be able to find the first approver (coder or requester). If this is not possible, the workflow does not start. Solution Check if the coder determination is set to another value than Use requester. In this case, verify in the COA maintenance whether the coder list is maintained accordingly, for example, if coders are provided for the company code used in the invoice. If necessary, configure the COA. In case of DP documents, the DP workflow creates a dialog work item. Using the process option Start approval workflow, start the approval process with this work item. The /ORS/000007_SUBMIT_INV program can help if there is no dialog DP work item but the DP workflow is waiting for the approval workflow to finish. In case of parked invoices, the parked workflow creates a work item for the background user. You can try to start the approval workflow using the / ORS/000007_SUBMIT_INV program. Note: For the /ORS/000007_SUBMIT_INV program, you must provide the object type (BKPF, RMRP, DPNPO or DPPO) and the object key. Symptom: Approval workflow does not start for parked invoices Reason There may be several reasons: •

The parking monitor table does not have a requester stored. This can happen if parking is done in background, or if you use a custom parking reason.

•

Another common reason is inactive event linkage. In the SWE2 transaction, verify if the following event linkages are active: •

/OPT/B2081 ZWFI_PARKED

•

/OPT/FIPP ZWFI_CREATED

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Solution Fix the configuration. Then, try restarting the workflow with the / ORS/000007_SUBMIT_INV program, as described in Symptom: Approval workflow does not start (for DP and parked invoices) on page 195. Symptom: The next approver cannot be found Reason The COA is not properly maintained. Under certain circumstances, the COA structure becomes very complicated. This can happen if you use many records per level, depending on different cost elements. You can use multiple cost elements per COA line, which can be switched on in configuration. You can also use asterisks in place of cost element values. In these cases, you might miss some combinations of cost elements. Solution Verify the COA data, paying attention to the use of asterisks and different flags set for the AFS ID that corresponds to the invoice data. Symptom: Approval workflow does not start for posted SAP documents Solution Configure the event linkage /ORS/INVAP POSTED to be active and the processing set to Event queue. In addition, verify the general posted approval settings in VIM customizing, and whether the posted SAP document is actually blocked for payment. Symptom: In case of approval referrals, the “Refer” task is not assigned to anyone Solution Verify that the referral task is set to general in the PFTC transaction. If you have upgraded from a very old VIM version, the task may be not set to general. Symptom: When referring an invoice with the Wait for feedback check box set, the invoice is not moved into the resubmission folder Reason This can happen if authorizations are missing. Solution Verify that all approvers working in SAP GUI are given the authorization S_WF_WI, activity 12 (resubmit). For Approval Portal and Mobile Approval Portal, the CPIC user must have this authorization. Symptom: Invoice is not automatically posted after the final approval Solution Check if a special handling instruction (entered by a coder) exists for the invoice. Invoices with special handling are excluded from automatic posting by VIM design.

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Symptom: You open an invoice from SAP inbox and get a message: “You are not setup to approve this invoice. Do you want to send it back to the following original approver?” Reason This may happen if the invoice is assigned to another approver, and you are not that approver’s substitute. However, the invoice is forwarded into your inbox, for example, using the SWIA transaction. Solution Confirm the message to send the invoice to the actual approver because you are not authorized for that invoice. Note: If sending back does not work, you can use the Replace or Forward functions of the SAP inbox.

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Monitoring and Troubleshooting the Approval Portal This chapter describes monitoring and troubleshooting of the OpenText Approval Portal (Approval Portal). For information about configuring and administering the Approval Portal, see “Administering the Approval Portal“ on page 69.

30.1 Working with Log and Trace Files For troubleshooting, the Approval Portal provides log files and trace files.

30.1.1

Log Files Approval Portal provides default log for troubleshooting. You can set the log level to suit your needs or to help identify issues you are experiencing. Mainly Info and Error log levels are used in the application; the default level is Info. You can change the size and number of the Approval Portal log files. See “To change the size and number of log files:“ on page 200. To change the log level: 1.

Log in to Visual Admin.

2.

Navigate to Instance > Server > Services > Log Configurator.

3.

On the right panel, select the Runtimes > Categories tab.

4.

Select the VIMIAP application under the Applications tab. You see a Severity drop down list on the right hand side.

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5.

Select the Severity level you need, click Save and select one of the following options, according to your needs: •

Apply to current node only

•

Apply to all "server nodes"

For more details, also consult the SAP NetWeaver Application Server Java Administration Guide. Log level Info is used to log the initial Servlet loading information and when an RFC is called. Log level Error is used to log in the exception blocks. Logs are created under \applications\com\opentext\vim\portal in the log directory in the SAP NetWeaver Application Server Java (NWAS), for example E:

\usr\sap\T38\JC01\j2ee\cluster\server0\log\applications\com\opentext \vim\portal.

The name of the log will be VimlapLog.log. These logs will contain all application's Info log level. Up to 10 files will be created and will be reused. To change the size and number of log files:

200

1.

Log in to Visual Admin.

2.

Navigate to Instance > Server > Services > Log Configurator.

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3.

Click the To advanced mode button.

4.

In the Log Controllers area, click VIMIAP.

5.

Click the right destination, and click Edit.

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6.

Change the following parameters: Note: See SAP Help for more details. Limit for log file size Count for number of log files

30.1.2

Trace Files If Debug or All is set for the severity, the additional RFC trace files will also be created under \applications\com\opentext\vim\portal in the log directory in the NWAS, for example: E:\usr\sap\T38\JC01\j2ee\cluster\server0\log \applications\com\opentext\vim\portal. The name of the trace will be VimIapTrace.trc. Up to 10 files will be created and will be reused. These trace files include the import, export parameters of functions, and the RFC the application is calling. These trace files are useful to troubleshoot any error when connecting and retrieving data from SAP ERP. Make sure that you turn the level back to Info or Error in the production environment. To determine that NWAS writes the trace files to the location specified above instead of defaultTrace.trc, you must perform the following setting.

For NetWeaver 7.3 and 7.4, this is configured in the J2EE Config Tool. For details about the J2EE Config Tool, see section 14.2 “Preparing the Installation” in OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-IGD). By default, ForceSingleTraceFile will be YES. Then, the trace is written only to \logs\defaultTrace.trc. Change this setting to NO. Then NWAS will produce multiple trc files.

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30.1.3

Log Configuration for vimIapTraceLogindex.trc This configuration allows you to configure the log severity. If you do not perform the following steps, the severity will always be set to All. To configure vimIapTrace.trc for logging: 1.

Log in to SAP Visual Administrator with Administrator credentials.

2.

Go to Services > Log Configurator.

3.

Click the To advanced mode tab in the right frame.

4.

Expand the ROOT LOCATION node under the Locations tab.

5.

Expand the com node until you see LogUtil.

6.

Click the LogUtil node. In the Destinations field, the destination trace path is displayed.

7.

Select the destination trace path and click Edit. Note: Do not select any other destinations.

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The Destinations tab is displayed with the default Severity All.

204

8.

Select the required severity level from the Severity drop-down list.

9.

Click Save and then Apply to current node only.

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30.2. Working with Logging and Tracing (NetWeaver 7.3 and 7.4)

30.2 Working with Logging and Tracing (NetWeaver 7.3 and 7.4) NetWeaver 7.3 and 7.4 no longer supports the log-configuration.xml file that is built-in to the application. NetWeaver 7.3 and 7.4 requires manual implementation to support additional logging and tracing. By default, the severity level is set to Info. Logging (Categories) Categories contain log information for the system administrator. You can use them to check the system status. Tracing (Locations) Locations contain trace information that is intended for the developer. You can use them to check the program flow and to detect program errors. If you want the application to write different Logging and Tracing, you first must disable ForceSingleTraceFile in the Log Manager. So, the application can implement its own logic. To disable ForceSingleTraceFile: 1.

Login to the J2EE Config Tool.

2.

Navigate to cluster > data > instance > managers > LogManager.

3.

Click ForceSingleTraceFile.

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4.

Set the Custom Value to No and save. Note: You might need to restart the cluster.

30.2.1

Logging (Categories) To create an approval portal entry in the applications category: 1.

Login to the J2EE Config Tool.

2.

Navigate to cluster > data > instance > log configuration > categories > Root Category > Applications.

3.

Click New. In the New Log Controller dialog box, enter /

Appliccations/VIMIAP and click OK.

A new application entry VIMIAP is created.

To change the severity level: 1.

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Login to the J2EE Config Tool.

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Destination

2.

Navigate to cluster > data > instance > log configuration > categories > Root Category > Applications > VIMIAP.

3.

Change the Severity and save.

If you do not want the application to write to the default application.log file, you have to manually create the destination. To create destinations: 1.

As a prerequisite, create a folder named VIMIAP in the following location: /usr/sap//J/ j2ee/cluster/server/log Example: D:\usr\sap\W73\J00\j2ee\cluster\server0\log

Note: All generated Log and Trace files will be generated in this folder. 2.

Login to the J2EE Config Tool.

3.

Navigate to cluster > data > instance > log configuration > destinations.

4.

Click the applications_log destination.

5.

Click New.

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6.

Enter a name, for example VIMIAP.

7.

Click OK and save. The created destination is displayed.

8.

Click the created destination and change the Pattern value to the following: ./

log/VIMIAP/VIMIAP_${NODE_INDEX}.log

The following step is optional. If you want to change the default severity level, you must perform this step; otherwise, you can skip it.

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Note: The default severity level is Info. 9.

Navigate to cluster > data > instance > log configuration > categories > Root Category > Applications > VIMIAP.

10. Click Add and select the destination you just created.

11. Click OK and save. Note: You might get prompted to restart the cluster.

30.2.2

Tracing (Locations) To create a destination for Trace files: 1.

Login to the J2EE Config Tool.

2.

Navigate to cluster > data > instance > log configuration > destinations

3.

Click the applications_log destination.

4.

Click New.

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5.

Enter a name, for example VIMIAPTrace and click OK. The created destination is displayed.

6.

Click the created destination and change the Pattern value to the following: ./

log/VIMIAP/VIMIAPTrace_${NODE_INDEX}.trc

The following procedure is optional. If you want to change the default severity level, you must perform this step; otherwise, you can skip it. Note: The default severity level is Info. To change the severity level:

210

1.

Login to the J2EE Config Tool.

2.

Navigate to cluster > data > instance > log configuration > locations > Root Location > com > opentext > vim > portal > util > LogUtil.

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3. Destination

Change the severity and save.

If you do not want the application to write to the default application.log file, you have to manually create the destination. To change destinations: 1.

Login to the J2EE Config Tool.

2.

Navigate to cluster > data > instance > log configuration > destinations.

3.

Click any destination.

4.

Click New.

5.

Enter a name, for example VIMIAPTrace.

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6.

Click OK and save.

7.

Navigate to cluster > data > instance > log configuration > locations > Root Location > com > opentext > vim > portal > util > LogUtil.

8.

Click Add and select the destination you just created.

9.

Click OK and save. Note: You might get prompted to restart the cluster.

30.3 Monitoring and Measuring Performance Approval Portal provides default monitoring capability using the Generic Request and Message Generator (GRMG). Standard Introscope Instrumentation is implemented for performance measuring. Application start and shutdown, Invoice List display, and all SAP JCo communicating classes and methods are monitored. Regarding Introscope Instrumentation and PBD file, contact the SAP Supportability Team or OpenText Customer Support for more details. To configure Visual Administrator for GRMG: See also SAP Help for more details: http://help.sap.com/saphelp_nw70/helpdata/EN/ f0/49fd3f0521c842e10000000a1550b0/frameset.htm 1.

212

Log in to Visual Administrator with Administrator privileges and navigate to Server > Services > Monitoring > GRMG Customizing.

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30.3. Monitoring and Measuring Performance

2.

Click on the sap.com/com.sap.engine.heartbeat component. The default GRMG Customizing scenario with default values is displayed in the right panel.

The default scenstarturl for the scenario should be http:// :/GRMGHeartBeat/EntryPoint.

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For example http://OPWAST38.optura.local: 50100/GRMGHeartBeat/EntryPoint 3.

Configure HTTP:

Property name url

Property value

http://:/vimportal/ GRMGServlet

For example: http://opwast38:50100/vimportalSP3/GRMGServlet 4.

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Configure the Java Connector (JCo). You also must monitor the JCo connection from Approval Portal to SAP ERP.

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30.3. Monitoring and Measuring Performance

While configuring a single JCo component, give the name as JCo1. If you need to configure multiple SAP ERP backend systems, increment the index suffix to JCo, like JCo2, JCo3. In the application, the list of components is read with the component name from scenario. As the JCo component can be repeated multiple times, add an index number to identify the specific component.

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5.

Navigate to the JCo component and click Add.

6.

Enter values, see screenshot above. Note: It is not necessary to enter a value for the Component type field.

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7.

Navigate to properties and click Add. Enter the JCo component properties, like you did for the component in Step 6 on page 216. This is the same information already entered in the SAP Connection tab of the Administration page; see “SAP Connection for JCo2” on page 71.

Enter the following properties parameters for the Application Host. propname: client propvalue: the SAP ERP Client propname: username propvalue: the CPIC user ID

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propname: password propvalue: the CPIC user password propname: language propvalue: the language propname: apphost propvalue: the application host propname: sysnumber propvalue: the system number

Example 30-1: Properties parameters for the Application Host propname: client propvalue: 800 propname: username propvalue: otapportal propname: password propvalue: xxxxxx propname: language propvalue: EN propname: apphost propvalue: 10.2.192.49 propname: sysnumber propvalue: 00

Enter the following properties parameters for the Message host: propname: client propvalue: the SAP ERP Client propname: username propvalue: the CPIC user ID propname: password propvalue: the CPIC user password propname: language propvalue: the language propname: mhost propvalue: the message host propname: r3name propvalue: the R/3 name propname: group propvalue: the group

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30.4. Managing Backup and Restore

Example 30-2: Properties parameters for the Message host propname: client propvalue: 800 propname: username propvalue: otapportal propname: password propvalue: xxxxxx propname: language propvalue: EN propname: mhost propvalue: 10.2.192.49 propname: r3name propvalue: T38 propname: group propvalue: 00

Monitoring with the GRMG scenario in SMD See the appropriate guide and SAP Help for more details: http://help.sap.com/saphelp_nw70/helpdata/EN/cf/ 504a550ae6274495e2ce30d176f33b/content.htm http://help.sap.com/saphelp_nw70/helpdata/EN/34/ 60cdd0d3fdeb4cb8cbc4eac681f961/content.htm For NetWeaver 7.3 and 7.4, follow the steps in the SAP NetWeaver Administration Guide, section “Monitoring Portal Availability”: http://help.sap.com/saphelp_nw73/ helpdata/en/07/20ac9c99cf4af09035e0b969b38b4e/content.htm. If you need more assistance, contact OpenText Customer Support.

30.4 Managing Backup and Restore There is no database, so only the files located in , such as invoiceCfg, need to be backed up. The configuration.xml file stores the configuration data, and also some language resources files (.properties files). Even without backup, these files can be redeployed from the delivery and reconfigured in a short amount of time. In addition to the configuration.xml and the language resources files, also perform an online backup of the log and trace files; this is necessary if any troubleshooting is needed. Follow your corporate standard on how often you should back up logs and for how old.

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Also backup a copy of the .sca or .sda file. If restoring is needed, do the following: To perform a restore: 1.

Replace the backup version configuration.xml and language resource files to the location.

2.

Redeploy the backup or the original delivery of the .sca or the .sda file. See OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIMIGD).

30.5 Restoring the Application If an unexpected crash occurs, perform the following actions: •

Check in the Visual Admin if the application has been restarted and is running.

•

Login to the Administration page of the Approval Portal to see if all the configurations are still correct.

•

Ask the end user to try to access the application to see if everything is working.

If a restore is needed, see “Managing Backup and Restore” on page 219 for information how to restore.

30.6 Performing Periodic Tasks There are no periodic tasks needed except doing the backup of log and trace files. See “Managing Backup and Restore” on page 219 for details.

30.7 Technical Configuration Data There is no technical configuration data. All the configurations are done through the Administration page and are stored in configuration.xml.

30.8 High Availability and Load Balancing Concept Approval Portal supports standard SAP NetWeaver Application Server Java high availability and load balancing.

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30.9. Restart and Monitoring of Asynchronous Interfaces Concept

30.9 Restart and Monitoring of Asynchronous Interfaces Concept Standard SAP NetWeaver Application Server Java monitoring and Introscope instrumentation is implemented.

30.10 Starting and Stopping Approval Portal If there is a need to start or stop the Approval Portal, it can be started and stopped from Visual Administrator. Standard starting and stopping application in Visual Administrator applies.

30.11 Troubleshooting The following issues can occur on the Approval Portal. See symptoms and solutions. Issue #1: The user received an exception message Symptom The end user receives a message: “Exception: Please consult with your administrator” Solution Review the logs and check for relevant information. Send the NWAS server trace and the VIM trace to OpenText. Issue #2: Not able to update the configuration Symptom You are not able to save the Configuration information to the configuration.xml file Solution Make sure the /invoiceCfg folder has write permission. Issue #3: The invoice image is not working Symptom The user is not able to view the image and the SAP ERP side is configured correctly. Solution Make sure the Image Display Type in the Configuration section of the Administration page is configured correctly. Issue #4: Some of the texts in other languages display in English only Symptom Some of the texts in other languages display in English only when user selects other languages.

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Solution The language properties file for that language might not have the translation; this might be due to the release date of the build. Change accordingly or contact OpenText Customer Support to obtain the latest language properties files.

30.11.1

Where to Find Logs? Where can you find all logs that are needed for analyzing the issue? What log is for what situation? Approval Portal provides access to different types of application and customized logs. SAP ABAP logs might also be relevant.

30.11.1.1

Application Logs Approval Portal logs the information about Protocols, Security and other actions performed on the application that are described in the following. Protocol logs (http logs) Http response log information is available in the following path. Pick the latest files. :\usr\sap\\JC00\j2ee\cluster\server0\log \system\httpaccess

where is the SAP NetWeaver Portal instance having Approval Portal. Capture the following files: responses.XX.trc (for NetWeaver Server 7.0), responses_XX.X (for NetWeaver Server 7.3) Security logs Security related log information is available in the following path. Pick the latest files. :\usr\sap\\JC00\j2ee\cluster\server0\log \system

where is the SAP NetWeaver Portal instance having Approval Portal. Capture the following files: security.XX.log (for NetWeaver Server 7.0), security_XX.X (for NetWeaver Server 7.3) Application logs Application log information is available in the following path. Pick the latest files. :\usr\sap\\J00\j2ee\cluster\server0\log

where is the SAP NetWeaver Portal instance having Approval Portal. Capture the following files: In NetWeaver 7.0, capture applications.XX.log and defaultTrace.XX.trc files. In NetWeaver 7.3, capture applications_XX.X and defaultTrace_XX.X. Note: This is the default log location for both standalone WAS and NetWeaver landscapes.

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30.11.1.2

Customized Logs See “Working with Log and Trace Files” on page 199 for NetWeaver 7.0 and “Working with Logging and Tracing (NetWeaver 7.3 and 7.4)” on page 205 about the customization of logs. Here, the log location will be defined at the time of configuration.

30.11.1.3

SAP ABAP Logs For information about SAP ABAP logs, see “Using Logs and Traces” on page 174.

30.11.2

Preparing a Remote Debugging Session For a remote debugging session, prepare the following information. 1. SAP NetWeaver Portal administrator access to Content Administration for accessing iViews. For example: http://:/irj/portal 2. SAP NetWeaver Portal administrator access to View or Modify Configuration settings. For example: http://:/nwa 3. SAP NetWeaver Portal administrator privileges to access the SAP NetWeaver Portal instance where Approval Portal is deployed. This access is required to view the troubleshooting logs available under server directories and OpenText Configuration files. 4. Deployed Approval Portal Support Package information: a. Deployed Approval Portal Support Package and its version. b. Build date of the deployed Support Package. c. Configurations about the Admin Console page d. Compatibility with SAP backend system connected to Approval Portal e. Approval Portal does not have any automated process of capturing customer specific Correction Instruction (CI) applied on any Support Package. Keep track of this information and forward it before a remote session. The following screenshot helps in identifying the deployed Approval Portal version and build information.

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When the Approval Portal version is deployed on standalone landscapes, do not forget to specify the Windows domain, which is configured in the COA table. Example 30-3: Windows domain In the COA table, if OPTURA is configured as the Windows domain, make sure the OPTURA domain is also configured in the Configuration tab of the Admin console. See the following screenshots of the COA table and the Admin console.

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Access to Debugging Editor •

The SAP User or the Communication User should have Dialog user access to debug the function modules in the Function Builder screen (SE37 transaction).

•

OpenText recommends that you set an External breakpoint at the beginning and end of the function before debugging is started. Note: Do not forget to delete the breakpoint(s) that you have set for debugging.

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30.11.3

Is Debugging of the Java Portal Possible? No, debugging of Java code is not possible in Productive Client Environments.

30.11.4

JavaScript Errors JavaScript error reporting is a bit different in Internet Explorer 9 and 10 compared to previous Internet Explorer browsers. By default, the status bar is not visible. Depending on your settings, this might be the only place that would indicate if there is an error on the page. •

You can turn on the status bar through the menu: press ALT on the keyboard to show the menu bar and then navigate to View > Toolbars > Status bar.

•

Another approach to show the status bar is to right-click the title/tab area and select Status bar from the context menu.

In your Advanced settings, you might have cleared the Display a notification about every script error option. In this case, even if you have the status bar visible, you will not know there was an error. The only hint of a JavaScript error would be if the page did not respond properly (something did not load for example). If you double-click anywhere on the status bar, if there was a JavaScript error on the page, the error log will open.

30.11.4.1

Viewing JavaScript Errors from the Developer Tools The status bar is no longer reliable for viewing if there was a JavaScript error on the page. However, there is another approach available for viewing JavaScript errors. In the developer tools (press F12 as shortcut key), the Console tab shows all JavaScript errors on the page since the Developer Tools window has been opened. The trick with the Console tab of the developer tools is that the error log only starts logging errors after the developer tools window is opened. To see the error in the Console tab, you must repeat the action that triggered the error in the first place. The following is a screenshot of the Console tab with a JavaScript error logged.

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The Console tab of the developer tools (F12) will also give you a list of all JavaScript errors that happened on the page. To provide information for troubleshooting JavaScript or Client Side issues:

30.11.5

1.

Before accessing the Approval Portal in the browser, click F12 developer tools on the Tools menu.

2.

Click the Network tab, and then click Start capturing.

3.

Save the Network traffic in XML and send it to OpenText Customer Support for further investigation.

Invoice Image Troubleshooting You might encounter the following error message while trying to view the invoice image on Approval Portal. In this case, use the following troubleshooting techniques to resolve the invoice image problem(s).

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30.11.5.1

Authorization Issues with CPIC When SAP GUI perfectly displays the invoice image and when only Approval Portal shows the error message when viewing the image, cross-check that the necessary authorizations are granted for the logged-in user in viewing the images. Check the SU53 transaction for the CPIC user ID when this error is shown.

30.11.5.2

Image RFC Does Not Return URL Run the RFC /ORS/000007_IMAGE_DISP_URL and verify whether the IMAGE_URL is returned from RFC or not.

30.11.5.3

Web Viewer Configuration for Web and Mobile If you are using Web Viewer to access the invoice image, cross-check the settings that are configured in the Moblie Configuration tab of the Admin console of Approval Portal. It is important to check if Web Viewer is up and running where the Web Viewer is installed. To ensure that Web Viewer is up and running, invoke the following URL. It should display the Web Viewer is up home page: http:/// WebViewer/. For more information, see “Configuring the Web Viewer Integration” on page 97.

30.11.5.4

Supported Documents on Browser The configurations above might be in place and you still encounter issues in viewing the images. In this case, check if the invoice image file type is supported by the respective browser.

30.11.5.5

Pop-up Blocker Approval Portal is supported on different browsers. Therefore, perform the following settings when accessing images on the respective browser type.

Google Chrome To manually allow pop-ups from a site: 1.

At the end of the address bar, click the pop-up blocker icon

2.

Click the link for the pop-up window that you want to see.

3.

To always see pop-ups for the site, select Always show pop-ups from [site]. The site will be added to the exceptions list, which you can manage in the Content Settings dialog.

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Internet Explorer To manually allow pop-ups from a site: 1.

Open the Tools menu, and point to Pop-up Blocker.

2.

Click Turn Off Pop-up Blocker.

Mozilla Firefox To manually allow pop-ups from a site: and click Options.

1.

Click the menu button

2.

In the Options dialog box, open the Content panel.

3.

Clear the Block pop-up windows check box.

Mac OS Safari To manually allow pop-ups from a site:

30.11.6

1.

Select the settings gear, then click Preferences. Mac users click Safari > Preferences.

2.

Click Security at the top of the window.

3.

Clear the check box Block pop-up windows.

Issue with Repeated Authentication In SAP NetWeaver Portal 7.3 and higher versions, Approval Portal might again prompt for authentication even after a successful login into SAP NetWeaver Portal. To resolve the repeated authentication issue: 1.

Log in to the SAP NetWeaver Portal as an administrator using the following link: http://:/nwa

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2.

Access the Configuration tab.

3.

Click Authentication and Single Sign-On.

4.

To filter the components, enter opentext in the Policy Configuration Name column and Web in the Type column.

5.

Select the Approval Portal application instance and click the Edit button.

6.

On the Authentication Stack tab, change the Used Template value to ticket. Then, click the Save button.

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Troubleshooting the Mobile Approval Portal This chapter gives some troubleshooting hints for the Mobile Approval Portal. For a description of the configuration of the Mobile Approval Portal, see “Configuring the Mobile Approval Portal“ on page 97. To avoid errors when using the Mobile Approval Portal, perform the following configurations. JavaScript

In the browser settings of the mobile device, enable JavaScript before launching the Mobile Approval Portal. If JavaScript is not enabled, AJAX calls to the server are interrupted and there is no response on the Mobile Inbox.

Login user change

To change the Login user, clear Browser cache, cookies and form data.

Logging information

You cannot view or extract logging information on mobile devices themselves. Instead, you must open the Mobile Approval Portal URL on the Chrome desktop browser. Developer Tools are part of Chrome. They offer various information and useful features. To open the Developer Tools, click Wrench Menu > Tools > Developer Tools. Inside the Developer Tools, you can view detailed logging information on the Console tab. You can view network traffic on the Network tab. To extract information, copy specific text parts out of the Console tab. For more information, see the Google Developer Tools documentation: https:// developers.google.com/chrome-developer-tools/docs/overview

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Glossary AAK See SAP Add-On Assembly Kit (AAK). After Image Technical option to realize an delta upload from the source systems into the SAP NetWeaver BW system. A data record loaded as After Image provides the status of the record after it has been changed, or after data has been added. Aging Report Part of the Central Reporting infrastructure. The Aging Report reports about the aging of documents and work items in the current system. AP processor Accounts Payable personnel Application Component Hierarchy Hierarchy of folders to structure DataSources in SAP NetWeaver BW. Approval chart of authority (COA) The Approval chart of authority (COA) determines first approver and next approver for an invoice by combinations of Company Code (specific or range), Expense Type (marketing expense, utility), Cost Objects (G/L account, Cost Center), and HR objects (Position, Job code). Approval Portal VIM web interface for approving invoices. Archive system Computer system that enables storage, management and retrieval of archived data and documents ArchiveLink document types Document types that need to be customized for ArchiveLink ArchiveLink Service integrated in the SAP NetWeaver Application Server ABAP for linking archived documents and the application documents entered in the SAP ERP system

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Glossary

Authorization profiles The SAP administrator assigns authorizations to the users that determine which actions a user can perform in the SAP ERP system. These authorizations are stored in Authorization profiles. Automation Report Tool that provides data about automated and manual processing steps of VIM documents BAdI See Business Add-Ins (BAdI). BAPI® SAP programming interface: Business Application Programming Interface Baseline Set of functionality with pre-defined configuration and the starting point to implement VIM BasisCube See InfoCube. BDC ID Business Data Communication ID. The BDC ID is used by the system to process an SAP transaction to create an SAP Document in user context. Block Situation where an invoice has a price or quantity variance that prevents invoice from posting BTE See Business Transaction Event (BTE). Business Add-Ins (BAdI) Business Add-Ins (BAdI) is an SAP enhancement technique based on ABAP objects. BAdI can be inserted into the SAP ERP system to accommodate user requirements too specific to be included in the standard delivery. Business rules Rules that describe the operations, definitions and constraints that apply to an organization Business Transaction Event (BTE) Event used for extending a Non PO invoice functionality to call a custom program

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Glossary

Buyer Person who is in charge of the PO. This role should have authorization to create and change the purchase order. This role is also responsible for negotiating and communicating with vendors. Central Audit Report Part of the Central Reporting infrastructure. The Central Audit Report is a slimmed VIM Analytics (VAN). The main difference to VAN is that the Central Audit Report serves as a single point of access in a multiple backend scenario. Central Reporting Reporting infrastructure that provides several reports that enable you to measure certain properties of VIM documents and their work items, in order to optimize working with VIM. Central Reporting comprises the following individual reports: Aging Report, Central Audit Report, Exception Analysis Report, Key Process Analytics Report, Productivity Report, and Summary Report. Characteristic Type of InfoObject in SAP NetWeaver BW that represents descriptions of fields, such as Vendor ID, Invoice Number, Unit of Measure, and Posting Date. COA See Approval chart of authority (COA). Coding Coding allocates an invoice to G/L account and cost object if required. Contract agent Person who can create and modify SAP contracts. Dashboard User interface that organizes and presents information in a way that is easy to read. Users can also perform actions from the dashboard. Data Transfer Process (DTP) Object in SAP NetWeaver BW to transfer data from source objects to target objects DataSource Set of fields in SAP NetWeaver BW that provide the data for a business unit for data transfer to the SAP NetWeaver BW system; technically, it contains an extract structure and an extraction function module.

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Glossary

DataStore Object (DSO) Storage location for consolidated and cleansed data in SAP NetWeaver BW DocuLink OpenText™ DocuLink for SAP Solutions enables the archiving, management and retrieval of SAP CRM or SAP ERP documents from within the SAP infrastructure. Document Processing (DP) VIM component that captures invoice metadata including line items for PO and performs preconfigured business rules Document type Type of document such as PO, Non PO, OCR, Non OCR DP

See Document Processing (DP).

DSO See DataStore Object (DSO). DTP See Data Transfer Process (DTP). Duplicate analyzer Person who is responsible to identify duplicate invoices EDI

See Electronic Data Interchange (EDI).

Electronic Data Interchange (EDI) Method for transferring data between different application systems in the form of messages. SAP applications support EDI with messages sent in an SAP Intermediate Document (IDoc) format. VIM supports the creation of vendor invoices through the EDI/IDoc interface. Event Type Linkage Error handling method. Event Type Linkage determines what the application should do in case an error could not be handled. Exception Analysis Report Part of the Central Reporting infrastructure. The Exception Analysis Report reports all work items with exceptions, grouped by exception, company code or vendor.

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Glossary

Exception Action that is not part of normal operations or standards FI

See Financial Accounting (FI).

Financial Accounting (FI) SAP module for the Finance and Accounting department IAP ICC

See Invoice Approval (IAP). See Invoice Capture Center (ICC).

IDoc See Intermediate Document (IDoc). IE

See Invoice Exception (IE).

Indexer Person responsible for entering index data Indexing Process of entering or storing data into the system InfoArea Folder in SAP NetWeaver BW to organize InfoCubes, DataStore Objects, InfoObjects, and InfoObject Catalogs InfoCube Self-contained dataset in SAP NetWeaver BW, for example, of a business-oriented area; an InfoCube is a quantity of relational tables arranged according to the enhanced star schema: A large fact table in the middle surrounded by several dimension tables InfoObject Catalog Folder structure in SAP NetWeaver BW to organize InfoObjects InfoObject Smallest information unit in SAP NetWeaver BW. Key figures and Characteristics are collectively called InfoObjects.

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Glossary

InfoPackages Object in SAP NetWeaver BW that specifies when and how to load data from a given source system to the SAP NetWeaver BW system InfoProvider Object in SAP NetWeaver BW for which queries can be created or executed. InfoProviders are the objects or views that are relevant for reporting. Information provider Receiving role for option Refer for Information Intermediate Document (IDoc) Standard SAP message document format for the EDI interface. Invoice Approval (IAP) VIM component that enables users to perform coding, approving and rejecting invoices Invoice approver Person who approves invoices Invoice Capture Center (ICC) Optional VIM OCR component Invoice characteristic A value specific to each invoice (for example country) that allows flexible processing in VIM. An invoice characteristic is determined during runtime and depends on the corresponding index data of the document. Invoice coder Person who enters the accounting info on invoices to allocate the cost Invoice Exception (IE) VIM component that handles the exceptions that arise after an SAP invoice is created Invoice requester Person who requested goods and services for Non PO invoices Key Figure Type of InfoObject in SAP NetWeaver BW that represents numeric values or quantities, such as Number of Invoices and Gross Invoice Amount.

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Glossary

Key Process Analytics Report Part of the Central Reporting infrastructure. The Key Process Analytics Report reports about a variety of key figures regarding the VIM process: It shows the accumulated amounts of all documents in the DP workflow, in parked state and in posted state. KPI Dashboard Tool for managers showing VIM related process data at a glance in graphical charts. LIV

See Logistic invoice (LIV).

Logistic invoice (LIV) purchase order invoice Materials Management (MM) Materials management module of the SAP ERP software package. Materials management is used for procurement and inventory management. MM

See Materials Management (MM).

Mobile Approval Portal VIM component for approving invoices on mobile devices. MultiProvider Object in SAP NetWeaver BW that is based on InfoCube(s), DataStore Object(s), and/or InfoObject(s). A MultiProvider is used as a layer for the creation of end user queries; the MultiProvider itself does not contain any data; rather, data resides in the BasisCubes. Namespace Name range reserved by SAP for customer objects and SAP objects to make sure that objects are not overwritten by SAP objects during the import of corrections or an upgrade Non purchase order (Non PO) Order that is not based on a PO Non purchase order (Non PO) invoice (PIR) Invoice based on a Non purchase order (Non PO)

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Glossary

Number range Array of numbers that can be used for an object in the SAP ERP system OCR See Optical character recognition (OCR). Optical character recognition (OCR) Mechanical or electronic translation of images of handwritten, typewritten or printed text (usually captured by a scanner) into machine-editable text Park Situation where an invoice is not posted and is waiting for further processing Parked invoice document Temporary document that the AP processor can change and post. SAP assigned document number becomes real number when posted. Persistent Staging Area (PSA) Data staging area in SAP NetWeaver BW. It allows to check data in an intermediate location before the data is sent to its destinations in SAP NetWeaver BW. PIR PO

See Non purchase order (Non PO) invoice (PIR). See Purchase order (PO).

Posted invoice document Invoice that has already been posted in SAP ERP. Only free-form text fields can be changed. Related documents such as POs or good receipts may be created or changed to effect the invoice. If the document is not needed, it must be cancelled ( PO invoice) or reversed ( non-PO invoice). Price variance Situation where the price on the invoice is different from the price in the purchase order Process Chain Sequence of processes in SAP NetWeaver BW that are scheduled to wait in the background for an event; used to automate, visualize and monitor the processes.

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Glossary

Process options Processing options for the user in the dashboard, such as Referral, Authorization, and Actions Process type Process type for a document. The process type determines the initial actor and various collaboration options available to the various actors during the process flow. Productivity Report Part of the Central Reporting infrastructure. The Productivity Report reports about the productivity of users/roles and the activities of users/roles. PSA See Persistent Staging Area (PSA). Purchase order (PO) invoice Invoice based on a Purchase order (PO) Purchase order (PO) SAP module. PO indicates a document sent from a buyer to a seller. The purpose of the document is to order the delivery of goods or services. Quantity variance Situation where the quantity on the invoice is different from the quantity in the purchase order Receiver Person who can create and reverse the goods receipt in SAP ERP Requisitioner Person who requested goods and services Roles Set of predefined roles for the SAP user SAP Add-On Assembly Kit (AAK) Standardized delivery procedure for software SAP Customer Relationship Management (SAP CRM) SAP application that provides software for ticket systems, for example in the Accounts Payable department.

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Glossary

SAP NetWeaver Business Warehouse (SAP NetWeaver BW) SAP application that allows to integrate, transform, and consolidate relevant business information from productive SAP applications and external data sources. SAP Shared Service Framework SAP software that contains a rich set of tools to improve and automate Shared Service Center operations. SAP Supplier Relationship Management (SAP SRM) SAP application that automates, simplifies, and accelerates procure-to-pay processes for goods and services. Scan operator Person who scans the invoices into images (may not have a SAP ID) Service approver Person who approves a service entry Service requisitioner Person who enters a service entry Summary Report Part of the Central Reporting infrastructure. The Summary Report provides a summary of all documents processed through VIM. Swimlane Diagram representing a specific VIM process. A swimlane comprises the process description, roles, user interface and options of the process. Tax expert Person who advises on invoices that need tax audit. Normally tax department personnel. Transformation (TRF) Object in SAP NetWeaver BW to connect source objects to data targets; it allows to consolidate, cleanse and integrate data TRF See Transformation (TRF). VAN See VIM Analytics (VAN).

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Glossary

Vendor Invoice Management (VIM) Packaged business solution that solves a business problem – paying correct amount to vendors on-time and with the lowest cost. VIM delivers not technology but best-practice business processes. VIM provides values to customers in process efficiency, visibility and compliance. Vendor maintenance Person who is responsible for creating and maintaining the vendor master records VIM Analytics (VAN) VIM component that gives users a clear data report on their invoices in progress. VIM Analytics allows to track the documents routed through SAP workflows via VIM. VIM Workplace Tool for VIM super users, which allows users to display lists of their work items that meet a selection they have entered before. Users also can display work items of other users and of their team as a whole. Workflow SAP Business Workflows can be used to define business processes that are not yet mapped in the SAP ERP system.

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