OpenText Vendor Invoice Management for SAP Solutions 7.5 - User Guide English (VIM070500-UGD-En-1) | Enterprise Resource Planning

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  OpenText Vendor Invoice Management for SAP Solutions User Guide This guide describes the typical tasks for end users in VendorInvoice Management (VIM) 7.5.VIM070500-UGD-EN-1  OpenText Vendor Invoice Management for SAP SolutionsUser Guide VIM070500-UGD-EN-1Rev.: 27. Sept. 2014 This documentation has been created for software version 7.5. It is also valid for subsequent software versions as long as no new document version is shipped with the product or ispublished at https://knowledge.opentext.com. Open Text SA 40 Avenue Monterey , Luxembourg, Luxembourg L-2163Tel: 35 2 264566 1 Open Text Corporation 275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1Tel: +1-519-888-7111Toll Free Canada/USA: 1-800-499-6544 International: +800-4996-5440Fax: +1-519-888-0677Support: http://support.opentext.comFor more information, visit https://www.opentext.com Copyright © 2014 Open Text SA and/or Open Text ULC. All Rights Reserved. Open Text is a trademark or registered trademark of Open Text SA and/or Open Text ULC. The list of trademarks is notexhaustive of other trademarks, registered trademarks, product names, company names, brands and service namesmentioned herein are property of Open Text SA or other respective owners. Disclaimer No Warranties and Limitation of LiabilityEvery 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 theaccuracy of this publication.  Table of Contents 1About Vendor Invoice Management ........................................ 7 1.1About This Document ........................................................................ 71.1.1Target Readership ............................................................................ 7 2Understanding Vendor Invoice Management ......................... 9 2.1What Is Vendor Invoice Management? ............................................... 9 2.2Workflow Scheme ........................................................................... 12 3Accessing Workflows ............................................................. 13 3.1Accessing Workflows Through SAP Business Workplace .................. 13 3.2Accessing Workflows Through Integrated Invoice Cockpit .................. 143.3Accessing Workflows Using VIM Workplace ..................................... 17 4Working with the DP Dashboard ............................................ 23 4.1Screen Layout ................................................................................ 23 4.1.1Menu Toolbar ................................................................................. 24 4.1.2Application Toolbar ......................................................................... 25 4.1.3Process Options Pane ..................................................................... 26 4.1.4Data Pane ...................................................................................... 26 4.1.5Detail Pane ..................................................................................... 304.2Using the Single Click Entry Feature ................................................ 30 4.3Simulating Business Rules .............................................................. 31 4.4Validating and Indexing Invoice Metadata ......................................... 33 4.5Checking f or Duplicates ................................................................... 34 4.6Posting Invoices for Payment ........................................................... 35 4.7Returning Invoices to the Vendor ..................................................... 36 4.8Running Year End or Month End Procedure for DP Documents ......... 38 5Working with the Invoice Exception Dashboards ................ 39 5.1General Screen Layout .................................................................... 40 5.2Running Year End or Month End Procedur e for Parked Documents ... 43 6Using the OpenText Unified Dashboard ................................ 45 6.1Accessing the Unified Dashboard ..................................................... 45 6.2Displaying Invoices in the Unified Dashboard .................................... 46 7Approving Invoices Using the New OpenText Approval Portal Interf ace ........................................................................ 47 7.1Working with the New  Approval Portal .............................................. 48 7.2Approving Invoices .......................................................................... 49 7.3Rejecting Invoices ........................................................................... 50 7.4Forwarding Invoices ........................................................................ 50 OpenText Vendor Invoice Management for SAP Solutions – User GuideiiiVIM070500-UGD-EN-1  7.5Referring Invoices ........................................................................... 507.6Viewing and Adding Handling Instructions ........................................ 517.7Viewing and Editing Invoice Header Data ......................................... 517.8Viewing and Adding Comments ....................................................... 527.9Entering Accounting Information ....................................................... 527.10Viewing and Uploading Attachments ................................................ 547.11Viewing the Invoice Image ............................................................... 557.12Processing Multiple Work Items ....................................................... 55 7.13Displaying Information on Processed Invoices ................................... 55 7.14Personalizing Your Views of the Approval Portal ............................... 56 7.15Specifying Settings for Delegation .................................................... 57 8Approving Invoices Using OpenText Approval Portal ......... 59 8.1Working with the Invoice Approval Page ........................................... 59 8.1.1Invoice Approval Page (Inbox) ......................................................... 608.1.2Processed Invoices Page ................................................................ 61 8.2Personalizing the Approval Portal ..................................................... 61 8.3Working with the Processing Invoice Page ........................................ 65 8.3.1Viewing Line Item Information (PO Invoices) ..................................... 66 8.3.2Entering Accounting Information (Non PO Invoices) .......................... 67 8.4Approving Invoices .......................................................................... 68 8.5Re jecting Invoices ........................................................................... 68 8.6Collaborating in the Approval Portal .................................................. 69 8.7Managing Attachments .................................................................... 70 9Approving Invoices Using the Mobile Approval Portal ........ 71 9.1Signing in to the Mobile Approval Portal ............................................ 71 9.2Adding a Bookmark to the Home Screen .......................................... 71 9.3Working with the Mobile Approval Portal Interface ............................. 72 9.4Approving an Invoice ....................................................................... 76 9.5Approving Multiple Invoices ............................................................. 76 9.6Approving Single Lines of an Invoice ................................................ 76 9.7Re jecting an Invoice ........................................................................ 77 9.8Referr ing an Invoice ........................................................................ 77 9.9Forwarding an Invoice ..................................................................... 78 10Appr oving Invoices in the SAP GUI ....................................... 79 10.1Appr ove Invoice Entry Screen .......................................................... 79 10.2Entering Accounting Information ....................................................... 8110.3Delegating the Information Entry ...................................................... 82 10.4Approving Single Lines of an Invoice ................................................ 82 10.5Approving the Invoice ...................................................................... 83 10.6Re jecting the Invoice ....................................................................... 84 Table of Contents ivOpenText Vendor Invoice Management for SAP Solutions – User GuideVIM070500-UGD-EN-1
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