How Fiori Applications for VIM Improve AP

We’ve talked about Vendor Invoice Management before, and shared some best practices around it.

We will keep this recap short. OpenText Vendor Invoice digitizes and automates the incoming invoice processing with an SAP backend system. It handles all types of inbound invoices through all channels such as supplier networks, EDI-based, xml-based, pdf-based, and paper. It does so with SAP ECC, S/4 HANA on-premise, S/4 HANA cloud, and Simple Finance. The main advantages for processing invoices with the VIM platform is that it provides a digital process for electronic and non-electronic invoices. For non-electronic invoices, it digitizes the invoice at the earliest point in the process flow, and makes that image available in context, to anyone who handles the invoice along its’ lifecycle. The software also comes with a vast library of pre-defined business rules, so deployment in most cases can be handled with configuration rather than custom coding. PO and Non-PO based invoices are covered by several different types of exceptions and approvals.

VIM Improvements

In the last couple of iterations for VIM, some major improvements have occurred and the good news is a lot of them can also be taken advantage of on the core VIM version 7.5. This works with your current ERP-based SAP so you can take advantage of them before you move to S/4 HANA. With this configuration, they will also work in your new S/4 HANA system. The 2 main areas of innovation have been around the extraction of data during the ingestion step, and the incorporation of FIORI for a task-based UI.

The digestion and extraction of invoice data has seen innovation by covering the existing Invoice Capture Center with Business Capture Center, along with the introduction of machine learning. This approach brings a big reduction in training the system and enables faster processing.There is a lot to dive into here, as existing customers will need to upgrade to the Intelligent Extraction Service (IES).

It works with VIM 7.5 and VIM 16.3.x.

The other main enhancement is the introduction of FIORI-based applications, which serve specific tasks during invoice processing and the approval process.

FIORI Apps

FIORI has now been around for a couple years. With that, OpenText has developed their own applications for VIM and Business Center. Now that more and more customers start to deploy FIORI front-end services to their existing SAP environment, we should take a look at the provided applications and which use cases they address.

The base list of applications are

  • VIM approve invoices
    • bulk approval version is available
  • IM My Approved Invoices
  • VIM Confirm Quantity & Price
  • VIM Enter Cost Assignment Advanced

For VIM 16.3, S/4 HANA end-to-end UI can be handled with FIORI-based applications.

For most non-AP users that are part of the invoice process, their main task is to approve invoices. There have been multiple ways to do this; the most common way is to use the VIM Approve Invoices application. The My Approved Invoices application lets you get a good overview of all invoices handled and what actions have been taken on them. Since FIORI runs on IOS and Android devices, your approvals can be achieved instantly.

This now works for non-PO invoices, as the Enter Cost Assignment Advanced application plays a crucial role, since it allows users to quickly enter which G/L account and cost center that the invoice should be charged to. This application handles simple and complex invoice cases, while handing the support line item coding and approval.

Just another app?

VIM Confirm Quantity & Price is not just another app, as it is intended to handle simple PO-based invoices with issues such as missing goods receipts, or price mismatches. The typical use case for this is when purchases of low volume bypass delivery processing. In such cases, the goods may have already reached the original requisitioner, who can easily confirm the goods receipt (GR), which makes posting automatically occur in the background. 

In case of a price discrepancy, the requisitioner selects from a dropdown list in the FIORI application to check if the price is reasonable or not. The task then goes back to the AP processor who makes the adjustments in the PO. What you can see with these applications are that VIM now brings task-based mobile applications to multiple users, who normally don’t work in the standard SAP system. You play their part in optimizing the digital vendor invoice processing for your company, which reduces the training for a lot of the people in your organization. In turn, speeding up the actual invoice processing as approvers, managers, and buyers can handle the tasks on any device.

This leads to a fast adoption of the VIM solution in your enterprise. FIORI is the foundation for other OpenText casual user access. OpenText-based FIORI applications such as Business Object Browser for Document Access and Extended ECM are integrated into VIM applications.

If you want to extend to other use cases beyond invoices, OpenText has Business Center (SAP Digital Content Processing), which allows you to do just that. All of the applications for Vendor Invoice Management are shared on a base application with Business Center. The Intelligent Extraction Service is designed for both applications, since the Capture Center has a shared framework. FIORI applications follow the same layout and paradigm, which reduces the amount of work and training for your users if you expand in this direction.

What Comes Next

Auritas is geared with the data and content experts to help you at any phase of your project. If you have an SAP system and are interested in learning more about VIM, upgrading VIM, or how VIM can align with your roadmap, please contact us. Auritas includes the base configuration of FIORI in our Rapid Deployment Configuration Solution, that has you up and running in 13 weeks for a fixed price.

We welcome all questions and comments! So if you have anything specific that you’re wondering about, feel free to drop us a comment below.

If you’d like to view our on-demand webinar about VIM, click here.

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