Vendor Invoice Management

VIM

FI & MM

VERSION 1.0

FEB
2022
Document Control
DOCUMENT INFORMATION

Title Vendor Invoice Management

Key words VIM, Vendor Invoice, /OPT/VIM_WP

Author Muthukumaran N M

Created 17.01.2022

Last Edited 19.02.2022

Number of pages 37

REVISION HISTORY

Document No. : Document Title:

Vendor Invoice Management YFVIM V1.0 Vendor Invoice Management

Version No. Issue Date Change Details Approved by Released by

Version 0.9 19.02.2022 Initial version Biswajit Pal Arup
Bhattacharjee

Target Readership

MM USERS, FI USERS
Table of Contents
Target Readership ........................................................................................................................................ 2
Introduction .................................................................................................................................................. 4
Process Overview: ......................................................................................................................................... 4
How to access VIM Workplace: .................................................................................................................... 5
Tcode:........................................................................................................................................................ 5
Dashboard: ................................................................................................................................................ 5
SAP Inbox: ................................................................................................................................................. 5
VIM Screen .................................................................................................................................................... 6
Selection Pane ....................................................................................................................................... 7
My Inbox: .............................................................................................................................................. 8
Detail Pane: ........................................................................................................................................... 8
How the VIM process works: ...................................................................................................................... 12
Executing an DP .......................................................................................................................................... 13
VIM DP Processing screen....................................................................................................................... 14
Heading: .............................................................................................................................................. 15
Details Pane: ....................................................................................................................................... 15
DP Data Tabs: ...................................................................................................................................... 16
Process Options: ..................................................................................................................................... 27
VIM Roles (Actors): ............................................................................................................................. 27
Exceptions: (placeholder) ................................................................................................................... 30
Table (placeholder): List of mandatory fields ..................................................................................... 32
List of all Process Options: .................................................................................................................. 36
Reports ........................................................................................................................................................ 37
 Write up for VIM – Vendor Invoice Management
T-Code: YFVIM or /n/OPT/VIM_WP

Introduction
Vendor Invoice Management is an add-on module of SAP Enterprise Resource Planning (ERP)
software. VIM is a workflow based Invoice processing software which has following capabilities

1. Optical Character Recognition (OCR) of scanned invoice pages.

2. Automatic checks of the invoice data, called “Exceptions” which can be configured for
different types of invoices.
3. Workflow for each Exception can be routed to the concerned person(s) as per their VIM role,
e.g., PO Creator, EIC, Non-PO Requestor.
4. Automatic background posting of MIRO / FB60 / Advance posting once all Exceptions are
resolved.
5. Reports for insights into vendor invoices. E.g., No. of days from Scanning to Posting.

Currently Vendor liability finance documents commonly known as MIRO/FB60/FB01 document

are posted by each location’s Finance department users with manual entry of data as seen in Vendor
Invoice and manual checking of various items in SAP.

In VIM, data entry is partially automated through auto capturing of many fields in SAP from the
scanned images of the vendor invoice. Also, many of the checks which can be automatically done by
system based on the various fields available in SAP are codified into ‘Exceptions’ and are checked by
system automatically for each invoice. (e.g., PO dereleased, Vendor blocked, GRN not done.) There are
certain exceptions which identify the manual checking involved in the Invoice verification process (e.g. EIC
review, Finance Dept Review)

Once all the exceptions are resolved, system posts the Finance documents automatically in
background and attaches the workflow log and invoice PDF document to the posted FI document for
future reference.

Process Overview:

Invoice Enter
Send Invoice scanned and Automated missing SSC FI team Posting,
Enter
to Shared data check System values or (AP Clearing and
deductions
Service by Central checks reject (by Processor) Vendor
and Approve
Centre (SSC) Invoice (Exceptions) Location review. Payment
Team users)

In the above process, this document deals with the SAP VIM Inbox related portion of the process.
How to access VIM Workplace:
Tcode: /n/OPT/VIM_WP
Enter /n/opt/vim_wp in the command bar in SAP.

Dashboard:
Alternately, use wrapper program YFVIM

Click on End User Functions.

Choose VIM Workplace button in the Menu list.

SAP Inbox:
Through Tcode SBWP or through clicking the Workplace Icon in SAP Menu screen. This option is available
only if you have existing open Workitems in your Inbox.
Click ‘execute’ button (marked in red below) to execute the work item.

VIM Screen
On executing the Tcode / SAP Inbox through any of the above methods, VIM Screen will appear as shown
below:

There are 3 parts in the VIM screen. They are

1. Selection Pane,
2. My Inbox, and
3. Detail Pane

Selection pane can be hidden / shown using ‘Hide Selection Pane button.

Detail pane can be hidden / shown using ‘Hide Detail pane’ button as shown below.
 Selection Pane My Inbox Detail Pane

Selection Pane
Selection Pane is used to choose:

1. My Inbox – Default View. Show all the bills which have come to you for action. You can execute
any item in My Inbox.
2. My Pending - Check the bills which are no longer in your Inbox but FI posting pending.
3. My Completed - Check bills which I worked on earlier and now FI document posted. (My
completed)
4. Filters Invoices - Filter the bills according to various field values (filters e.g. Company code, Vendor
Code).

Click on Apply to apply filters. Click on Reset to remove the filter.

 My Inbox:
My Inbox contains list of Invoices that have come to you for your action. List of Document Processing
Numbers (in short called DP Nos., or, Doc. Id, or simply DP) are shown in the Inbox.

DP
Click Data Why the DP Data In what
Numbers Are there
Execute from came to my deduced capacity
other agents
to act on Invoice Inbox from the did I get
who can
Click to it. (Exception Invoice this DP in
execute this
see name) Inbox?
this DP? Click
image (Role)
to see list.

Detail Pane:
Detail Pane consists of 5 parts.

Image:
Image contains the Invoice image scanned by the Shared Service Centre.

Supporting document, if any, received by the shared service center are also scanned to the same image
below the invoice.
 Page preview
Menu Bar of PDF Viewer

Option to save / print / Click ‘A’ button to copy

Open Signature Panel
search (even scanned PDFs), select
and see signature
box and Clipboard button
details. Click Validate to
to copy to clipboard.
validate the same.

Option Zoom and rotate

the page

Page navigation

Line Items Pane:

Line items present in the DP can be seen in My Inbox. Click on the line of any particular DP and click on
Line Items Button in the Detail Pane.
Line Items Button Change layout
to insert
ALV toolbar, Sort, unavailable
filter, Sum, fields.
download to excel Single line item in the DP

List of line items in DP Click arrows to Save as variant, or

hide/unhide column(s) simply proceed by tick

History Consists of

Process History
Process History contains actions related to steps in making the DP ready for posting.
Approval History
Approval History (shown below the process history in Details pane in History tab) contains actions related
to steps in VIM Invoice Approval (Expense DOA Approval directly done in VIM, after the receipt of Invoice)

Comments:
Comments contains a single window of all process comments and approval comments in a DP.
 Actual Agent:
This button shows the present agent corresponding to the DP selected.

List of users in whose Inbox this DP is

Detail pane ‘Actual Agents’ is presently in.
Select a particular
similar to ‘Multiple Agents’
DP and Click on Once you Execute the DP or ‘Reserve’
button here. This Recipients
‘Actual Agents’ the DP, it will disappear from all other
pop will appear.
person’s inbox. ‘Unreserve’ or ‘replace’ it
to place in all agent’s Inbox again.

Selected DP in Inbox List of Agents for this DP.

highlighted in yellow. (Both lists are the same)

How the VIM process works:

Vendor Invoice Management process works in these 10 steps:

1. The Invoices received at the Shared Service Centre (SSC) are separated into Invoice and
Supporting Document and scanned and digitally archived (permanent storage) in SAP Document
Management System (DMS) Content Repository. Then, the documents are physically archived in
Local Storage for limited time, then moved to Long term storage after a cooling off period. Each
Invoice gets a 10 digit Reg ID (starting with 1, e.g., 1000000521)
2. Scanned invoices are sent to AI driven IC4S (Image Capture for SAP) engine where the Optical
Character Recognition of various Invoice fields are done by the system.
3. Extracted values are verified by Shared Service Centre team of Validators. Missing values if any
are entered manually. Incorrect OCR results are also corrected. At the end of validation, the data
is submitted to SAP for Logic Module processing and Simulate Rules.
4. SAP VIM Logic Module processing contains predefined rules on how to auto determine certain
fields based on some other field values. E.g.: At the time of creation on Document, type of
document is determined as Advance, PO or Non-PO based on keywords ‘Advance’,
 ‘Downpayment’, and PO number/Collective number/GeM number being present or absent in
the invoice data captured.
5. System does ‘Simulate Rules’ (also called Exceptions) automatically, creates a 10 digit DP
number (Document Processing Number, e.g. 2000000478).

There are numerous exceptions. Each Exception consists of

a. a logic check, and
b. an initial actor/role.
c. Present status (Red, Green or Bypassed)

Consolidated list of all exceptions are available in Table further below in the manual.

E.g. Exception ‘Withholding tax not updated’ checks the logic that the vendor master
data of the present bill’s vendor does not have any active withholding tax codes. The initial role
for this exception is the role/actor ‘PO_Buyer’ (one who created the PO, who should make the
master data correction).

Each role contain one or more ‘Agents’. Agents are nothing but SAP users who are assigned to
the role. In this case, PO Buyer will be user like 000500284 who created the PO mentioned in
the Invoice.

6. System routes the DP workflow to the Inbox (/n/opt/vim_wp) of those who are Agents in the
initial role of the first red exception.
7. Once the first agent resolves the issues after seeing them in the VIM Workplace /n/opt/vim_wp
and clicks on ‘Apply rules’ button (in this example by maintaining the correct Vendor master
withholding tax codes, through MDG and then clicking ‘Apply rules’ in VIM Workplace) the
system again checks all exceptions.
8. The next red exception is identified and then routed to the agents identified for the new red
exception’s initial role. (e.g.: SES not released, Initial actor: Receiver (stores person))
9. Once all the exceptions are green (or bypassed with comments) system posts the FI document.
(MIRO in this example)
10. Invoice image and document processing steps are automatically documented and available in
the FI document (52 series document in this example).

Executing an DP
Execute a DP by clicking on the execute button in the DP.
VIM DP Processing screen is shown as below:

Menu bar
Heading
DP Toolbar
changes(changes

Process
Options DP Data Tabs Details Pane

There are 5 parts in the VIM screen. They are

1. Heading,
2. Toolbar,
3. Detail Pane,
4. Process Options, and
5. DP Data tabs.

Detail pane can be hidden / shown using ‘Hide Detail pane’ button.

Process Options can be hidden / shown using ‘Hide Options’ button.

Heading:
Heading refer to the type of the Invoice.

It can be of 3 types:

1. PO_GLOBAL means PO invoices (e.g. RA bill, Credit memo for PO delayed delivery) – MIRO will be
posted on process completion.
2. NPO_GLOBAL means Non-PO i.e. Other than PO invoices (e.g., Misc bills) – FB60 will be posted on
process completion.
3. DWN_GLOBAL means Downpayment Invoice i.e. Downpayment / Invoice for Advance (e.g.,
Proforma invoice for miscellaneous purchase, Mobilization advance for PO) – FB01 entry will be
posted on process completion.

The option to attach any document at any stage of the processing can be done through the ‘Services for
Object’ menu to the left of the title.

You can attach supporting documents through Create > Create attachment.

When clicking on Attachment list, a list like this is shown. It shows both the invoice and the supporting
documents uploaded, if any.

Invoice
Supporting document

Details Pane:
Details pane shown below is the same as found in My Inbox, except the following differences.

1. There is no ‘Line Items’ tab in Detail Pane in DP Processing since it is available in more detailed
form in ‘Line items’ tab of the DP data tabs (on the left).
 2. There is no ‘Actual Agents’ tab in Detail Pane in DP Processing since you are the agent who
executed the DP.

Details Pane can be switched from right side to left side using ‘Switch Detail Pane Area’ in the Menu bar
at the top.

DP Data Tabs:
DP Data tabs consists of 6 tabs. The second tab contain 2 sub-tabs. They are:

Basic Data
Basic data tab contains Header data of the Invoice. It is similar to MIRO top screen or FB60 Header
screen. It contains important Invoice related fields like Vendor, GSTIN numbers, Invoice number, Invoice
date, Gross amount, etc. It does not contain item related information.
 Vendor Bank
Present Vendor Code details for this
Exception invoice

Company
Code

Invoice /
Credit
Memo /
Subsequen Invoice
Invoice Number Date
t Credit /
Subsequen
t Debit
Delivery Note
Requestor list, PO list
Email (for and SES list
Non-PO from Invoice
Invoice or supporting
documents.

Unique ID for
retrieving
physical
invoice.

IRN number for GSTIN numbers as per

invoices with QR code Invoice (not editable)

There are 5 buttons in Basic data tab.

1. Display vendor button opens Tcode XK03 (Display vendor) directly to know all details of Invoice
vendor.
2. Display Bank opens FK03 > Payment Transactions screen of Invoice vendor.
3. DN list contains Delivery Note list available in Invoice captured by the Validator.
4. PO list contains PO numbers obtained from Invoice captured by the Validator.
5. SES list contains SES numbers obtained from Invoice captured by the Validator.

F4 help is available for all fields.

Transaction / Event contains 4 options in PO and 2 options in Non-PO (there are no subsequent
credit/debit applicable in Non-PO)

They are

1. Invoice – For invoices. GRN qty & value is consumed.

2. Credit memo – For credit memos. GRN qty is released back for future invoicing.
3. Subsequent Debit – GRN qty is not released back, stock value is increased.
4. Subsequent Credit – GRN qty is not released back, stock value is reduced.

If Credit Memo, Subsequent Credit or Sesequent debit is selected, following extra fields need to be
filled.

1. CM/DM reference number - The Invoice number of earlier invoice.

2. CM/DM reference date - The earlier invoice date.
3. Invoice Reference Doc No. - The earlier posted SAP Invoice document.
4. Invoice Reference Year - The earlier posted SAP Invoice doc year.
5. Invoice Reference line - The earlier posted SAP doc line item number.
(Line number required for Non-PO invoice only.)

In Non-PO Process, the following extra fields are available in Basic data tab:

1. Expense type – Method of approval for Non-PO invoice is specified using Expense type field. The
available options are:

a. Downpayment (used for PO based downpayment)

b. EC – ECMS Approval. Enter ECMS approval reference number in Other data tab.
c. PA - Pre-approved (not for use)
 d. PB – Paper Based. Enter DOA. And attach approval as Supporting document using Top
left button (services for Object -> Create -> Store Business Document -> VIM :
Supporting Documents).

e. ST- Standard Vim Approval. Enter DOA, Manager, Finance Concurrence user and Final
Approver in Other data tab. To be used for approval through VIM Approval process.

Double click is available in PO number to open ME23N Display PO directly.

Line Items
Line Item tab contains 2 sub tabs.

PO Reference
Top table (PO Reference table) contains PO lines obtained from the invoice. Missing data like GRN
number, SES number can be matched from the PO by clicking on ‘Match All’ button.

If ‘Match All’ does not work, user can take proposal from the bottom table (Proposal table) and
insert/replace or match the lines in the top table manually.
 Try to match
PO invoice line Indicator that Line item total matches
Reference with with Basic data Gross amount or not?
tab proposal. Validate data Balance must be less than +/- Re. 1 to
entered post and signal must be green.

PO
Reference
table

PO
Reference

Hide Filter
proposal Basic
table cost or
Take dropdown delivery
Proposal to enter SES or Populate or clear costs or
table delivery note. bottom table no filter.

Match,
Insert,
Replace
from
bottom to
top table.

G/L Account
Line items related to Non-PO, and Advance or PO adjustments are captured from Invoice and available
in G/L tab. Account assignment parameters need to be entered in the G/L tab. These include G/L code,
Cost Centre, Fund, Order, WBS, Network/Activity, etc. The process of adding Account assignment fields
to the G/L tab is called “Coding”. Coding is generally done by the requestor.

The various part of the screen are given below:

 Customize
Validate Coding G/L Account own layout
Tab

G/L
Line
item

Line
numbers are
unique
across PO
reference
tab and G/L
Account tab

Insert, delete Item position Page navigation Find, Find Table page numbers
and copy manipulation & and jump to next
lines select all / page, sorting.
deselect all lines
 Accounting
Account data tab consists of data related to accounting details of the posting.

The various part of the screen are given below:

Account data tab

Document
Type

Dropdown
for how
posting date
is derived

Payment
terms

Assignment, Plant, Business Place, Business Area and House bank

Section Code and Doc. Header Text. details.
 Tax
Tax data tab consists of Tax details captured from the invoice and Withholding tax table. Withholding
tax table is not shown if vendor master does not have any active withholding tax data.

Tax data Tab

Tax data
obtained
from
Invoice

Withholding
tax data
 Process
Process data tab contains info on present exception and current process step, archiving information,
priority and document creation method options. By default, document creation is automatic once all
exceptions are cleared or bypassed.

Present Process Present

Exception data tab Role

Document
creation:
Manual /
Automatic
(default)

Priority: 1
means High

Scan Archiving
Location Information of
details Invoice image
 Other Data
Other data tab contains all IOCL specific fields. Various fields related to Import, Invoice related to BOCW
(Building and Other Constructions Workers) deductions or not, and declaration before approval are
available in the top part. In the bottom part, Deduction tab exists. In VIM, all deductions need to be
entered in the VIM Screen > Other data tab > Deduction table.

BOCW deduction
Declaration Other Data Tab relevant bill?

Import Import
delivery cost payment
payment ref. doc.
updated in
YMEXIM?

BG details
for this
Specify deduction Predefined list of
PO/PO’s
other than common deductions
Contract
predefined values
thru YMBG

Deduction
details (both
Automatic
SD/DD as
well as
manual
deductions.
Deductions:
Standard Deductions are predefined. Sample screen is shown below:

Custom Deduction screen is shown below:

Specify either Special G/L or Recovery G/L.

Process Options:
Process options contains various actions that can be taken by the actors (users) who executes the
workitem in the workflow (also called DP).

Role, who will

‘Apply Rules’ is always available. After data receive the DP
entry in DP Data tabs, always press Apply Rules. when the button
System reruns all exception checking again. is pressed

For a combination
Actor and Present
Exception, the process
options are shown.

VIM Roles (Actors):

Actors mentioned in the Process option heading is nothing but the VIM Roles which are predefined in the
system. Vim Roles are the grouping of various users corresponding to each invoice based on their job in
the Invoice payment process. For e.g. Accounts Payable Processor (AP Processor) is responsible for
Finance posting of the Invoice; PO Buyer, is responsible for making amendments in the PO; Receiver is
responsible for making GRN, etc. The full list of VIM Roles is given below:

Table 2: List of VIM Roles.

Role Name Explanation How System determines the Role’s actors/agents?
Central Invoice Team at Shared Service Center Maintained through SAP Table by SSC Head at
Team (SSC) central level. Tcode: /n/OPT/CP_9CX4
PO AP Processor Finance Team at SSC working on Based on Invoice's Company Code (in which MIRO
PO Invoices will be posted). Any user with role ZFV9000PAP
VIM PO AP PROC FOR 9000 is an agent for PO AP
Processor for Company code 9000, and so on. FI
Users at SSC can obtain the same through GRC.
Non-PO AP Finance Team at SSC working on Based on Invoice's Company Code (in which FB60
Processor Non-PO Invoices will be posted). Any user with role ZFV9000NAP
NPO AP PROC ROLE FOR 9000 is an agent for Non-
PO AP Processor for Company code 9000. FI Users
at SSC can obtain the same through GRC.
Role Name Explanation How System determines the Role’s actors/agents?
DownPayment AP Finance Team at SSC working on Based on Invoice's Company Code (in which FB01
Processor Advance Invoices will be posted) and type of advance - PO Advance /
Non-PO Advance.
For PO Advances, Agent derivation is same as 'PO
AP Processor' mentioned above.
For Non-PO Advances, Agent derivation is same as
'Non-PO AP Processor' mentioned above.

Tax Expert Tax Expert at Unit Location at Based on Invoice's Company code (in which FI
Unit/Location document will be posted). Maintained through SAP
Table by SSC Head. Tcode: /n/OPT/CP_9CX4 at
Company Code level.
Service Service PO Executor at Based on the PO number mentioned in the Invoice.
Requisitioner Unit/Location Whoever created or released open SES for the
Invoice's PO are the Service Requisitioners. EIC is
also a de facto Service requisitioner for any Service
PO.
Service Approver Service PO EIC at Unit/Location EIC is the Service Approver. Based on the PO
number mentioned in the Invoice, EIC/FPR
mentioned in the PO header > Customer Data tab >
more fields > EIC/FPR is the Service Approver for
any Service PO. To update the same in bulk/single,
use Tcode: YMC18. In multi-plant PO, EIC at item
level is also considered as Service Approver.

Receiver Material PO Receiver at Stores Receiver responsible for MIGO for the PO
Unit/Location number mentioned in the Invoice. The same is
mentioned in the PO EIC/FPR field. This role is the
same as Service Approver, but for Material PO.
P.S.: Please note that when an invoice, in rare case,
raised for both Material and Service in a single
Invoice number, it will follow the Service like VIM
process.
Requestor Non-PO Material receiver / User who requester for a Non-PO Invoice to be
Service executor at paid. User is derived from the details provided in
Unit/Location the facesheet attached to the Invoice, sent to SSC.
Alternately, system also picks up the Requestor
from the email ID mentioned as IOCL contact
person in the Non-PO Invoice.

P.S.: Tcode YVIMM_REQ_EMAIL can be used to

maintain your own email ID against an Invoice
number by entering the bill details and vendor
code in the Tcode. Usage of this utility is subject to
procedural approval at SSC.
Role Name Explanation How System determines the Role’s actors/agents?
Down Payment Downpayment/Advance User who requests for a PO or Non-PO Advance
Requestor PO/Non-PO requestor at Invoice to be paid. User is derived from the details
Unit/Location provided in the facesheet attached to the Invoice,
sent to SSC. Alternately, system also picks up the
Requestor from the email ID mentioned as IOCL
contact person in the Advance Invoice in case of
Non-PO or EIC in case of Non-PO.

P.S: In case EIC is not mentioned in the PO of

advance invoice, then the PR creator will be
Downpayment Requestor. In case, even PR is not
available, then PO creator will be the
Downpayment requestor. EIC can be maintained
through Tcode YMC18.
PO Buyer PO Creator Based on the PO number mentioned in the Invoice.
User who created the PO will be called PO Buyer in
VIM.
Indenting Team Team at Unit/Location at each Based on Company Code in which the Invoice will
Dept routing unidentified Non- be posted. This is a multi-departmental team
PO invoices. consisting of 1-2 persons in each department in the
Unit/Location. This team will resolve issues for
Non-PO invoices in which requestor could not be
identified. Obtain role ZFV9000IND 'VIM Role
Indenting team for 9000' for becoming Indenting
Team for Company Code 9000, and so on.

Inspection Material PO - Team who Based on the PO number mentioned in the Invoice.
inspects the material at The user who created the PR of the PO is called the
Unit/Location Inspection Team in VIM.
In case, PR is not available for the PO, then PO
creator will be considered in the Inspection Team.
Information Any person in IOCL with SAP Any person whose employee number is manually
Provider Login. typed by the person referring the work item to the
Info Provider. Only valid SAP R/3 users can be Info
Providers.
Import Tax Expert Tax Expert specifically for Maintained through SAP Table by SSC Head at
Import Process at Head Offices. central level. Tcode: /n/OPT/CP_9CX4
 Role Name Explanation How System determines the Role’s actors/agents?
Foreign Payment Liaison Office Material Dept For Service PO Invoices, EIC/FPR is the Foreign
Approver - coordinator for Material POs/ Payment Approver.
Functional EIC for Service POs. For Non-Hydrocarbon Material Import Invoices
pertaining to Refineries Division, any person with
role ZMVRDIVFEX 'VIM Role FE Approver
(Liaisoning Office) for Refineries' will be Foreign
Payment Approver.
For Non-Hydrocarbon Material Import Invoices
pertaining to Pipelines Division, any person with
role ZMVPDIVFEX 'VIM Role FE Approver
(Liaisoning Office) for Pipelines' will be Foreign
Payment Approver.
to obtain further confirmations FE Approver can
refer to any other concerned person through
INFO_PROVIDER role.
Foreign Payment Head Office / Liaison Office Based on the Division and Revenue/Capital nature
Processor - Finance Finance Foreign Currency of material/service in the PO mentioned in Invoice.
Payment Processor. Any user with role "Placeholder" will be considered
as Foreign Payment Processor.

Exceptions:
System automatically checks for certain logics called “Exceptions” and provides Green signal to proceed
further or Red signal to stop. Optionally, some exceptions can be “bypassed”. Bypassed exceptions will
proceed further even if they are red. Bypassed exception can be reinstated also.

How to see list of exceptions:

List of exceptions can be seen from Inbox by clicking on the name of the exception.

Click on the Exception name to see

list of exceptions.
 DP ID & Type List of
(PO_GLOBAL means Exceptions
PO invoice)

Ignore this field

(not used)

Yellow
Bypassed line
exception indicates
current
exception
Excep
tion
ID Bypass
allowed
Scroll
down
to see
Red more
exception

Order in which exceptions Click to close

will be checked and
routed (if red & not
bypassed)

How to act on an exception:

You must execute the DP in order to get the detailed error message.

On executing, the top menu has “Simulate Rules” button. On clicking the same, the list of all exceptions
are shown. Simulate rules can be used multiple times to check that the data change done to correct the
error has resulted in the exception turning green or not.
List of Mandatory Fields
Exception ‘Missing Mandatory Information’ will be triggered if any of the following fields are blank.

Table (placeholder): List of mandatory fields

Fields PO Invoice Non-PO Downpayment
Header 13 18 10
Amount ✓ ✓
Baseline Date ✓ ✓
Business Area ✓
Business place ✓ ✓
Company Code ✓ ✓
Currency ✓ ✓ ✓
Document Date ✓ ✓ ✓
Document type ✓ ✓
E-Mail Address ✓
Expense Type ✓
GST Reg No ✓
Name ✓ ✓ ✓
Plant ✓ ✓
Posting Date ✓ ✓ ✓
Purchasing Doc. ✓
Rec GST Reg No ✓
Reference ✓ ✓ ✓
Section Code ✓ ✓ ✓
Tax Code ✓
Vendor ✓
Paym. Meth. Sup ✓ ✓ ✓
Item 1
Posting key ✓

Exceptions List of the PO/NPO/Downpayment processes:

Initial Actor of the Exceptions are provided below in alphabetic order. They are available in detail in
separate Manuals as per individual Role i.e. PO Buyer / Receiver / EIC / Requestor.

Exception Initial Actor Initial Actor for Initial Actor for Bypass
Downpayment PO Invoice Non PO Invoice Allowed?
Amount Greater Than 10L DWN_REQUESTOR - - ✓
PO MANDATORY(DWN)
Amount transferred from - PO_AP_PROC - ✓
Sectional GL to Vendor (PO)
AP Processor Review DWN_AP_PROC PO_AP_PROC NPO_AP_PROC 
Approval Required DWN_REQUESTOR - REQUESTOR 
Exception Initial Actor Initial Actor for Initial Actor for Bypass
Downpayment PO Invoice Non PO Invoice Allowed?
Approver section incomplete DWN_REQUESTOR - REQUESTOR 
Bank Gurantee Check DWN_AP_PROC PO_AP_PROC - 
Budget Checking(NPO) - - REQUESTOR ✓
Check Business Place - CE_INV_TEAM CE_INV_TEAM ✓
Check Place of supply - CE_INV_TEAM CE_INV_TEAM ✓
Check Port Code (PO) - PO_AP_PROC - ✓
Check Withholding Tax Data - PO_AP_PROC NPO_AP_PROC 
Company Code - CE_INV_TEAM - ✓
Mismatch(PO)
Company Code/Plant - CE_INV_TEAM CE_INV_TEAM 
Mismatch
Composite/Un Registered - PO_AP_PROC NPO_AP_PROC ✓
Vendor
Currency Mismatch CE_INV_TEAM CE_INV_TEAM - 
Digital Sign Verification to be - CE_INV_TEAM CE_INV_TEAM ✓
done
DOA Clause & Commitment - - REQUESTOR ✓
ID mismatch(NPO)
Down Payment Clearing - PO_AP_PROC NPO_AP_PROC ✓
DP updation not yet done - FE_APPROVER - 
from YMEXIM(PO)
FE Approver - FE_APPROVER - 
Confirmation(PO)
FE Payment details/Transfer - FG_PAYMENT_PR - ✓
Incomplete(PO) OC
GR Not Done - Simple Check - RECEIVER - ✓
- Import Process(PO)
GR Not Done - Simple - RECEIVER - 
Check(PO)
Incomplete Credit Memo - CE_INV_TEAM - 
(PO)
Invalid Currency CE_INV_TEAM CE_INV_TEAM - 
Invalid Deductions/No - RECEIVER / - 
Deductions (PO) SERVICE
REQUESTOR
Invalid PO Number CE_INV_TEAM CE_INV_TEAM - 
Invalid Requester ID CE_INV_TEAM - CE_INV_TEAM ✓
Invalid Tax Info - PO_AP_PROC CE_INV_TEAM ✓
Invalid Vendor CE_INV_TEAM CE_INV_TEAM REQUESTOR 
Invalid Vendor GST CE_INV_TEAM CE_INV_TEAM CE_INV_TEAM ✓
Registration number
Exception Initial Actor Initial Actor for Initial Actor for Bypass
Downpayment PO Invoice Non PO Invoice Allowed?
Invoice Date should not be - CE_INV_TEAM CE_INV_TEAM 
later than posting date
Invoice Image not - - REQUESTOR ✓
availabe(NPO)
Invoice is not Digitally Signed - CE_INV_TEAM CE_INV_TEAM ✓
Invoice is not Original Invoice CE_INV_TEAM CE_INV_TEAM CE_INV_TEAM ✓
Invoice Older than Allowed - PO_AP_PROC REQUESTOR ✓
Line Item mismatch with - CE_INV_TEAM - ✓
Inv/PO (PO)
Mandatory Form IMPORT_TAX_EXP - - 
15CA(DWN)
Mismatch of Requestor and - - REQUESTOR ✓
Company Code details(NPO)
Mismatch of Tax code and - - TAX_EXPERT ✓
HSN SAC code(NPO)
Missing Document date CE_INV_TEAM - - 
Missing Mandatory CE_INV_TEAM CE_INV_TEAM CE_INV_TEAM 
Information
Missing Special GL in the DWN_AP_PROC - - ✓
Linetem (DWN)
Missing/Invalid GST - PO_BUYER - 
Partner(PO)
Missing/Invalid HSN/SAC - - CE_INV_TEAM ✓
code(NPO)
Missing/Invalid HSN/SAC - CE_INV_TEAM - ✓
code(PO)
Missing/Invalid Receiving - CE_INV_TEAM CE_INV_TEAM 
Location GST Registration No
Missing/Invalid Vendor GST CE_INV_TEAM CE_INV_TEAM CE_INV_TEAM 
Registration number
Non-GR based Invoice(PO) - PO_AP_PROC - ✓
Non-PO Credit Memo - - NPO_AP_PROC 
Processing
PO Back Ground Posting - PO_AP_PROC - ✓
simulation Errors(PO)
PO Not Released or DWN_REQUESTOR PO_BUYER - 
Incomplete
Posting date should not be - CE_INV_TEAM CE_INV_TEAM 
future Date
RCM Interest check - PO_AP_PROC REQUESTOR ✓
Requestor Review(NPO) - - REQUESTOR 
Service Entry Required - - SERVICE_REQ - ✓
Enhanced Check (PO)
Exception Initial Actor Initial Actor for Initial Actor for Bypass
Downpayment PO Invoice Non PO Invoice Allowed?
Supporting Document DWN_REQUESTOR SERVICE_APPROV - 
upload Confirmation/ / SERVICE E
Approval APPROVER
Suspected Duplicate CE_INV_TEAM CE_INV_TEAM CE_INV_TEAM 
Taxes Already Deducted in - PO_AP_PROC NPO_AP_PROC ✓
Advances
Tolerance Exceeded(PO) - RECEIVER / - ✓
SERVICE
REQUESTOR
Unable to determine invoice - CE_INV_TEAM - ✓
type service/Material(PO)
Unit of Measure Mismatch - CE_INV_TEAM - 
(PO)
Unknown Vendor DWN_REQUESTOR PO_AP_PROC REQUESTOR 
Validate Accounting Data - - REQUESTOR ✓
(NPO)
Validate Bank Details - INDENTING_TEA REQUESTOR 
M
Validate GST TDS - PO_AP_PROC NPO_AP_PROC 
Vendor Invoice Reference - CE_INV_TEAM CE_INV_TEAM 
Missing/Invalid
Vendor Mismatch (PO) - CE_INV_TEAM - 
Vendor Mismatch(DWN) DWN_REQUESTOR - ✓
Vendor Reference CE_INV_TEAM - - 
Missing(DWN)
Vendor withholding Tax - PO_AP_PROC NPO_AP_PROC 
codes missing
Vendor/GST partner is not - CE_INV_TEAM - ✓
same as PI vendor(PO)
List of all Process Options:
Based on the list of above VIM Roles, list of all process options are provided below:

Role, who will

‘Apply Rules’ is always available. After data receive the DP
entry in DP Data tabs, always press Apply Rules. when the button
System reruns all exception checking again. is pressed

For a combination
Actor and Present
Exception, the process
options are shown.

Process option screen is repeated here for context.

Table : List of Process Options.

Process option PO Non-PO Downpayment
Apply Business Rules ✓ ✓ ✓
Refer to Central Invoice Team ✓ ✓ ✓
Refer to PO Invoice AP Processor ✓
Refer to Non-PO AP Processor ✓
Refer to DWN AP Processor ✓
Refer to Tax Expert ✓ ✓ ✓
Refer to Service Requisitioner ✓
Refer to Service Approver ✓ ✓
Refer to Receiver ✓
Refer to Requestor ✓ ✓
Refer to PO Invoice Buyer ✓
Refer to Indenting Team ✓ ✓
Refer to Inspection ✓
Refer for Information ✓ ✓ ✓
Refer to Import Tax Expert * ✓ ✓
Refer to FE Approver * ✓
Refer to Foreign Payment Processor * ✓
FE Approver Confirmation * © ✓
Transfer Complete * © ✓
EIC Approval © ✓ ✓
PB Document Upload Confirmation © ✓
Requestor Review Confirmation © ✓
AP Review Confirmation © ✓ ✓ ✓
Enter Service Entry # ✓
 Post Goods Receipt # ✓
Change Document Type ^
✓ ✓ ✓
Start Approval Process ^ ✓ ✓
Post PO Invoice #^ ✓
Post Non-PO Invoice #^
✓
Create Down Payment Request - FB0Y #^
✓
Return to Vendor ✓ ✓ ✓
* Applicable for Import Invoices only. # This is an SAP posting step outside VIM.

© This is a confirmatory step ^ process option used to handle an error.

Blue coloured items are ‘Refer to’ process options used to send the DP (Workitem) from my Inbox to
another user’s Inbox belonging to the other role.

Reports
VIM contains a number of reports. They can be easily access used Menu shortcut /n/OPT/VIM.

It opens SAP Menu for VIM as under:

Important reports are highlighted.

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