Vendor PO & NPO Invoice process through VIM (Vendor Invoice Management)

Two type of Invoice process:

 Paper Invoice (PO & NPO Invoice)

 Electronic Invoice (PO Invoice)

Paper PO & NPO Invoice channel:

 Direct Invoice Entry - Process- VIM - SAP

 E-MAIL – open text (OCR) – vim - sap
 Drag and Drop – bulk – vim - sap

Electronic PO Invoice:

 EDI/IDOC – ARIBA – PI/PO XML format – vim – sap

VIM Document type: ZNPO_75 & ZPO_75

Table for determine the GL account for Material Group: ZFE0264_LEVEL3 & ZFE0264_LEVEL4

Direct Invoice Entry:

• Method of entry supports both PO based and Non-PO based invoices.

• This input channel can be used for virtually any kind of invoice or “request for payment” entry type.
• Requestors or their representatives (e.g. Executive Assistants or GDS) would have access to “Direct Invoice
Entry” tile in the Mercury One Gate portal.
• Requestors or others (e.g. Executive Assistants or GDS) can directly enter invoice details manually in the
system. No OCR would be performed on these invoices, requestor to manually attach invoices on the screen in
VIM. Supporting documents can also be attached.
• Invoice entered by requestors / EA’s would either be routed sent for approvals (if approvals are required).

E-Mail:

• Invoices are sent as PDF attachment, in 300 DPI resolution in black and white.
• Countries should designate specific mail boxes. Mailbox can either be monitored / unmonitored (local
implementation decision).
• ICC will read body of the e-mail and include it as an attachment along with the invoice.
Note: OCR interpretation process is configured only to populate 6 to 7 invoice fields out of 19 fields in total for
accuracy purpose. It normally captures details for vendor ID, banking details (per vendor), company code,
Invoice/reference number, document date, PO number (in case of a PO invoice) and Gross amount.
Drag and Drop:

• Quicker method to route invoices to VIM work place. • Requestors or their (e.g. Executive Assistants or GDS)
can drag the invoices from the desktop and drop these in VIM.
Electronic Invoice:

EDI/IDCO:
• Invoices can be received through the Ariba Network
• Invoices can be received in a specific CXML format. This means that any “source” system the generates
invoices should be able to generate this format. cXML invoices are then converted into SAP IDOC format, and
passed through to VIM.
• No OCR is required in this case as the data is already in electronic format.
Direct Invoice Process:

NPO VIM invoice Process

Transaction code: ZVIMDOC

NPO Invoice having below exception to process the VIM document

Transaction code: /N/OPT/VIM_WP

913 Enter Invoice Information (NPO):

If channel is not updated in VIM document under process tab this exception will be raise.

201 Invalid Vendor ( NPO):

Vendor Number not updated in basic data tab under vendor data this exception will be show as red
status.
202 Invalid Currency ( NPO)

Until unless the currency field not updated, VIM document will show invalid currency exception in
red status

223 Missing Invoice Date (NPO)

Document data needs to be update to show this exception Green status

233 Vendor Invoice Reference Missing (NPO)

204 Suspected Duplicate (NPO)

Duplicate checker will check the (Invoice Ref.# / Gross Amount / Vendor#) if other document having
same details Duplicate exception will be raise.

238 Missing Mandatory Information (NPO):

Including above fields and Gross amount

203 Invalid Requester ID (NPO)

If requested does not exist in ECC, VIM will raise this exception it will show in red status

902 AP Invoice verification (NPO)

Once AP Processor apply the rules after updated all data in VIM document “ AP Review Complete “ check will
be activate automatically basic data tab – under Invoice data.

271 Validate Accounting Data (NPO)

VIM Header and line item, account tab level all mandatory information need to update to change
the exception into Green status

920 Balance not zero (NPO)

DP document header and line item amount should match to change the this exception into Green

905 BRET Check (NPO)

if vendor is entity - E - 50000 USD & Person is individual I - 10000 USD

A BRET check might be required under specific conditions. For example, if the invoice is over $50K and the
Vendor Type is "E", this would Require additional BRET information to be entered. For Invoices over $10K and
Vendor Type "I", additional BRET information is required. Additionally, for Specific material groups, additional
BRET details might be required.

917 Approvers not assigned (NPO)

Based on Engagement which was assigned in line item level, approver will assign to approve the
invoice
Central approval & execute approval:

If business want to skip engagement approvals and send to central approval & execute approval will select

Note: If one DP document having multiple line items and each line items having different engagements,
business will select the central approval to approve the invoice

Expenses type: PA (Pre-approved): IFM invoice types are considered pre-approved invoices within VIM process
and would skip approval process within VIM

250 Approval Required (NPO)

DP document went to approver inbox to approve the invoice

915 Withholding Tax Review (NPO)
For exception WHT Tax Review (NPO) 915 in VIM document WHT review need to check the WHT details in VIM
basic data tab and tax tab if any changes amended, WHT review need to "WHT Review complete" button in the
Process Options section.

911 Indirect Tax Review (NPO)

For exception Indirect Tax Review (NPO) 911 in VIM document Tax expert need to check the tax details in VIM
basic data tab and tax tab , line item level.
After changes amended, tax expert need to 'Click "Accept Tax" button (US Countries) in the Process Options
section.

Display VIM document Transaction code: /N/OPT/VIM_VA2

PO Invoice Process:

Transaction code: ZVIMDOC

PO Invoice having below exception to process the VIM document

Transaction code : /N/OPT/VIM_WP

914 Enter Invoice Information(PO)

If channel is not updated in VIM document under process tab this exception will be raise.

102 Invalid Vendor (PO)

Vendor Number not updated in basic data tab under vendor data this exception will be show as red
status.

101 Invalid PO Number (PO)

For PO invoice, PO Number is mandatory to process the VIM document, if PO number not updated in
PO Number field, this exception will show as red status.

104 Invalid Currency (PO)

Until unless the currency field not updated, VIM document will show invalid currency exception in
red status

125 Missing Invoice Date (PO)

Document data needs to be update to show this exception Green status

133 Vendor Invoice Reference Missing (PO)

Reference number is mandatory field to show up this exception in Green status

105 Suspected Duplicate (PO)

Duplicate checker will check the (Invoice Ref.# / Gross Amount / Vendor#) if other document having
same details Duplicate exception will be raise.

138 Missing Mandatory Information (PO)

List of all the above field and Gross amount missing in DP document, this exception will be raise it
will show in red status

153 Vendor Mismatch (PO)

PO vendor and DP document updated vendor should be same

155 Currency Mismatch (PO)

PO currency and DP document updated currency should be same

816 GR Missing (PO)

If GR not posted against the PO, This exception will be raise

110 Manual Check Needed for Indexing Lines (PO)

PO Line item details need to check

925 Balance not zero (PO)

DP document header and line item amount should match to update this exception into Green status

930 Invalid Requester ID (PO)

If requested does not exist in ECC, VIM will raise this exception it will show in red status

801 AP Invoice Verification (PO)

Once AP Processor apply the rules after updated all data in VIM document “ AP Review Complete “ check will
be activate automatically basic data tab – under Invoice data.

150 Approval Required (PO)

DP document went to approver inbox to approve the invoice

Note: ARIBA invoice approval not required it will check 3 way match post the invoice.

818 Price Tolerance exceeded (PO)

Invoice amount more than the GRN value system will raise this exception

815 Withholding Tax Review (PO)

For exception WHT Tax Review (PO) 815 in VIM document
WHT review need to check the WHT details in VIM basic data tab and tax tab If any changes amended, WHT
review need to "WHT Review complete" button in the Process Options section.

811 Indirect Tax Review (PO)

For exception Indirect Tax Review (PO) 811 in VIM document
Tax expert need to check the tax details in VIM basic data tab and tax tab , line item level.
If any changes amended, tax expert need to 'Click "Accept Tax" button (US Country) in the Process Options
section.

Display VIM document Transaction code: /N/OPT/VIM_VA2