FAQ about SAP Invoice Management (VIM)

Are you unfamiliar with SAP Invoice Management by OpenText and want to learn more about it?

What are the stages of VIM implementation?

We usually start by analyzing processes and defining the target state. This is followed by the actual implementation of the solution, testing with selected users, and a gradual rollout across the entire organization. The project also includes user training and support during the first weeks of live operation.

Can VIM be implemented in stages (phases)?

Yes. In our context, phases mainly refer to a gradual approach to implementation – first preparing the analysis and target concept, and only then the actual implementation, which may take place at a later date. Another option is to divide the implementation into rollouts for individual countries, which allows for better management of the project scope and spreads the load over time.

What are the requirements for the SAP system for VIM?

VIM is an add-on for SAP ERP and SAP S/4HANA. It is essential to have the latest version of the system with the necessary components (e.g., OpenText Add-ons). Detailed technical requirements vary depending on the specific environment and are addressed during the initial analysis.

How does VIM integrate with existing systems?

VIM is directly connected to SAP and uses its data structures. However, it can also communicate with external applications – from scanning and mining tools to DMS and third-party ERP modules. Integration takes place via standard SAP connectors and APIs. 

How can I connect Ariba to VIM?

Integration with Ariba is a common scenario. Invoices delivered via the Ariba Network can be automatically transferred to VIM for further processing and approval. This creates a uniform process for all suppliers, whether they invoice directly or via the portal.

We are planning to implement Transport Management. Is VIM ready for this add-on?

Yes, VIM is ready to work with other SAP add-ons, including SAP Transportation Management. Invoices related to transportation services can thus be processed with the same level of automation and control.

Is VIM available in Fiori?

Yes. SAP VIM is fully supported in the Fiori interface, which provides a modern, intuitive, and mobile-accessible environment for users. This facilitates adoption and speeds up the work of approvers and accountants.

How much does VIM implementation cost?

VIM is a long-term supported solution with regular updates from SAP and OpenText. After implementation, we provide operational support and training. When upgrading SAP or adding additional modules, the solution can be easily expanded without disrupting existing processes. At the same time, experienced consultants and developers from Aricoma are available for ongoing service, custom modifications, and specific requirements to keep the system fully functional and deliver the expected value.

Can VIM be licensed for smaller/mid-size SAP environments?

Yes. Smaller companies can also use VIM, often with limited functionality or using pre-prepared scenarios. This allows them to reap key benefits without the need for a large initial investment.

How does support and upgrading work after deployment?

We usually start by analyzing processes and defining the target state. This is followed by the actual implementation of the solution, testing with selected users, and a gradual rollout across the entire organization. The project also includes user training and support during the first weeks of live operation.

What are the stages of VIM implementation?

We usually start by analyzing processes and defining the target state. This is followed by the actual implementation of the solution, testing with selected users, and a gradual rollout across the entire organization. The project also includes user training and support during the first weeks of live operation.

How does VIM help with compliance and auditing?

The solution provides a complete audit trail – from invoice receipt through all workflow steps to final posting. Every action is recorded, ensuring transparency and verifiability during audits. It also supports compliance with local legislation and international standards.

Is it possible to set specific access rights for different roles?

Yes. Access to invoices and processes can be managed at the level of individual roles or users. This allows you, for example, to separate the work of accountants, approvers, or managers and ensure that everyone has access only to the data they actually need.

Working with attachments and emails: VIM can process not only invoices themselves, but also related documents and metadata from email communication.

Can VIM also process attachments that come together with the invoice in an email?

Yes. VIM can work with multiple attachments delivered in a single email. These documents are linked to the main invoice and can be stored and further processed within the workflow.

Can VIM also save the body and header of an email with an attached invoice?

Yes, the system also stores email metadata, including the body and header. This gives users the full context and allows them to return to the original communication at any time.

Invoice variability and approval: Every supplier issues invoices differently. VIM is designed to handle a variety of formats and different approval methods. 

We have more than a thousand suppliers, and therefore more than a thousand different types of invoices – can VIM read the necessary data?

Yes. Thanks to a combination of templates and intelligent mining, VIM can recognize data from invoices with different layouts and learn new formats. This also applies to large numbers of suppliers.

Our subcontractors establish LEV, and we approve them internally. Will it be possible to maintain this?

Yes. VIM allows you to set up specific workflows, including scenarios with LEV (Logistical Entry = internal record of delivery or performance, which serves as a basis for invoicing). The existing approval process can thus be maintained and at the same time streamlined thanks to automation and audit trails.

Specific process scenarios: Many companies have non-standard procedures, such as different accounting regimes at the end of the month or complex links to multiple orders. VIM covers these situations as well.

We need to stop automatic billing and bill manually for the last three days of the month—can VIM set this up?

Yes. The workflow can be set up so that only manual accounting takes place during a defined period. After the period ends, the process returns to automatic mode.

Is it possible to automatically post an invoice against multiple orders?

Yes. VIM supports pairing a single invoice with multiple orders and allows you to split the billing according to set rules.

Does VIM offer a report for monitoring invoice status and generating reminders?

Yes. The solution includes reporting that shows the status of each invoice in real time. It can also be used to track overdue invoices and generate reminders.