OpenText Vendor Invoice Management for SAP Solutions

OpenText VIM is a powerful solution for automated processing of incoming invoices and other document types such as delivery notes or orders – directly in SAP. From receipt to verification and approval to final posting, all steps are digitized, accelerated, and made audit-proof. This reduces manual effort, shortens throughput times, and increases transparency and control.

Advantages at a glance:

• Automated invoice and document processing – less manual entry, faster approval process

• Seamless integration into SAP ECC and S/4HANA – media breaks are avoided

• Greater transparency and traceability through complete documentation and audit trails

• Error reduction through automatic validation and plausibility checks

• Flexible support for various input formats (paper, PDF, email, EDI)

• Time savings and cost savings through more efficient processing and better cash discount opportunities

OpenText VIM Beyond Invoice extends traditional invoice processing to include additional document types and process steps—for comprehensive automation of the entire procure-to-pay chain:

1. Processing of additional document types

   • Advanced shipping notices

   • Order confirmations

   • Payment notifications

   • Credit notes

   • Supplier documents

2. End-to-end digitization in purchasing
   All document-based steps between ordering and payment are recorded, checked, and processed – automatically and transparently.

3. Higher data quality and fewer queries
   Reconciliation of purchase order, delivery, and invoice (3-way reconciliation) directly in the workflow – including automatic checks and escalations.

4. Supplier communication via SAP Business Network (Ariba)
   Digital connection of suppliers for direct transmission and feedback on documents – without media breaks.

5. Seamless integration into SAP S/4HANA
   Content and processes remain in the SAP system – including workflow, posting, and archiving.

6. Compliance & control at the document level
   Every step is traceable, documented, and audit-proof – even for B2G & e-invoicing scenarios.

OpenText VIM is suitable for medium-sized and large companies. It is particularly worthwhile for companies with high invoice volumes, international business relationships, or complex approval processes—thanks to automatic processing, workflows, and self-service portals.

Support for paper-based or scanned invoices:

• Yes. VIM can be combined with OCR components such as OpenText Intelligent Capture to digitally capture and automatically validate paper invoices. Machine learning continuously improves recognition quality.

Entry into the workflow:

• Once approved, invoices are automatically posted. Subsequent posting or approval is also possible. Every transaction can be traced in the history, including archive access via SAP ArchiveLink.

VIM offers preconfigured validation rules (e.g., vendor, VAT ID) and approval levels. Individual rules (e.g., security deposit, supplier type) and flexible workflows can be customized based on business logic, roles, and escalation levels.

VIM can be connected to SAP xECM, SAP Ariba, and SAP Document and Reporting Compliance (DRC). This enables national and international e-invoicing connectivity, including formats such as XRechnung, ZUGFeRD, and PEPPOL.

Scalability:

• The solution is internationally scalable: thanks to standardized rules, national format support, and a clear separation between the input process and posting, VIM is also suitable for rollouts. Adjustments remain controllable and upgradeable.

Maintenance and customization after the project phase:

• Fink IT offers comprehensive services: system operation, monitoring, support for OCR modules, and archiving. Regular updates, customization of business rules, and escalation paths are part of the offering.

VIM supports live dashboards, standard reports, and export to SAP BI. This allows throughput times, workflows, and failure points to be analyzed and continuously optimized.

Invoice data is archived in an audit-proof manner (SAP ArchiveLink). Audit trails document all changes, approvals, and postings. Access is granted via role-based authorizations.

• Design of incoming invoice processing with OpenText Vendor Invoice Management Invoice Solution
• Preparation of preliminary studies and feasibility studies
• Redesign/efficiency improvement of existing invoicing processes

• Installation and configuration of invoice management, OCR, and archiving
• Project management (project management, sub-project management)
• Development of customer-specific add-on solutions in OpenText Vendor Invoice Management (business rules, process options, etc.)

• Managed Services
• Application Management Services (AMS)