Table of Contents

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Introduction
15
The Synergies of Digital Transformation
15
What Does Digital Transformation Look Like?
16
Potential Outcomes of Digital Transformation
17
Main Tasks for Your Digital Transformation
17
The Modernization of Accounts Payable
18
Defining the Scope
19
Identifying the Best Environment
20
Planning for Extensibility
20
The Bigger Picture
21
1 Getting Started with SAP Invoice Management
25
1.1 Basic Concepts
26
1.1.1 The Invoice Data Model
27
1.1.2 Business Rules and Roles
28
1.1.3 User Experience and Workflow
32
1.1.4 Self-Service
33
1.1.5 Reports and Analytics
34
1.2 Packaging and Installation
36
1.2.1 Software Versions and Version Nomenclature
36
1.2.2 Foundational Components
37
1.2.3 Invoice Solution
38
1.2.4 Special Applications, Integrations, and Reporting Packages
39
1.2.5 Final Installation Steps
39
1.3 Deployment Options
41
1.4 Summary
45
2 Automating Invoice Receipt
47
2.1 Basic Concepts
48
2.2 Configuring Archiving
53
2.2.1 Creating the SAP Invoice Management Repository
55
2.2.2 Creating ArchiveLink Document Types
59
2.2.3 Creating Document Type Linking to Business Objects and Repository
61
2.2.4 Automating via the ArchiveLink Wizard for Document Type and Business Object Configuration
62
2.3 Configuring Invoice Receipt
70
2.3.1 Connecting to Business Networks
70
2.3.2 Receiving Invoices via Email
77
2.3.3 Scanning Invoices with Enterprise Scan
81
2.3.4 Uploading Invoices via Early Archiving
85
2.4 Converting Invoices
87
2.4.1 Converting Invoice IDocs
87
2.4.2 Converting XML Invoices
91
2.4.3 Converting PDFs and Scanned Invoices
102
2.5 Connecting Inbound Channels to Invoice Processing
122
2.5.1 Maintaining Channels
122
2.5.2 Using the Flexible Channel Selection
123
2.6 Summary
124
3 Enriching Invoice Data with Machine Learning
127
3.1 Basic Concepts
128
3.2 Configuring a Determination Logic
134
3.3 Generic Enrichments
136
3.4 Purchase Order Invoice Enrichments
140
3.4.1 Matching on the Header Level
141
3.4.2 Matching on the Item Level
142
3.4.3 Handling Additional Costs
146
3.5 Non-Purchase Order Invoice Enrichments
151
3.5.1 Configuring Auto-Coding
152
3.5.2 Configuring Smart Coding
154
3.6 Summary
159
4 Checking Invoices with Business Rules
161
4.1 Aspects of Business Rules
162
4.1.1 Triggers
163
4.1.2 Dependencies
163
4.2 Determining Process Types
164
4.3 Assigning Business Rules to Process Types
167
4.4 Creating Custom Rules
169
4.4.1 Creating a New Process Type
169
4.4.2 Adding the Step ID
170
4.4.3 Creating a Sequence Step
172
4.4.4 Adding Multiple Sequence Steps
173
4.5 Auditing Invoices
174
4.5.1 Vendor Audit Required
174
4.5.2 Tax Audit Required
175
4.6 Duplicate Checking
176
4.6.1 Maintaining Duplicate Check Procedures
176
4.6.2 Assigning Duplicate Check Groups
178
4.6.3 Locating the Duplicate Check Business Rule
178
4.7 Leveraging the Business Rules Framework
179
4.7.1 Maintaining the Vendor Group
180
4.7.2 Maintaining the Vendor Group Assignment
181
4.7.3 Maintaining the Check Type ID Name
182
4.7.4 Maintaining the Check ID
183
4.7.5 Maintaining the Schemata Assignment
184
4.7.6 Maintaining the Restrictions
185
4.8 Summary
186
5 Assigning Tasks through Business Roles
187
5.1 SAP Invoice Management Role-Based Framework
187
5.2 Baseline Roles in SAP Invoice Management
190
5.2.1 Baseline Roles
190
5.2.2 Baseline Templates
191
5.2.3 Accessing Roles and Templates in the System
192
5.2.4 Accessing Template Fields
195
5.2.5 Accessing Template Field Details
196
5.3 Configuring Roles
197
5.3.1 Assigning Templates to Roles
198
5.3.2 Assigning Values to Active Templates
199
5.4 Creating Custom Roles
205
5.5 Testing Business Roles
207
5.6 Best Practices for Role Design and Implementation
208
5.7 Summary
209
6 Resolving Exceptions
211
6.1 Anatomy of an Action
211
6.2 Creating Custom Actions
215
6.2.1 Creating a Batch Data Communication Action
215
6.2.2 Creating a Referral Action
221
6.2.3 Creating an Action by Class Method
222
6.3 Assigning Actions to Business Rules
224
6.4 Summary
227
7 Posting and Parking Invoices
229
7.1 Finalizing an Auto-Posting Invoice
230
7.1.1 Source-to-Pay
230
7.1.2 Designing and Configuring Automatic Postings for a Purchase Order Invoice
231
7.1.3 Activating Auto-Posting for the Document Processing Document Type
232
7.1.4 Configuring Preset Conditions for Automatic Posting for Fields
233
7.1.5 Configuring Data for Automatic Posting
234
7.2 Managing Blocking Workflows
235
7.3 Working with Parked Invoices
240
7.3.1 Parked Invoice Process Overview
241
7.3.2 Configuring Automatic Parking for the Document Processing Process
242
7.3.3 Configuring Automatic Parking for Document Processing Exceptions and Business Rules
244
7.4 Summary
245
8 Approving Invoices without Purchase Orders
247
8.1 Defining Approval Strategies
247
8.2 Level-Based Approvals
249
8.3 Approval Flow Settings
250
8.3.1 ID Details
252
8.3.2 Mapping Your Approval Flow Settings ID
254
8.4 Configuring Responsibilities via the Chart of Authority
257
8.4.1 User Assignment
257
8.4.2 Approval Limit/Level
261
8.4.3 Coder/Requester Details
262
8.4.4 Approver Details
264
8.4.5 Coder Settings
265
8.4.6 Substitutions
265
8.4.7 Alternate Chart of Authority
267
8.5 Document Processing: Parked and Posted Approvals
268
8.5.1 Document Processing Approvals
268
8.5.2 Parked Approvals
269
8.5.3 Posted Approvals
271
8.6 Summary
275
9 Designing Your Invoice Management System
277
9.1 Configuring the Basic Settings for a Document Type
277
9.2 Considering Regional Variants
282
9.2.1 Maintaining Characteristic-Specific Attributes
282
9.2.2 Maintaining Characteristic-Specific Process Types
284
9.2.3 Mapping ArchiveLink Document Types to Countries
285
9.3 Determining the Document Type
286
9.4 Setting Up Users, Roles, Priorities, and Authorizations
289
9.5 Setting Up Notifications
291
9.6 Setting Up the Return to Vendor Function
293
9.7 Implementing Test Strategies
295
9.8 Summary
297
10 Reporting and Compliance
299
10.1 Basic Data Collection
300
10.1.1 Central Reporting Common Infrastructure
300
10.1.2 Setting Up the Infrastructure
301
10.1.3 Collection
303
10.1.4 Aggregation
304
10.2 Central Reports
305
10.2.1 Exception Analysis
306
10.2.2 Audit Report
309
10.2.3 Summary Report
310
10.2.4 Key Performance Indicator Dashboard
311
10.3 Reports for Real-Time Invoice Status
313
10.3.1 VIM Analytics
313
10.3.2 Automation Report
322
10.3.3 VIM Invoice Workplace
323
10.4 Reports for Invoice Lifecycle
325
10.5 Visualizing Report Data
328
10.5.1 SAP S/4HANA Embedded Analytics
329
10.5.2 Content for SAP Business Warehouse
331
10.6 Meeting Compliance Requirements
331
10.6.1 Segregation of Duties
332
10.6.2 Record Keeping
334
10.7 Summary
335
11 Maximizing the User Experience
337
11.1 User Interfaces
338
11.2 Document Processing Dashboard
339
11.2.1 Using the Document Processing Dashboard
339
11.2.2 Configuring the Document Processing Dashboard
342
11.2.3 Modifying the Indexing Screen
343
11.3 Approval Dashboard
346
11.3.1 Approving Invoices with the Dashboard
347
11.3.2 Customizing the Approval Interface
350
11.4 Invoice Exception Dashboard
354
11.4.1 Header Level Dashboard
354
11.4.2 Line Level Dashboard
356
11.5 SAP Fiori Applications
358
11.5.1 Accessing SAP Fiori Apps
360
11.5.2 The Five Steps of Efficient Invoice Processing with SAP Fiori
361
11.5.3 Capture Validation Workplace App
361
11.5.4 Enter Cost Assignment App
363
11.5.5 Approve Invoices App
364
11.5.6 My Approved Invoices App
365
11.5.7 Invoice Exceptions App
366
11.5.8 Confirm Quantity and Price App
367
11.5.9 Configuration
368
11.6 Configuring and Maintaining SAP Fiori Task App Perspectives
369
11.6.1 Work Object Types
369
11.6.2 Perspectives
370
11.6.3 Data Binding
371
11.6.4 Perspective Texts
373
11.7 Summary
375
12 Managing Complex Infrastructures
377
12.1 Considering Your Integration Architecture
377
12.2 Configuring the System Landscape Directory
379
12.3 Working across Multiple Systems
384
12.4 Centralizing Reporting
386
12.5 Integration with Central Finance
389
12.6 Working with External Procurement Solutions
390
12.7 Summary
397
13 Preparing for an SAP Invoice Management Project
399
13.1 Selecting the Project Methodology for an SAP Invoice Management Deployment
400
13.1.1 SAP Activate Overview
400
13.1.2 Discover Phase
402
13.1.3 Prepare Phase
408
13.1.4 Explore Phase
409
13.1.5 Realize Phase
416
13.1.6 Deploy Phase
420
13.1.7 Run Phase
421
13.2 Designing a Training Strategy
422
13.2.1 End-User Training, Adoption, and Enablement
423
13.2.2 Administrative and Configuration Training
426
13.3 Accessing Product Documentation
428
13.4 Summary
432
Conclusion
433
The Authors
437
Index
439