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