Johannes Auer

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SAP VIM customizing



Hinweis: Wir veröffentlichen alle Blogbeiträge ausschließlich auf Englisch.

Category: SAP VIM

Articles, guides, and case studies on SAP Vendor Invoice Management (VIM) by OpenText—configuration tips, ABAP/VIM debugging, workflow design, e-invoicing, Fiori apps, and real-world lessons to optimize invoice processing in SAP.

  • Quick Fix: Resetting Document Layout Learning Data in SAP VIM

    Quick Fix: Resetting Document Layout Learning Data in SAP VIM

    Are you struggling with single documents extracting wrong data in SAP VIM inbound process after coming back from extraction by IES (Intelligent Capture for SAP Solutions [IC4S] or Core Capture for SAP Solutions [CC4S])? Wrong training might be the reason for this.

    The good news: You don’t have to reset all training data. With just a few steps, you can identify and reset the learning data for one specific layout.

    What is a Document Layout?

    On a very high level a Document Layout is a unique identifier for all documents that look the same. Meaning that usually all documents from one vendor share the same document layout while the content is different. In some cases it can also be that multiple vendors are using the same layout id. Machine learning through validation and feedback usually affects only one Document Layout.

    How can I identify my LayoutID?

    We can quickly find the Layout ID in the Inbound Administration:

    /otx/pf03_wp
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    First you need to know your Registration ID or Target ID.

    RegID is the ID you see in the Validation Client.

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    Example: RegID shown in the Validation Client for Windows

    Target Key is the Workitem ID in the target process (e. g. VIM Doc. Id for invoice processing.

    The Target Key may not be unique in your system. There can be an invoice with Doc. Id. 1 and an order confirmation using the same target process key.

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    Example: VIM Doc. Id in VIM Invoice Workplace ( /OPT/VIM_WP )

    Once you know which ID to use for identifying your document you can utilize the selection pane. Make sure to press Apply once you have filled Registration ID or Target Process Key.

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    Once you have identified the document you want to reset the learning data for you can read the value in column Document Layout Id:

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    How can I reset the learning data for my Layout ID?

    1) Switch to Work Center IES Administration

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    2) Select Layouts

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    3) Filter for your Layout Id and choose Reset Layout.

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    Conclusion

    Resetting the learning data for a single layout in SAP VIM is a simple yet powerful way to fix recurring extraction issues without impacting other vendors or document types. By identifying the correct Layout ID, verifying which documents are linked to it, and resetting only that layout, you avoid unnecessary retraining and keep your inbound process running smoothly.

    This targeted approach helps you regain accuracy quickly, reduces manual corrections, and ensures that SAP VIM continues to learn the right patterns from your documents.

    At the end of the day, machine learning in SAP VIM Capture follows a simple rule: “garbage in, garbage out” If your training data is wrong, your results will be wrong. Resetting the layout gives you the chance to fix the root cause instead of just correcting errors endlessly.

    If you have the impression that your capture application does not learn at all check out the article If your SAP VIM Capture feels like it is not learning at all, it might be missing this crucial setting!

    Training

    If you want to dive deeper into validation, training, and optimization of OpenText Capture in SAP VIM, check out my Udemy course: OpenText Capture Validation for SAP VIM & Beyond Invoices – where I walk you through practical examples, tips, and real-world troubleshooting strategies.

    Your team could be spending hours every week on avoidable validation tasks — a frustrating effort that can often be avoided with the right setup and training. In this course, I walk you through practical examples, proven tips, and real-world troubleshooting strategies to help you cut down on wasted time and improve accuracy.

  • Struggling With Logic Modules in SAP VIM? Here’s How to Master the Debugger (Without Going Crazy)

    Struggling With Logic Modules in SAP VIM? Here’s How to Master the Debugger (Without Going Crazy)

    This article is intended for informational purposes only and does not supersede or replace the official documentation provided by OpenText. It serves as supplementary guidance to assist with common challenges. For authoritative instructions and compliance requirements, refer to OpenText’s official documentation and support. Do not use this in production systems.

    Debugging Logic Modules in SAP VIM is rarely straightforward. Setting multiple breakpoints, stepping through code execution, and still failing to reach the relevant section can quickly become frustrating and time-consuming.

    However, there’s a little-known approach that can make this process far more efficient.

    In case you are interested in creating your own Logic Module in VIM check this article: How to Create a Custom Logic Module (Data Enrichment) for SAP VIM Invoice Processing (Step-by-Step Guide)

    The Hidden Program That Simplifies Debugging

    Within the SAP VIM development packages, there is a program that can be executed via transaction SE38:

    /OPT/DR_BPF_TEST

    This program does not appear in the standard OpenText documentation, which means many consultants are unaware of its existence. Yet it provides a structured way to analyze and debug Logic Modules.

    Key Capabilities

    • Display a list of all Logic Modules executed for a given document
    • View the sequence of module calls in detail
    • Decide whether to simulate the process start, rerun business rules, or both.
    • Set a breakpoint in the code and execute the program in SE38 to jump into the debugger without detours

    This transforms debugging from a trial-and-error exercise into a transparent, manageable process. Instead of relying on chance to intercept the correct module, you can work systematically through the exact logic that is being applied.

    How to use it

    1. Execute the program in SE38
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    2. Enter the corresponding VIM DP document ID, decide if you want to check the process start, the re-run of business rules or both and decide if you want to show the modules only or process them:
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    3. Benefit from a clean list that gives all relevant information for debugging Logic Modules. You can pick up the class name, set a breakpoint in the code and repeat.
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    Why This Is Valuable

    Effective debugging is essential in every OpenText Vendor Invoice Management for SAP Solutions (VIM) project, whether for customizing workflows, implementing enhancements, or analyzing issues in production support. By providing direct insight into the sequence and behavior of Logic Modules, /OPT/DR_BPF_TEST can significantly reduce the time spent on troubleshooting.

    Because this tool is not part of the official documentation, knowledge of it can provide consultants and project teams with a clear advantage when working on complex VIM implementations.

  • What is Smart Coding and how can I use it in SAP VIM?

    What is Smart Coding and how can I use it in SAP VIM?

    This article is intended for informational purposes only and does not supersede or replace the official documentation provided by OpenText. It serves as supplementary guidance to assist with common challenges that may arise. For authoritative instructions and compliance requirements, refer to OpenText’s official documentation and support.

    In the world of Accounts Payable automation, efficiency is king. One of the standout innovations in Open Text Vendor Invoice Management (VIM) for SAP Solutions is Smart Coding — a feature designed to make invoice processing faster, more accurate, and less dependent on repetitive manual entries.

    What is Smart Coding?

    Smart Coding is a machine learning–driven function in VIM that helps users automatically assign coding proposals to invoice line items. Instead of manually entering cost centers, GL accounts, or other coding data every time, VIM learns from historical postings and suggests coding values during document indexing.

    Availability of this feature depends on your VIM version, and the specific fields that can be learned may differ.

    Benefits of Smart Coding

    • Time savings: Reduces manual effort in entering repetitive cost allocations.
    • Consistency: Ensures coding aligns with historical and organizational patterns.
    • Fewer errors: Minimizes the risk of incorrect GL postings.
    • Scalability: Supports large volumes of invoices without increasing headcount.

    Basic Model and PAL Model: What’s the difference?

    In Open Text VIM Smart Coding, the Basic Model and the PAL Model differ mainly in complexity and accuracy.

    The Basic Model is a simple, frequency-based approach. It analyzes historical postings for a given company code and supplier, then suggests a GL account and cost object based on how often that combination was used before. It’s easy to set up and works as a foundation, but it’s limited to pattern recognition and doesn’t adapt well to complex scenarios.

    The PAL Model, on the other hand, is powered by SAP HANA‘s Predictive Analytics Library (PAL). It applies machine learning, using multiple factors like company code, supplier, requester, expense type, tax rate, and invoice amount to generate proposals. This makes it far more accurate and dynamic than the Basic Model, but it requires SAP S/4HANA with PAL installed and builds on the Basic Model‘s training.

    In short: the Basic Model is static and straightforward, while the PAL Model is context-aware and designed for higher accuracy in real-world invoice coding.

    How to activate Smart Coding

    Step 0: Read the documentation and test in a sandbox environment first.

    Make sure to check chapter Smart coding in OpenText Vendor Invoice Management for SAP Solutions: Configuration Guide for Invoice Solution. Please understand that Step 1 deletes all coding statistics from your system.

    Step 1: Delete Coding Statistics

    To start with a clean surface the first step is to delete what is in the system using T-Code /OTX/PS302_TRAIN_CODING_DELETE.

    Warning: This will delete the coding statistics in the selected system!

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    Step 2: Train Coding Statistics: Basic Model

    Now that we have an empty Smart Coding environment we start by training the basic Smart Coding model using /OTX/PS302_TRAIN_CODING.

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    For the first run always use the “Test Mode” to make sure everything is working correctly. If the first run in test mode was successful, it can be repeated without test mode.

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    From this point of time it is already possible to use smart coding in the system by clicking on Smart Coding button in the Line Items Tab on the Indexing Screen:

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    Step 3: Train Coding Statistics: PAL Decision Model

    To use the more advanced PAL Decision Model you must ensure that your system has the following prerequisites in place:

    • SAP S/4 HANA
    • PAL model installed and activated
    • Basic Model training is completed (Step 2)
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    Similar to the Basic Model: for the first run always use the “Test Mode” to make sure everything is working correctly. If the first run in test mode was successful, it can be repeated without test mode.

    Once you have completed the training for the PAL Decision Tree Model you can see an entry in VIM Central Workplace (/n/OTX/PF03_WP) in work center Smart Coding:

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    Final Thoughts

    Smart Coding in OpenText VIM can offer significant benefits — especially for organizations processing moderate to high invoice volumes. It has the potential to reduce manual data entry, improve consistency, and help teams spend less time on repetitive tasks. However, it’s important to keep expectations realistic:

    • Smart Coding usually requires a period of training before it produces reliable results. Initially, proposals will need review, and accuracy may be limited for uncommon combinations or new suppliers.
    • The PAL model improves accuracy over the basic model, but it also requires a solid foundation: enough historical data, correct setup, and ongoing monitoring.
    • Smart Coding won’t eliminate coding errors entirely. Edge cases, exceptions, complex allocations, or unusual cost objects will still require human intervention.
    • Benefits are greatest when invoice volumes are high and coding rules relatively stable. In very volatile or complex environments, the value may be less dramatic.


    In short: Smart Coding can be a useful tool to help reduce workload and increase consistency, but it’s not a magic bullet. Proper expectation setting, pilot testing, and incremental rollout are key for getting good value.

    What has been your experience with Smart Coding so far? Did it meet your expectations, or did you run into challenges? Share your thoughts in the comments below — I’d love to hear them.

  • Let’s Make History! Enabling the SAP VIM Workflow History Log

    Let’s Make History! Enabling the SAP VIM Workflow History Log

    This article is intended for informational purposes only and does not supersede or replace the official documentation provided by OpenText. It serves as supplementary guidance to assist with common challenges. For authoritative instructions and compliance requirements, refer to OpenText’s official documentation.

    When working with OpenText Vendor Invoice Management (VIM) for SAP, one of the most overlooked yet powerful features is the Workflow History PDF Log. This capability automatically generates a comprehensive PDF at the conclusion of the VIM process—capturing every key detail, from process milestones and approvals to workflow logs and user comments.

    This isn’t just a convenience for auditors or a checkbox for compliance. It’s a transparent, time-stamped audit trail that gives AP managers and business users immediate visibility into how an invoice was handled. What’s more, the history log is securely archived and linked to both the DP document and the SAP invoice—so it’s always accessible and never lost.

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    Benefits of the Workflow History PDF

    • Audit-ready: A single document with all approvals, comments, and workflow steps.
    • Transparency: Clear visibility into who did what and when.
    • Compliance: Securely archived and linked to the invoice for future reference.
    • Flexibility: Can be customized to include company-specific information.
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    How to Set It Up

    You configure the PDF history log within a profile which describes all settings for the creation of the PDF history log. You assign this profile to a OpenText VIM for SAP process step.


    You must specify that the PDF history log will be created at the end of the OpenText VIM for SAP process. To enable the creation of the PDF history log, you must assign the profile for the PDF history log (default profile: HISTORY) to the OpenText VIM for SAP process “VIM process is finished”. Without this, the PDF history log will not be created at the end of the OpenText VIM for SAP process.

    1) Define the profile for the PDF History Log

    Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice Management Invoice Solution > Cross Component Configuration > PDF Log >Maintain Customizing Profiles.

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    The PDF profile ‘HISTORY‘ is delivered with the baseline. You can either customize it or create your own custom profile.

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    In the Define Profiles screen, you will find the following parameters that are specific for the PDF history log:

    PDF Log Class
    The complete logic of the PDF history log is included in the PDF log class /OPT/CL_C_PDF_LOG, which is delivered with the baseline. You can enhance the class by redefining components of the class within a custom class, which you can maintain instead of the baseline class.

    PDF Form Type
    Enter the type of the PDF form.

    Currently, Smart Forms is the only available entry for this field. However, it is also possible to redefine the logic of the PDF log class /OPT/CL_C_PDF_LOG within a custom class to support other techniques, for example SAP Interactive Forms.

    Default value: Smart Forms

    Form Name
    Enter the name of the SAP Smart Forms form.
    Baseline delivery includes a Smart Form /OPT/C_WORKFLOW_HISTORY01. You can copy the Smart Form using the smartforms transaction and adjust it to
    your needs. You can maintain this adjusted Smart Form in the Form Name box instead of the baseline Smart Form. The baseline Smart Form uses the SAP Smart Style /OPT/C_SF_STYLE01 for the format options of the Smart Form, for example the font and the font size of headers or default paragraphs. You can copy the Smart Style using the smartstyles transaction and adjust it to your needs. Additionally, copy the Smart Form and maintain your new Smart Style in the Output Options tab of the Form Attributes screen of the Smart Form.

    Document type
    Enter the archive document type to be used for archiving the PDF history log. Within baseline, the archive document type /OPT/PDF is delivered (we suggest that you create your own archive link document type for this).

    You must link the archive document type to the OpenText VIM for SAP Business Object and to SAP Business Objects (in case it’s not already linked by default, you can link the document type ‘/OPT/PDF’ to object types ‘/OPT/V1001’ and ‘BKPF’ via transaction OAC3).

    Overwrite
    Select this check box to overwrite PDF history logs that have already been linked to the DP document and its SAP invoice with the same archive document type.
    It is possible to create a PDF history log to a DP document manually by using the /OPT/CR_PDF_LOG report. When using this report, a PDF history log linked to the DP document and its SAP invoice can already exist.

    Selecting the Overwrite check box deletes the physical PDF document (the PDF history log) and its links to the DP document and the SAP invoice. This PDF history log can either be created manually or automatically.
    Default value:

    2) Assigning the profile to a OpenText VIM for SAP process step

    To create this PDF history log at the end of the OpenText VIM for SAP process, you must assign the profile to the VIM process is finished process step for your company codes. If you leave Company Code empty, the setting is used for all
    company codes.

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    By setting up the Workflow History PDF log, you create a single source of truth for your invoice processes. With just a few configuration steps, your organization gains audit-ready documentation, transparent tracking of every approval and action, and a secure archive that is always accessible.

    Whether for compliance, audit preparation, or day-to-day process insight, the Workflow History PDF log ensures that your AP processes are not only more transparent but also more reliable and future-proof.

  • How to Create a Custom Logic Module (Data Enrichment) for SAP VIM Invoice Processing (Step-by-Step Guide)

    How to Create a Custom Logic Module (Data Enrichment) for SAP VIM Invoice Processing (Step-by-Step Guide)

    This article is intended for informational purposes only and does not supersede or replace the official documentation provided by OpenText. It serves as supplementary guidance to assist with common challenges that may arise during installation and upgrades. For authoritative instructions and compliance requirements, refer to OpenText’s official documentation.

    When working with SAP Vendor Invoice Management (VIM), standard configurations often cover the majority of business needs — but not all of them. In many projects, there comes a point where additional data enrichments are required to ensure invoices are processed correctly and efficiently. This is where Logic Modules come into play. Logic Modules allow you to extend VIMs capabilities by injecting custom ABAP code into the document processing flow.

    In this guide, I’ll walk you through creating a simple data enrichment logic module, step by step: from the ABAP implementation to configuration in /n/OPT/SPRO and finally the mapping to document types. By the end, you’ll have a working example that you can adapt to your own project requirements.

    1. Creating the logic module class

    Creating the logic module class using superclass /OPT/CL_D_LM_SUPER.

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    Redefine method /OPT/IF_D_BP_MODULE~PROCESSING

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    A very minimalistic logic module can just consist of one line:

      METHOD /opt/if_d_bp_module~processing.
    ev_success = 'X'. "this is important!
  ENDMETHOD.

    It is important to remember giving back ev_success = ‘X’ in logic modules as the missing success indicator can cause the following logic modules to not start.

    “Success” in this case does not mean that actual data was enriched but just that the logic module did not encounter any issue. This is different in VIM Beyond Invoices Data Enrichments where you only want to give the success marker back when there was really data enriched.

    As an empty logic module does not bring any benefit so lets give it some simple logic. Here’s a basic example that sets an empty reference number to “Test” + DocID::

      METHOD /opt/if_d_bp_module~processing.

* in case the reference number is empty we fill it with "Test" and the current docid. Resulting in e. g. "Test5" for Doc. ID 5.
    IF cv_index_header-xblnr IS INITIAL.
      CONCATENATE 'Test' cv_index_header-docid INTO cv_index_header-xblnr.
    ENDIF.
    
    ev_success = 'X'. "this is important!

  ENDMETHOD.

    Save and activate your Logic Module class.

    2. Defining a Logic Module

    Now that we have created the logic module class lets head to /n/OPT/SPRO and navigate to Document Processing Configuration > Document Type Configuration > Logic Module Processing > Logic Module Processing

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    Create an entry with an unique Module ID, a meaningful descripton and the name of the class you just created:

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    It is a good practice to start custom logic modules with a “Z” and stick to the naming convention from product standard.

    Example: “ZN_ITEM_001” is affecting NPO Invoices and updates line item information (001 is a running number) while “ZP_HEAD_001” is affecting PO-Related invoices and header information is updated.

    Remember the name and move on to the next step.

    3. Processing Definition and Module Processing Steps

    You can Imagine a “Processing Definition” as a collection of logic modules which you can later assign to a DP document type like “Z_NPO” or “PO_75”. It is not possible to directly assign a logic module to a document type therefore lets create a Processing Definition. Add a Process ID and a Description and you can move on the “Module Processing Steps”:

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    For a basic processing definition with just one module you can simply add a counter (We suggest using 10 so you can add something before this module later), the Module ID we defined before, the “Active” checkbox and the Processing mode (Run only at processing start, only when re-running business rules or both):

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    Now we have created our collection of logic modules (with just one logic module for now) and can can move on to the next step: Process Mapping.

    4. Mapping groups of Logic Modules (“Processing Definition”) to DP Document Types

    To complete the setup you simply assign you Process ID (“Processing Definition”) to one or more DP Document Types:

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    Official Documentation

    Always cross-check your setup with the official Open Text Guides. Starting with chapter “Processing logic modules” in “OpenText Vendor Invoice Management for SAP Solutions: Configuration Guide for Invoice Solution” (for your Version of VIM) is good idea.

    Outro

    Logic Modules are a powerful way to adapt SAP VIM to the unique requirements of your organization. Even though the example shown here is very simple, the same principles can be applied to implement far more complex business logic — from tax code adjustments to automated field population.

    By following the approach outlined above, you now have a blueprint for creating, configuring, and deploying your own custom Logic Modules. With this flexibility, VIM becomes not just a standard solution but a platform you can tailor precisely to your processes.

  • Stay Ahead of SAP VIM Compatibility Issues: the Orange Compatibility Matrix for VIM and Capture

    If you’re managing SAP Vendor Invoice Management (VIM) and Capture solutions, ensuring compatibility between different software versions is critical. Open Text provides an invaluable resource—the “Orange Compatibility Matrix”—to simplify this.

    What is the Orange Compatibility Matrix?

    The Orange Compatibility Matrix is an essential document provided by Open Text that outlines which versions of OpenText Vendor Invoice Management for SAP Solutions (VIM) are compatible with various Open Text Capture solutions. It clearly displays supported configurations, ensuring you always pair compatible software versions to maintain system stability and optimize performance.

    How to Obtain the Orange Compatibility Matrix:

    1. Navigate to support.opentext.com.
    2. Log in using your Open Text Support credentials.
    3. In the search bar, enter KB0795415.
    4. You’ll be directed to the article with a download link for the latest “Orange Compatibility Matrix for VIM and Capture for SAP Solutions”.
    5. Download and refer to the matrix when planning software updates or troubleshooting compatibility issues.
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    Why is the Orange Compatibility Matrix Useful?

    • System Stability: Ensures your system operates reliably by confirming compatibility between VIM and Capture solutions.
    • Support Assurance: OpenText Support verifies compatibility using this matrix. Unsupported combinations are not eligible for official support, potentially leaving your organization without assistance during critical issues.
    • Simplifies Upgrade Planning: Clearly see what combinations of VIM and Capture solutions are certified to work together.

    Regularly checking the Orange Compatibility Matrix will keep your SAP VIM environments running smoothly.

  • If your SAP VIM Capture feels like it is not learning at all, it might be missing this crucial setting!

    This article is intended for informational purposes only and does not supersede or replace the official documentation provided by OpenText. It serves as supplementary guidance to assist with common challenges that may arise during installation and upgrades. For authoritative instructions and compliance requirements, refer to OpenText’s official documentation.

    The capture component used in conjunction with OpenText Vendor Invoice Management for SAP Solutions (SAP VIM) is usually Intelligent Capture for SAP Solutions (short: IC4S; on premise) or Core Capture for SAP Solutions (short: CC4S; hosted in the OpenText Cloud).

    Continuous feedback allows the capture component of VIM to read and interpret more and more incoming .pdf-documents fully or partly. In some systems, however, it is simply never switched on. As a result, the automatic recognition of data on the documents never improves and a high manual validation effort is required. This is not only annoying but also expensive.

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    How does the learning work?

    In simple terms, the process for continuous learning works like this:

    1. The system (IC4S or CC4S) extracts as much data as possible from the document
    2. The extracted data is corrected and supplemented by users in the validation client.
    3. The corrected results are sent back to the capture component via the so-called feedback link, which expands the set of rules for extracting data and generally delivers a better result for the next similar document.
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    What is an Archive Link Document Type?

    An Archive Link Document Type refers to a classification used for documents that are stored in an external archive system but linked to SAP transactions via SAP ArchiveLink. ArchiveLink is an SAP technology that enables the connection of external document management systems (DMS) to SAP applications.

    In the simplest case, there is one archive link document type in a VIM project for storing, for example invoices, let’s call it “ZINVOICE”. Whether the learning is executed or not depends on the settings assigned for this archive link document type.

    In VIM projects, usually one or more archive link document types are created for both invoicing and non-invoicing processes. These allow you to create your own scenarios independently of the document types supplied with the product.

    My recommendation here is always to create your own archive link document types. This makes customization easier and you don’t run the risk of accidentally resetting all possible settings during the next VIM upgrade. However, this also opens the door for the customizing mistake which I describe in this article.

    Is my system learning or is it standing still?

    You can find out in just a few minutes whether your system is learning, or at least is encouraged to learn (in addition to this setting, there are also other reasons that can prevent learning).

    First we find out which Archive Link document type we are using, the quickest way to do this is in transaction /OTX/PF03_WP (VIM Central Workplace) in the work center Inbound administration.

    /otx/pf03_wp

    Select the “Processed” note and select the line of a recently processed document.

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    In the line you can scroll to the right until you see the column “Document type”. Note all the Document types you are using. For example “ZINVOICE”.

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    The next step ist to check the customizing in /OTX/PF00_IMG.

    /otx/pf00_img

    Navigate to Inbound Configuration > Capture > Feedback:

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    In the table you should see all active archive link document types you are using with an active checkbox next to them:

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    In case you archive link document type is missing here there will be no learning taking place after validating documents. This means that your validation process does not generate a sustainable learning effect but is only valid for the current document.

    My learning is not activated, how do I solve the problem?

    The problem is quickly solved. Add the missing entry in the development system, test, transport and the issue is resolved (learning will only take place for newly processed documents).

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    Why didn’t we realize this earlier?

    In the case of non-invoice-related document processes, the problem is usually immediately apparent because without learning results, not a single field (with the exception of business entities) is recognized and therefore an exorbitantly high validation effort is required.

    The situation is different for invoice-related processes, where the product standard already provides basic recognition results, which are then improved by validation. Therefore you already have a basis of recognition results and do not initially notice that the feedback is missing.

    Conclusion

    This setting is very simple but unfortunately easy to overlook. The system does not complain about the missing setting and everything initially appears to be working. If this article has helped you to resolve a big problem in a simple way, I would be happy if you share it!

  • Never forget this step before activating Business Configuration Sets (BC-Sets) for OpenText Vendor Invoice Management for SAP Solutions (SAP VIM) upgrade in SCPR20

    This article is intended for informational purposes only and does not supersede or replace the official documentation provided by OpenText. It serves as supplementary guidance to assist with common challenges that may arise during installation and upgrades. For authoritative instructions and compliance requirements, refer to OpenText’s official documentation.

    When upgrading or installing OpenText Vendor Invoice Management for SAP Solutions (SAP VIM), it is often necessary to activate so-called BC Sets (Business Configuration Sets). A BC Set (Business Configuration Set) in SAP is a tool that allows users to store, manage, and transport configuration settings efficiently. It acts as a template for predefined customizing settings that can be applied to an SAP system, ensuring consistency and reducing manual effort in system configuration.

    Check all the available documentation before starting with the activation

    Compiling a list of the necessary BC Sets and activating them in the correct order can be challenging, especially given the current state of the VIM documentation.

    To ensure a smooth process, it is essential to not only refer to the Installation Guide but also carefully review the Configuration Guides and Release Notes. Also refer to the documentation for all service packs included in the upgrade, not only the latest one.

    Never forget to export the table comparison

    One of the most critical steps when performing an upgrade—especially in complex SAP environments—is to conduct a thorough comparison between the BC Set and the existing table contents before activation. This step ensures that no essential configurations are overwritten, lost, or modified unexpectedly, which could lead to system inconsistencies or functional disruptions.

    During an upgrade, new BC Sets introduced by OpenText may contain updated settings that enhance functionalities or align with new system requirements. However, they may also overwrite existing custom configurations, potentially impacting workflows, document processing, or approval rules. A careful comparison allows you to identify discrepancies, retain necessary custom settings, and selectively adopt only the relevant changes.

    To prevent accidental data loss, it is highly recommended to create a complete backup of the table contents before making any modifications. This backup acts as a safety net, allowing you to restore previous configurations if unexpected issues arise during or after the activation of new BC Sets.

    Taking the time to perform this verification process not only safeguards critical system settings but also minimizes downtime and troubleshooting efforts in case of unintended changes. In the following section, we will go through the exact steps to compare BC Sets with table contents and securely back up configurations before proceeding with the upgrade.

    Exporting the SCPR20 table comparison to .html (without cutting off important tables by mistake)

    Entering the comparison in SCPR is easy by clicking on the button below:

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    The displayed list usually shows you all the data which is different (yellow) or new (green).

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    In general, the export of the table comparison is often forgotten. However, if the export is carried out, there is another pitfall that should not be overlooked, otherwise data may be lost. We have to go into the output options for this.

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    The output width is set to 150 by default, increase the number to 800. if tables, labels and content exceed 150 characters, they will otherwise be cut off and important information may be lost. Please also check whether 800 is sufficient here, I have not noticed any data loss in the exported files with this number. Do not change anything else in these settings.

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    Now that we have prevented the file from being truncated, we can continue with the export. To do this, we go to List, Save/send and then to File.

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    I prefer to save the comparison files as .html. This is small, clear and universally applicable. In addition, I don’t have to worry about Microsoft Excel versions and separators.

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    For the file name I recommend using the BC Set name with “/” replaced by “_”. Also creating a folder per service pack level does help to keep the overview. I also recommend to replace the suggested .htm with .html. At least on my computer this helps with directly opening in my browser on double click.

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    The export gives you a .html file which is lightweight and provides a very good overview. I recommend storing all the BC-Set comparisons together with your documentation. This is applicable for every single BC-Set in every service pack level.

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    If you have paid very close attention, you will notice that in the screenshot above the BC sets of VIM 7.6 SP 5 are compared with the table contents of VIM 7.6 SP 6. This is of course not a realistic scenario and the BC sets should never be activated as shown in the comparison.

    One of the main reasons I prefer using .html as an export format is that it allows for seamless copying and pasting into Excel while preserving the structure and formatting of the data. Unlike plain text or CSV files, which may require additional adjustments, HTML tables often retain proper column alignment, making the data immediately usable for further processing, analysis, or reporting in Excel. This method helps avoid common issues like misaligned columns, missing delimiters, or incorrect data types, ensuring a smooth workflow when handling exported information.

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    Conclusion

    This may seem like a lot of effort, but failing to carefully verify BC Sets before activation can lead to serious issues. If a BC Set overwrites an important configuration, and you only realize it after deploying transport requests into the production system, it becomes extremely difficult to trace back what was changed and when. At that point, identifying the root cause of the issue can be time-consuming and complex, often requiring manual comparisons, system rollbacks, or troubleshooting unexpected system behavior. Taking the time to perform a thorough review and backup beforehand can save countless hours of debugging and help avoid disruptions in critical business processes.

    With that in mind, I hope this guide helps make your VIM upgrade process smoother and more efficient. Wishing you great success with your upgrade.

  • Using ABAP Debug Loops in OpenText Vendor Invoice Management for SAP Solutions (SAP VIM)

    When analysing problems in OpenText Vendor Invoice Management for SAP Solutions (SAP VIM), depending on the system architecture and authorisations, there are parts of the source code that are very difficult to access with the ABAP debugger. This is the case, for example, with data enrichments (e.g. logical modules) executed by a background user at the start of the process.

    A debug loop is an endless loop in the code which you can activate when required. The infinite loop allows you to find and debug the running code in the process monitor.

    Adding a debug loop to your ABAP code

    In order to be able to use a debug loop, it is first necessary for it to exist. This is the case in many parts of the product standard, but should not be forgotten in custom developments either. A debug loop can look like this, for example:

    ABAP
    DO.  

  SELECT SINGLE value 
  FROM /opt/cp_debug 
  INTO @DATA(lv_debug) 
  WHERE debugarea = 'Z_LOGIC_MODULE'.  " keep text below 20 chars
    
  IF lv_debug IS INITIAL.  
    EXIT.  
  ENDIF. 
     
ENDDO.

    Activating a debug loop using the ABAP Editor SE38

    The table /opt/cp_debug has some advantages over self-built tables. It is used in the product standard and the loop can be activated and deactivated with the ABAP Editor (SE38) using the program /OPT/VIM_DEBUG.

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    If a debugging area is activated, the system remains in an infinite loop until it is deactivated again or until the infinite loop is exited manually in the debugger.

    But be careful, the debug loop runs for all users on the system, so this tool should only be used with caution. In the production system only in absolutely exceptional cases and only for a short time in consultation with the system supervisor.

    Some consultants even comment out the coding for debug loops before productive operation, but I find that the possibility of debugging in the P system can be a great advantage for tracking down tricky errors.

    Tip: As you often spend a long time in the code when debugging, I suggest that the debugging loop is always exited via /OPT/VIM_DEBUG. This way you cannot forget to deactivate the loop.

    Starting the debugger in Work process overview (SM50)

    If your debug loop is active, you are ready to go: Provoke the system to run the loop, for example by processing a new document.

    As soon as the corresponding line in the source code is run through, the process stops and we have the opportunity to jump to the debugger, for which we use the transaction code SM50.

    To make it easy to find our process, we switch to the Active Work Processes view.

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    If you cannot find your process, have a look at the System-Wide List. The process you are looking for may be running on a different application server.

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    Now we can select our process and start it via Administration > Program > Debugging in the ABAP Debugger and eliminate the error.

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    Do you have any tips or best practices for dealing with debug loops in ABAP? Let us know in the comments!