Invoice Approval (IAP) is the component of VIM that handles the approval processes for both Non-PO based and PO based invoices.
Approvals can be handled at the DP processing stage or after the DP invoice is converted in to a SAP parked document. For DP document based approvals, the process type for DP approval needs to be configured in the system.
In case of parked document approvals, the invoice has to be parked with an appropriate parking reason before an approval process can start.
Depending on the parking reason configuration, an approval workflow starts.
The following are the main features of IAP:
• The approval workflow is a new sub workflow; approval steps are a technically different dialog task, separate from the parking or DP dashboard tasks for the other VIM workflows.
• The approval workflow supports multi level approval. For Non PO invoices, you can achieve this by configuration. For PO invoices, a custom extension is
required. From baseline, PO invoices go through only one approval step (by the requester of the PO).
• The approval workflow supports approvals inside SAP GUI, and, if Web IAP is implemented, outside of SAP (OpenText Approval Portal). Web IAP is an optional component.
• For parked invoice documents, the approval sub workflow is available only for Approval required parking reasons. You can trigger the sub workflow either by configuring the parking reason to be Auto submit for approval or clicking the Submit for approval option.
• For DP invoice documents, the approval sub workflow can be triggered by configuring the Process Type to be Auto submit for approval or clicking the Submit for approval option.
• The approval sub workflow is completed when either the Approved completely or the Rejected completely flag is set on the monitor table.
• You can restart the approval sub workflow by clicking Change parking reason (parked invoice approval) or Submit for Approval (DP invoice approval).
9.1 Overview
People involved in the IAP process
There are several people (roles) that are involved in the IAP process. The actual names might be different; but the activities are the same.
Coder
The person who is responsible for entering accounting data. The coder can be both a SAP user and/or a web user if Web IAP is implemented.
Goods or Service Requester (Requisitioner)
The person who requested the goods or the service.
Approver
The person who is responsible for approving the invoices. The approver can be a SAP user or a web user if Web IAP is implemented.
AP Processor
A member of the Accounts Payable (AP) department who deals with invoices.
The roles that are part of this process are different from the standard roles described in “Roles” on page 29. Since the functional requirements are different for IAP roles compared to other exception processes, a separate role infrastructure is required.
Trigger for the
IAP process When an invoice is parked with a parking reason that requires invoice approval, the IAP workflow gets initiated. It is possible to delay the start of the IAP process by first sending the invoice to the AP processor who can subsequently submit the invoice for approval.
End of the IAP
process There are several activities that mark the end of the IAP process:
• The invoice is finally approved and posted.
• The invoice is deleted.
• The invoice is complete rejected.
Swimlane of the
IAP process The business process for parked invoice approval in the IAP process can be depicted as shown in the following swimlane.
Configuration outline of the IAP process
This section outlines all the aspects of implementation and configuration of the IAP component of VIM.
Note: You can perform most of the configurations using the VIM Customizing IMG with the /OPT/SPRO transaction code.
To configure the IAP process, the following steps are necessary:
• Identify the approval parking reasons or process types.
• Identify any parking reason info that needs to be collected during the parking step.
• Determine the user framework to be used. This deals with configuring or extending the /ORS/USERMAPPING class.
• Identify the approval steps:
• Identify who is responsible for account assignment (Coder role).
• Identify approval logic:
• Who is the first approver?
• How to go up the approval chain (if needed)?
• What marks the end of approval?
• What needs to happen in case of rejections?
• Identify the account assignment screen layout and logic:
• Identify fields to be displayed.
• Identify validation requirements.
• Identify how to display the image during the approval process.
• Identify and configure any global customizing parameters.
9.2 Configuring the Process Type
In case of DP invoice approval, the starting point of the IAP process is the start of the DP workflow. The DP workflow goes through the process types configured for the particular DP Document Type. One of the process types needs to be configured for approval workflow. See “Defining the Process Type” on page 89 for details.
The following screenshot shows the standard process type configuration delivered for the DP IAP process.
9.3 Configuring the Parking Reason
For parked invoice approvals, the starting point of the IAP process is the parking of an invoice. The parking reason chosen determines whether an IAP process is triggered or not. Also the requestor or requisitioner information needs to be entered so that the IAP process can start correctly.
The following screenshot shows the standard parking reason configuration delivered for the Non-PO IAP process.