Help Document for Requestor.

This document covers the action needs to be perform in VIM documents.

Contents
1. Process Type 971- Invoice Image not available (NPO) .............................................................................................. 1
2. User can upload the scan of supporting document in DP> Click on “Service for Object” button: ........................... 2
3. Process type 903- Mismatch of Requestor and Company Code details (NPO) ......................................................... 4
4. Process type 976- Unknown Vendor (NPO): ............................................................................................................. 9
5. Process type 871- Validate Accounting Data (NPO):................................................................................................. 9
6. Process type 770- Validate Bank Details (NPO): ..................................................................................................... 10
7. Process type 941- Approver section incomplete: ................................................................................................... 11
8. Process type 716- Invoice Older than Allowed (NPO):............................................................................................ 14
9. Process type 904- Budget Checking (NPO): ............................................................................................................ 14
10. Process type 956- Requestor Review (NPO) ........................................................................................................... 15
11. Process type 978- Supporting Documents Upload confirmation for ...................................................................... 16
12. Process Type 945 -RCM Interest Check (NPO): ....................................................................................................... 16
13. Process Type 850 - Approval Required (NPO): ........................................................................................................ 17
14. Invoice Return to Vendor: ....................................................................................................................................... 17
15. Self Claims in VIM: ................................................................................................................................................... 18
16. ECMS entry in VIM: ................................................................................................................................................. 19
17. Auto Coding in VIM: ................................................................................................................................................ 20

1. Process Type 971- Invoice Image not available (NPO)

If DP was created using YFB60_VIM route (subject to SSC Management Approval), if Invoice image was not uploaded
at the time of DP creation, then this exception arises. This issue needs to be resolved by providing the Original
Invoice of Vendor to SSC (Share Service Centre).

Requestor can check the Image against the DP (VIM doc no) by entering t-code /N/OPT/VIM_WP

In order to execute, user has to click on Execute and to see Image of document – click on Image tab or Image can be
seen in next screen when click on Execute button.

When user click on Image tab, following screen will appear: -

If Invoice is available with SSC, then Image will be there in DP.

2. User can upload the scan of supporting document in DP> Click on

“Service for Object” button:
And attach approval as Supporting document using Top left button (services for Object -> Create ->
Store Business Document -> VIM : Supporting Documents).
After attachment, user can view the attachment list by double click on particular PDF:-
If invoice is not available with SSC, Requestor to send the original invoice to SSC for uploading in system.

3. Process type 903- Mismatch of Requestor and Company Code details

(NPO)

• This situation may arise when there is no requestor email id available if DP id

• if requestor not available in HR master.

• if requestor company code and DP document company code are different

This DP id has to refer to AP person who can provide correct data for processing of that DP ID.
 Exception is resolved now

1. Process type 801- Invalid Vendor:

 • If vendor not existed in SAP vendor master data.
• Vendor blocked for payment.
• Vendor not extended to company code.

Case must be referred to NPO-AP Processor for resolution.

Case has been referred to Non-PO-AP Processor for correction of vendor code

No-PO AP Processor has changed the vendor code in the DP id (as per company code) which has been routed
to him.
After changing vendor code as per by AP Processor, exceptions will clear.
4. Process type 976- Unknown Vendor (NPO):

This exception will trigger

• If vendor class is unknow 'U' n in table j_1imovend.
• If yes system will check weather vendor is one time vendor is maintained in constant table.
• If not maintained in constant table exception will trigger. If maintained in constant table exception will
be skipped even though vendor is unknown vendor.
Action: Can change vendor or can obsolete DP document or return to vendor

5. Process type 871- Validate Accounting Data (NPO):

Header and accounting data must be validated. If any error comes this exception will trigger.
Case has to refer to NPO-AP Processor for resolution.
 6. Process type 770- Validate Bank Details (NPO):
This exception will trigger

• Currency is 'INR' if vendor does not have bank details in vendor master this exception will trigger
• If invoice bank details (Bank account and IFSC code) do not match with vendor master banks details, exception
will trigger.

Note:

• This exception will not trigger for one time vendor.

Action: Team must inform respective team to update vendor master details. if vendor master does not have details,
we are sending email to vendor.

7. Process type 941- Approver section incomplete:

Prerequisites:
Expense type must be filled.
Company code must be filled.
Other data tab must be filled.

Message Reason Action

Company Code Missing Company code is mandatory for Enter Company code.
determining Division for DOA
filtering.
Expense Type PA(Pre approved) Expense type Pre Approved is not Not applicable.
not allowed used presently.
Expense type DW is not allowed Expense type Pre Approved is not
used presently.
Expense type missing Expense type is mandatory field for Enter in basic data tab - Towards
determining NonPO approval. bottom side > Expense type field. Use
PB - For paper based - Upload
supporting documents. Or ST - For
standard approval - VIM approval.
ECMS approval also available.
DW DW expense type is allowed only for Choose PB or ST if Non-PO based
Expense not allowed for if PO not PO related Downpayments. downpayment invoice. ECMS approval
available is also available.
For DOA clause: <DOA> Amount: Standard approval in VIM. Data is Contact COIS.
<this> record not maintained in not maintained in DOA Master
yvimt_approval
Final Approver Mandatory. Final approver is not maintained Maintain Final approver.

FA Approver not Belong to divisio Invoice posting company code is not Check and correct Final approver
n1 part of Final approver's Division. E.g. employee number in Other data tab.
Marketing Employee cannot approve
Refinery Division DOA.
Final Approver <emp no> is not Approver employee number not Check and correct Final approver
valid approver as per HR Master found as active employee. employee number in Other data tab.
Final Approver of grade AC does DOA mentioned in Other data tab Check and correct Final approver
not belong to valid Grade requires a higher grade person as employee number in Other data tab.
Final Approver.
Final Approver & of Dept & does DOA mentioned in Other data tab Check and correct Final approver
not belong to valid Department requires a person of specific employee number in Other data tab.
department (e.g. HR dept) as Final
Approver.
Final Approver & of Loc & does DOA mentioned in Other data tab Check and correct Final approver
not belong to valid location requires a person from specific employee number in Other data tab.
location (e.g. HO) as Final Approver.
Final Approver & of Org & does DOA mentioned in Other data tab Check and correct Final approver
not belong to valid Org Unit requires a person from specific sub employee number in Other data tab.
department (e.g. L&D in HR) as Final
Approver.
Finance concurrence Required DOA mentioned in Other data tab Enter a FC user employee number in
requires FC as mandatory. the Other data tab.
Finance concurrence not DOA mentioned in Other data tab Remove the FC user employee from
Required . Remove FC user does not required FC. the Other data tab. Contact COIS if this
is not correct.
Finance concurrence & is not FC user employee number not found Check and correct Finance
valid approver as per HR Master as active employee. Concurrence employee number in
Other data tab.
FC Approver not Belong to divisio Invoice posting company code is not Check and correct Final approver
n part of Finance conccurence user's employee number in Other data tab.
Division. E.g. Marketing FC user
cannot concur Refinery Division
DOA.
Finance concurrence user & of Finance concurrence user must be Check and correct Final approver
grade & does not belong to valid not less than 2-steps below employee number in Other data tab.
Grade minimum grade of Final Approver.
Finance concurrence user & of Finance concurrence can only be Check and correct Final approver
Dept & does not belong to valid done by Finance department users employee number in Other data tab.
Department
FC/FA user are invalid as per Both FC User and Final Approver Check and correct FC user and Final
yvimt_approval for DOA : <Doa> , requirements are not fulfilled as per Approver employee numbers in Other
Division : <division> DOA selected. data tab.
Valid counter 2 of DOA <DOA> This is NOT an error message. This is Not action to be taken. You can know
division <1> in yvimt_approval a success message. as per which DOA line the maintained
FC user and Finance approver are
validated by the system.
Unable to determine division. Master data error. Contact COIS.
Maintian YFA_CC_DIV_MAP
table.
Approval Tables not maintained f Master data error. Contact COIS.
or DOA/Division. Maintain
yvimt_approval_h
Expense Type PB Not allowed as Only standard VIM approval is Presently not relevant. Change
per DOA clause Settings allowed for this DOA. expense type to ST in basic data tab.
Expense Type ST Not allowed as Only Paper based approval is Change expense type to PB in basic
per DOA clause Settings allewed for this DOA. Some critical data tab.
DOAs need paper approval.
VIM approval configuration Both Paper based and Standard This DOA many not be relevant for
missing. Maintain expense types are not allowed. Non-PO. Contact local Finance. If ok,
yvimt_approval_h contact COIS.
FC and FA should not be same Finance concurrence and Finance Change either employee number at
approver cannot be the same. Other data tab.
Final Approver should not be in N Final approver cannot be the same Change the AP processor or Final
PO_AP_PROC team as AP processor. approver.
Email ID not maintained for For technical reasons, email ID Update own email ID in SAP by
should be maintained for each user contacting Basis. Presently this data is
in SAP login ID. maintained for all users.
 After referring to Requester, exception will be resolved by requester

8. Process type 716- Invoice Older than Allowed (NPO):

A custom table has been created for maintaining maximum date to which invoices can be allowed to be
processed in system, if any invoice comes beyond that date, system should show error message that “Invoice
older than allowed). Requester has to process the invoices only within that date.

9. Process type 904- Budget Checking (NPO):

Checked only for Revenue items.

Prerequisites:
Line items must be filled in DP.

If there is short fall of Budget in Fund, Fund center and Commitment item, above error will come. User has to
increase the budget as per existing process.

Functionality is also available in "Validate coding" button in Item data tab.

Message Reason Action

 Allocate fund before posting
Budget not available for commitment ID : <>; Budget is not available or invoice so that posting does not
fund center : <>; fund : <> shortfall is there for the same. fail.

10. Process type 956- Requestor Review (NPO)

This exception will trigger
o if invoice is imprest invoice and vendor is one time vendor then if imprest employee number is not available
this exception will trigger.
o Each NPO invoice should be reviewed BY Requestor. When this exception trigger, Requestor has to click on
'Requestor Review Confirmation' button. then this exception will be resolved
 11. Process type 978- Supporting Documents Upload confirmation for
Paper Based Approval Process (NPO):
This Exception will trigger if expense type is 'PB'.

Action: If team selects check box 'I confirm all supporting documents uploaded ' in other data tab and clicks
on button 'PB Document Upload Confirmation'. Then exception will be resolved.

12. Process Type 945 -RCM Interest Check (NPO):

This exception will trigger if the invoice line item HSN code contains 'RCM' and the difference between invoice
date and posting date is greater than '60' days
Action: AP team can bypass to continue posting an invoice
13. Process Type 850 - Approval Required (NPO):

This exception will trigger when expenses type ‘ST’ is used in DP.

14. Invoice Return to Vendor:

Return to Vendor is a new process option that is used to send the invoice back to vendor via email
with appropriate return reasons and comments from AP and the option to attach the original invoice
in the email. Mail Template can be configured which will be used to generate the email body along
with the return reasons selected and comments if any. User needs to go to desired DP id which he/she
wants to return, select the option of “Return to Vendor” and fill all the required details.
When the user clicks on “Return to Vendor” process option, a new screen opens where all RTV related
information must be entered.
When the RTV function is performed successfully, the generated email is sent using standard SAP
functionality (SAP Connect). The DP document status is set to obsolete, and the DP workflow is finished.

Return reasons are stored along with the DP step comments. Comments are mandatory.

15. Self Claims in VIM:

User can update the email id in combination of company code, vendor code, invoice no and email id. System
will automatically pick the email id (which is updated above) when there is no email id available in combination
of that company code, vendor code and invoice no.
16. ECMS entry in VIM:
Only Expenditure Approval are valid one, so pl do not select Administrative Approval.
When user select the expenses type as ‘EC-ECMS Approval’ then it will pick the necessary approvals from ECMS
portal created by marketing HO. Requestor takes the online approval and mention the approval reference no
in DP id, it will automatically picks the approval based on reference no.
After changing the Expense Type from ST to EC, in Other data tab, user to select Get ECMS detail and on next
screen, enter following of ECMS approval number/detail.
Co-code
Financial Year
Department
Number
17. Auto Coding in VIM:
With the combination of certain fields (like based on company code and vendor code combination), rest (GL
code, cost center and HSN/SAC code etc.) of the field will pick automatically based on auto coding feature.

Which fields user wants to derive automatically based on certain fields can decide himself/herself as shown in
screen shot below. Multiple field are available in system user can decide based on his/her requirement: