VIM USER TRAINING GUIDE

Author: Finance Date: 1/23/2019

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 GETTING LOGGED IN TO SAP

SELECT THE SAP ICON ON THE TASKBAR OR

DESKTOP

CLICK ON “13 – INA ERP

PRODUCTION” | SP1

ENTER YOUR D4 / H4 IN
THE USER BOX | ENTER
YOUR PASSWORD

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WHEN LOGGING IN FOR THE FIRST TIME

YOU WILL NEED TO RESET YOUR PASSWORD | COPY THE LINK BELOW INTO THE INTERNET ADDRESS BAR
HTTPS://INSIDE.SWISSLOG.NET/CORPORATE/IT/APPLICATIONSERVICES/PAGES/SAP-INA-PASSWORD-RESET.ASPX

CLICK ON SP1-100 UNDER

ERP-PPM PRODUCTION

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 ENTER YOUR USER ID [D4 / H4] AND YOUR
EMAIL ADDRESS

SELECT RESET PASSWORD

AND EMAIL WILL BE SENT – CLICK

LINK AND FOLLOW PROMPTS

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VIM USER TRAINING
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SAP MAIN SCREEN

SAP GUI DESKTOP VERSION

ON LOCAL MACHINE

SAP TRANSACTION CODE

FOR VIM WORKPLACE

NOT FOR ONLINE

SAP VIM PORTAL
/N/OPT/VIM_WP
*TRANSACTION CODE FOR MANUAL ENTRY || THE “N” OPENS A
NEW WINDOW FOR THE VIM WORKPLACE*

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HOW TO SAVE THE VIM WORKPLACE TRANSACTION CODE TO YOUR FAVORITES
1

2
▪ RIGHT CLICK THE FAVORITES FOLDER ON
THE SAP EASY ACCESS MENU

▪ SELECT INSERT TRANSACTION

▪ ENTER THE TRANSACTION CODE :

/OPT/WIM_WP
3 4

▪ THE WORKPLACE TRANSACTION WILL

POPULATE UNDER THE FAVORITES FOLDER
IN YOUR USER LIST

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THE VIM WORKPLACE – DEFAULT SCREEN LAYOUT

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THE VIM WORKPLACE FEATURES

6
1 2 3 4 5

1 – Vendor Number 2 – Vendor Name

3 – Invoice Number 4 – Invoice Amount
5 – Invoice Date 6 – Invoice Image

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THE VIM WORKPLACE FEATURES CONT’D

1 2 3 4

1 – Exception Reason {System Generated} 2 – Re-Route Icon

3 – Current Agent Role 4 – Current Agent ID

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THE VIM WORKPLACE – IMAGE DISPLAY

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THE VIM WORKPLACE LINE ITEM & HISTORY DISPLAY

LINE ITEM VIEW ALLOWS THE USER

TO SEE AT A GLANCE HOW THE
EXPENSE IS BEING CHARGED

HISTORY VIEW ALLOWS THE USER TO SEE AT A GLANCE

THE CURRENT AND PREVIOUS TRANSACTION STATUS;
AS WELL AS AGENTS WHO HAVE WORKED THE ITEM
AND ANY NOTES THEY HAVE ADDED

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THE VIM WORKPLACE COMMENTS & ACTUAL AGENT DISPLAY

THE COMMENTS TAB SHOWS ALL HISTORICAL

COMMENTS ADDED DURING PROCESSING

**NOTE: IF ANY COMMENTS HAVE BEEN ADDED AND THE ITEM HAS
NOT MOVED FROM ONE STATUS TO ANOTHER OR FROM ONE USER
TO ANOTHER THE COMMENTS WILL NOT APPEAR HERE. THE
COMMENTS WOULD APPEAR ON THE WORKPLACE SCREEN
INDICATED BY A GREEN COMMENTS ICON.

THE ACTUAL AGENTS TAB DISPLAYS WHICH

USER CURRENTLY HAS THE ITEM IN THEIR
WORKFLOW

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THE VIM WORKPLACE FEATURES CONT’D

THE EXECUTION OR CLOCK ICON WILL OPEN THE TRANSACTION FOR PROCESSING OR APPROVAL

THE WORKFLOW HISTORY OR SCROLL ICON DISPLAYS A TECHNICAL TRANSACTION FLOW CHART

THE DASHBOARD OR EYEGLASS ICON DISPLAYS A TRANSACTION SNAPSHOT AND QUICK ACCESS TO THE
PURCHASE ORDER DETAIL
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 AGENT ROLE: ZINF_PROVIDER [INFORMATION PROVIDER]
IN THE INFORMATION PROVIDER ROLE ADDITIONAL CLARIFICATION IS REQUIRED BEFORE THE ITEM CAN BE PROCESSED. 1PLEASE REVIEW THE
HISTORICAL COMMENTS BY SELECTING THE COMMENS TAB ABOVE THE IMAGE. 2THEN SELECT “OPEN COMMENTS” TO PROVIDE THE REQUESTED
INFORMATION. 3ONCE COMPLETE – REFER THE ITEM BACK TO THE AP PROCESSOR FOR UPDATE AND CONTINUED PROCESSING.

3 1
The “Refer for Info” option can be used if the current user cannot provide the clarifying detail.
The “Refer to Buyer” option is used only when the current user is not the PO owner

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 AGENT ROLE: ZPO_BUYER [PO BUYER]
IN THE BUYER ROLE ADDITIONAL ACTION IS REQUIRED BEFORE THE ITEM CAN BE PROCESSED (I.E. CHANGE ORDER SUBMISSION, UNIT PRICE CHANGES).
1PLEASE REVIEW THE HISTORICAL COMMENTS BY SELECTING THE COMMENS TAB ABOVE THE IMAGE. 2THEN SELECT “OPEN COMMENTS” TO PROVIDE THE

REQUESTED INFORMATION. 3ONCE ACTION IS COMPLETE – REFER THE ITEM BACK TO THE AP PROCESSOR FOR UPDATE AND CONTINUED PROCESSING.

1
3
The “Refer for Info” option can be used if the current user cannot provide the clarifying detail.
The “Refer to Buyer” option is used only when the current user is not the PO owner
The “Apply Rules” option should not be used

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 AGENT ROLE: ZPO/ZPNO_REQUISTIONER [PO / NONPO REQUESTOR]
IN THE REQUISTIONER ROLE ADDITIONAL CLARIFICATION OR ACTION IS REQUIRED BEFORE THE ITEM CAN BE PROCESSED (I.E. MISSING PO DETAIL; DUPLICATE BILLING).
1PLEASE REVIEW THE HISTORICAL COMMENTS BY SELECTING THE COMMENS TAB ABOVE THE IMAGE. 2THEN SELECT “OPEN COMMENTS” TO PROVIDE THE REQUESTED

INFORMATION. 3ONCE ACTION IS COMPLETE – REFER THE ITEM BACK TO THE AP PROCESSOR FOR UPDATE AND CONTINUED PROCESSING. 4IF NECESSARY, REFER TO
ANOTHER USER FOR INFORMATION.

1
4
3

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 AGENT ROLE: ZPO_RECEIVER [GOODS RECEIVER]
IN THE RECEIVER ROLE ADDITIONAL COMPLETION OF THE GOODS RECEIPT IS REQUIRED BEFORE THE ITEM CAN BE PROCESSED. PLEASE COMPLETE THE GOODS RECEIPT
PROCESS AS IT PERTAINS TO THE ITEMS ON THE INVOICE. ONCE ACTION IS COMPLETE – REFER THE ITEM BACK TO THE AP PROCESSOR FOR UPDATE AND CONTINUED
PROCESSING. IF THE GOODS RECEIPT CANNOT BE COMPLETED DUE TO PRICING PLEASE REFER TO BUYER AFTER ADDING COMMENTS.

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 AGENT ROLE: ZPO/ZPNO_APPROVER [APPROVER]
IN THE APPROVER ROLE THE EXPECTATION IS FOR THE USER TO REVIEW, CONFIRM AND APPROVER THE INVOICE FOR POSTING AND PAYMENT. THE INVOICE HAS BEEN
MATCHED TO THE RELATED PO OR CODED TO THE RELEVANT COST CENTER OR WBS ELEMENT. THE APPROVER CAN EDIT THE GL ACCOUNT, ITEM AMOUNT, TAX
JURISDICTION, WBS ELEMENT, OR COST CENTERS PRIOR TO APPROVAL IF THE ENTERED DETAIL IS INCORRECT.

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 HOW TO APPROVE
➢ IF ANY CHANGES ARE MADE PLEASE SAVE THOSE CHANGES PRIOR TO APPROVAL BY CLICKING ON THE BLUE DISK / POST ICON AT THE TOP OF YOUR SCREEN.

➢ COMMENTS CAN BE ADDED BUY USING THE “ADD COMMENTS” BUTTON SHOULD THE DETAIL NEED TO BE EDITED BY AP, ROUTED TO ANOTHER APPROVER OR IS
BEING REJECTED

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 HOW TO APPROVE
THIS SCREEN WILL APPEAR WHEN ADDING COMMENTS. ENTER THE NECESSARY DETAIL AND SELECT THE SAME BLUE DISK ICON AT THE TOP OF THE SCREEN TO SAVE
THE INFORMATION. ONCE SAVED, SELECT THE GREEN CIRCLE ICON WITH THE DOUBLE WHITE ARROWS TO GO BACK TO THE MAIN SCREEN AND COMPLETE APPROVAL.

TO SAVE COMMENTS

TO RETURN TO THE
PREVIOUS SCREEN

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 HOW TO APPROVE
WHEN THE USER IS NOT THE CORRECT APPROVER THE TRANSACTION CAN BE FORWARDED BY SELECTING THE FORWARD BUTTON ON THE MAIN SCREEN. THE
FORWARD INVOICE SCREEN WILL POPULATE. THE USER ID OF THE CORRECT APPROVER CAN BE ENTERED ALONG WITH COMMENTS ADVISING NEXT USER OF REASON
FOR FORWARDING. **THE NAME SEARCH FEATURE CAN BE USED IF THE USER ID [D4/H4] IS UNKNOWN**

ONCE THE NEXT USER HAS BEEN CORRECTLY

POPULATED SELECT FORWARD TO TRANSFER
TRANSACTION FROM THE CURRENT WORKFLOW TO
THE INTENDED USER’S WORKFLOW.

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 HOW TO APPROVE
IN SOME CASES AN ADDITIONAL APPROVAL IS REQUIRED. AFTER CLICKING ON THE APPROVE BUTTON ON THE MAIN SCREEN A SECONDARY SCREEN WILL OPEN. THE
NAME OF THE NEXT APPROVER WILL POPULATE. IF THE USER ID IS INCORRECT THE FIELD CAN BE EDITED TO SEND IT TO THE CORRECT USER. WHEN THIS HAS BEEN
CORRECTLY UPDATED CLICK ON THE APPROVE BUTTON TO MOVE THE TRANSACTION TO THE NEXT APPROVER. **NOTE: ADD COMMENTS THAT WILL ASSIST THE NEXT
APPROVER TO QUICKLY REVIEW AND APPROVE THE INVOICE TRANSACTION.**

IF AN ADDITIONAL APPROVER IS NOT REQUIRED THE SECONDARY SCREEN IS SIMPLY A CONFIRMATION SCREEN TO ENSURE THE USER WANTS THE INVOICE POSTED AND
PAID. SELECT APPROVE ON THIS SCREEN TO COMPLETE THE APPROVAL.

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REJECTING INVOICES

▪ ADD COMMENTS ▪ EMAIL AP

▪DO NOT UTILIZE THE Use the subject line: “Invoice to be Removed from Workflow”

REJECT FUNCTION ▪ BE SURE TO SAVE PRIOR TO

In the body please include:
The Doc. ID
EMAILING AP The vendor number
The reference number
The gross amount
Document No [if available]

USING THIS FUNCTION REMOVES ALL EDIT AND UPDATE PROVIDE DETAILS REGARDING THE REASON FOR NON-PAYMENT AS PROVIDE ALL NECESSARY DETAILS TO AP – AP WILL RECALL THIS
CAPABILITIES – AP WILL NO LONGER BE ABLE TO MAKE CHANGES OR WELL AS ANY ACTIONS BEING TAKE FOR CORRECTION (I.E CREDIT ITEM IF IT NEEDS TO BE REMOVED FROM THE WORKFLOW OR RE-
REMOVE THE ITEM FROM THE WORKFLOW MEMO, REBILL, ETC) ROUTED TO ANOTHER USER

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REFERING ITEMS IN VIM TO THE AP PROCESSOR
• SELECT REFER TO PO / NPO PROCESSOR
• SELECT AN AP PROCESSOR [JENNIFER CHAPPELL / KATHERINE DONOVAN]
• CLICK CONTINUE

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REFERING ITEMS IN VIM TO ANOTHER USER
• SELECT THE RELEVANT REFERAL BUTTON

• SELECT THE GREEN USER BUTTON WITH THE PLUS SIGN

• ENTER THE USER “D4” OR H4”

***IF THIS DETAIL IS UNKNOWN THE LAST NAME OF THE INTENDED
USER CAN BE ENTERED

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REFERING ITEMS IN VIM TO ANOTHER USER

• THE USER NAME WITH POPULATE • CLICK THE BOX NEXT TO THE USER NAME

• CLICK THE GREEN CHECK MARK • SLECT CONTINUE

• REMOVE ANY OTHER RECEIPIENT NAMES

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YOU CAN ALSO USE THE RE-ROUTE ICON ON THE VIM WORKPLACE SCREEN

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COMPLETING THE RE-ROUTE FUNCTION

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COMPLETING THE RE-ROUTE FUNCTION

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COMPLETING THE RE-ROUTE FUNCTION

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COMMON ERRORS
▪ ERROR IN DETERMINING NEXT APPROVER / THE ▪ POSTING DATES ARE IN DIFFERENT FISCAL YEARS
NEXT APPROVER IS NOT SPECIFIED Invoices that have document / invoice dates outside of the current
Typically, a discrepancy in the chart of authority set up. month will not generate an error for the approver but require
additional processing steps to complete posting. Invoices with
The amount or type of expense may require an additional document / invoice dates in a different year will generate an error.
approval and the secondary user has not been assigned. Both errors are warnings that do not prevent approvals. Additional
steps by Accounts Payable are required to complete processing.

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COMMON ERRORS CONT’D
▪ NO CHART OF AUTHORITY SETTINGS MAINTAINED ▪ POSTING ONLY POSSIBLE WITH ZERO BALANCE
The WBS element or cost center has not be set up or has Invoices cannot be posted unless they are balanced to zero. The
been removed from the chart of authority. Therefore, no error typically appears when there are tax discrepancies auto-
approval hierarchy or authorizations exist to allow system generated by the system processing the invoice data in the
background. Accounts Payable cannot send the invoice until it is
processing. balanced – the error tends to show up after it has populated in the
user’s box. The error prevents approval.

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TROUBLESHOOTING

▪ Error in determining next ▪ Document date and posting ▪ No chart of authority ▪ Posting only possible with
approver / The next date are in different fiscal settings maintained zero balance
approver is not specified years

Take a screenshot of the error and send The system will not prevent approval. Take a screenshot of the error and send Editing options are available to an
the detail to the Accounting Manager, Please approve and enter through the the detail to the Accouting Manager, approver. When the error is generated by
Geysha Quesada, as well as the relevant errors. The transaction will be routed back Geysha Quesada, as well as the relevant auto-calculation of tax based on the
Finance Project Controller. Email should to Accounts Payable for additional review Finance Project Controller. Email should jurisdiction, the user can update the
include the WBS element / cost center that and processing to complete posting. include the WBS element / cost center that jurisdiction or confirm tax detail as it has
the invoice is being charged against, the the invoice is being charged against, the been entered to complete the approval.
approver, the approver’s supervisor’s approver, the approver’s supervisor’s
name, and the invoice information [date, name, and the invoice information [date,
number, amount]. If any changes number, amount]. The chart of authority
regarding cost center ownership or project details will be validated and updated by
managers have changed, please note the Finance. Once the update is complete
name of the original approver as well as notification will be sent to the user who
the name of the new approver. The chart can then approve the invoice.
of authority details will be updated by
Finance. Once the update is complete
notification will be sent to the user who
can then approve the invoice.

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 FINANCE CONTACTS FOR VIM ASSITANCE
Invoice Submission
[email protected]
Swisslog designs, develops and
Inquiries delivers best-in-class automation
[email protected]
solutions for forward-thinking health
Accounts Payable Specialist systems, warehouses and distribution
Katherine Donovan
[email protected] centers.
757-820-4425
www.swisslog.com
Senior Accounts Payable Specialist
Jennifer Chappell
[email protected] Swisslog is a member of the KUKA
757-820-4469
Group, a leading global supplier of
Accounting Manager (for escalation) intelligent automation solutions.
Geysha Quesada
www.kuka.com
[email protected]
757-820-4460

VP Finance & Controller (for escalation)

Stephen Jutz
[email protected]
757-820-3467

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