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SAP VIM: from the mailbox to the payment run
How SAP Invoice Management by OpenText reads, checks, routes and records every supplier invoice in SAP.
No. 88-1042Northwind Supplies LtdPO 4500018273TotalEUR 4,980.000000004711- Vendor foundOK
- PO and lines matchedOK
- Duplicate checkOK
- Vendor VAT numberException
Routed to: AP processor
Overview
What VIM is, if you have never seen it
SAP Invoice Management by OpenText, known to almost everyone as VIM, reads supplier invoices, checks them against SAP, sends every problem to the person who can fix it and records each step until the invoice is paid. This page explains VIM to people who have never used it, follows one invoice through the whole process and lists the transactions that users and consultants actually open.
Accounts payable sounds simple: an invoice comes in, someone checks it and SAP pays it. In real life an invoice quotes the wrong PO, arrives twice, charges more than agreed or sits for weeks on a desk waiting for a signature. Standard SAP can post and block invoices, but it does not run the conversation around them. VIM is the layer on top of SAP invoice verification that turns that conversation into a workflow, with business rules, roles and a complete history.
- SAP S/4HANA
- SAP ECC 6
- RISE with SAP (private cloud)
/OPT/VIM_WPUse the User | Consultant switch at the top of the page to show or hide the technical layer: tables, Customizing transactions and admin tools.
An add-on that lives inside SAP
VIM is installed in the SAP system itself, from SAP ECC 6 to the latest SAP S/4HANA, on premise or in the private cloud of RISE with SAP. OpenText says it needs no extra infrastructure and that no data leaves the SAP system.
Source: OpenText product pageBuilt by OpenText, sold by SAP
SAP has resold VIM since November 2008, first as the SAP Invoice Management application by Open Text. It is one of SAP’s solution extensions: the customer signs one contract with SAP and SAP provides the support. That is why people call it “SAP VIM”.
Sources: 2008 press release; SAP News (2026)More than invoices
The same engine handles order confirmations, delivery notes, quotations, sales orders and remittance advices, so purchasing, warehouse, sales and AP can share one way of working with documents that come from outside.
Source: OpenText product overview
Without a workflow tool
- Invoices are typed into MIRO or FB60 by hand
- Approvals are chased by e-mail, outside SAP
- Nobody can say where a given invoice is
- The paper lives in a folder, the posting lives in SAP
With VIM
- Data is read from the image or taken from the e-invoice
- Problems go to a role, with reminders and escalation
- Every invoice has a status and a full history
- The image opens next to the SAP document, years later
The VIM process
Follow one invoice through VIM
Eight steps, from the envelope or e-mail to the payment run. A clean invoice runs through all of them without anyone touching it; the others stop where a person is needed. Pick a step to see what happens, where you see it and, in the Consultant view, what sits under the hood.
Step 1 of 8 · What happens
The invoice arrives
Suppliers send invoices on paper, as PDF attachments by e-mail, as EDI messages or IDocs, as XML e-invoices or through SAP Business Network. VIM takes all of them, so AP runs one process whatever the channel. Paper is scanned, and every image is archived and linked to the document in SAP.
Who: Supplier, mailroom or scanning team
Where you see it
Nothing yet for most people. The image you will see in every later step is attached here, and it stays linked to the SAP document for as long as the archive keeps it.
Under the hood
Each DP document type should have its own ArchiveLink document type, created in OAC2. Input channels are maintained in /OPT/VIM_CHNL, and the channels for OpenText capture in /OPT/VIM_CHNL_CFG. XML, IDoc and SAP Business Network invoices enter without OCR.
OAC2/OPT/VIM_CHNL/OPT/VIM_CHNL_CFG
Tables, Customizing transactions and admin tools for this step are in the Consultant view.
Sources: OpenText VIM product overview; SAP Community blog on DP document types; SAP4Tech VIM transaction list.
Step 2 of 8 · What happens
Data is read from the invoice
For images and PDFs, OpenText capture reads header and line-item fields with OCR and machine learning trained on thousands of invoice samples. E-invoices skip OCR: their structured data is mapped straight to the same header and item fields. Fields the engine is unsure of go to a validator, who fixes them while looking at the image.
Who: Capture engine, then a validator if needed
Where you see it
Validators correct misread fields in the Capture Validation Workplace app, a functional equivalent of the older Windows validation client, and submit the invoice.
Capture Validation Workplace
Under the hood
OpenText Capture (formerly Intelligent Capture for SAP) is the on-premise engine; Core Capture offers the same function as a cloud service. OCR validation is set in /OPT/VIM_ICC_VAL. Core Capture 26.2 adds generative AI for header and item fields and works with VIM from 7.6 on without a VIM upgrade.
/OPT/VIM_ICC_VAL/OPT/VIM_ICC_ADV_CFG
Tables, Customizing transactions and admin tools for this step are in the Consultant view.
Sources: OpenText product overview; SAP PRESS (June 2023); Avelon (July 2025); OpenText blog (May 2026).
Step 3 of 8 · What happens
VIM opens a DP document
VIM stores what was read in a DP (document processing) document: its own number, the index data, a link to the image, a status and a log of every step. Its document type decides which screens, rules and SAP posting transaction apply, for example PO invoice, non-PO invoice or credit memo. No SAP invoice exists yet.
Who: VIM, automatically
Where you see it
The DP document appears in the VIM Workplace with its image, status and history, and in VIM Analytics.
/OPT/VIM_WP/OPT/VIM_ANALYTICS
Under the hood
Header, items and log sit in tables /OPT/VIM_1HEAD, /OPT/VIM_1ITEM and /OPT/VIM_1LOG, with extra header fields in /OPT/VIM_2HEAD. DP document types are maintained in /OPT/VIM_1CX1 and found by the procedure in /OPT/VIM_1CX9. Status codes live in table /OPT/VIM_T101.
/OPT/VIM_1HEAD/OPT/VIM_1CX1/OPT/VIM_1CX9/OPT/VIM_T101
Tables, Customizing transactions and admin tools for this step are in the Consultant view.
Sources: OpenText VIM 16.3.4 Reference Guide; Techlorean (2019); SAP Community blog; SAP4Tech.
Step 4 of 8 · What happens
Business rules check it
Before anyone touches the invoice, VIM checks it against SAP: the vendor exists, the PO is valid and released, currency and units exist, each line matches a PO line, the invoice is not a suspected duplicate and the VAT number matches the vendor master. Every rule that fails becomes a named exception, so the right person gets the right problem.
Who: VIM, automatically
Where you see it
People see the exception name on their work item, for example Suspected Duplicate (PO) or Invalid Vendor VAT Number.
/OPT/VIM_WP
Under the hood
The baseline PO rules run from 23.1 Invalid PO Number to 23.13 Incomplete Credit Memo. Each rule first checks whether it applies, in table /OPT/VIM_T005A, by invoice type and category. Exceptions are process types (/OPT/VIM_8CX1) grouped in exception classes. Duplicate check groups are set in /OPT/VIM_1CX5 and stored in /OPT/VIM_T112 and /OPT/VIM_T113.
/OPT/VIM_8CX1/OPT/VIM_1CX5/OPT/VIM_T005A
Tables, Customizing transactions and admin tools for this step are in the Consultant view.
Sources: OpenText VIM 16.3.4 Reference Guide, business rules chapter; SAP4Tech.
Step 5 of 8 · What happens
Exceptions go to the right person
An exception goes to a role, not to a name: the AP processor for a wrong vendor, the buyer for a PO problem, the requester for missing details, a tax specialist for a tax question. Each person can fix the data, refer the item to someone else with a comment or send it back. When every rule passes, the workflow moves on.
Who: AP processor, buyer, requester, specialists
Where you see it
Work items land in the VIM Workplace and in the SAP inbox. People outside AP answer what was referred to them in the Invoice Exceptions app.
/OPT/VIM_WPSBWPInvoice Exceptions
Under the hood
Roles are created in /OPT/CP_9CX4 and assigned in /OPT/CP_9CX5; the organization behind them is kept in /PTGWFI/ORG. A fail-safe role (/OPT/CP_9CX10) catches items when no agent can be found. The buttons each role sees are process options, defined in /OPT/VIM_8CX2.
/OPT/CP_9CX4/OPT/CP_9CX5/PTGWFI/ORG/OPT/CP_9CX10/OPT/VIM_8CX2
Tables, Customizing transactions and admin tools for this step are in the Consultant view.
Sources: OpenText VIM 16.3.4 Reference Guide; Techlorean (2019); SAP PRESS (June 2023).
Step 6 of 8 · What happens
The SAP invoice is parked or posted
Once the data is clean, VIM creates a standard SAP invoice: a logistics invoice for a PO invoice, an FI invoice for a non-PO invoice. It is either parked, waiting for coding or approval, or posted at once. A posted PO invoice can still carry price or quantity blocks, which start their own workflow. An invoice that passes every rule and posts with no human step is what AP teams call touchless.
Who: VIM, or the AP processor
Where you see it
The invoice is a normal SAP document: display it with MIR4 for PO invoices or FB03 for non-PO invoices. Its VIM status follows it in the VIM Workplace.
MIR4FB03
Under the hood
Classic Mode, compatible with VIM 7.0 and 7.5, posts through MIRO. Simple Mode, introduced with VIM 16.3, is built around the SAP Fiori app Manage Supplier Invoices and invoice drafts. Parking reasons are created in /OPT/VIM_8CX31, and /OPT/VIM_1AX4 shows the BDC log when a posting fails.
MIROFB60/OPT/VIM_8CX31/OPT/VIM_1AX4
Tables, Customizing transactions and admin tools for this step are in the Consultant view.
Sources: OpenText VIM 16.3.4 Reference Guide; SAP4Tech.
Step 7 of 8 · What happens
Code, approve or unblock
Non-PO invoices usually need a coder to assign GL accounts and cost objects, then one or more approvers. VIM finds the approvers in its chart of authority, so nobody forwards invoices by hand. PO invoices can be set to need approval too. Price and quantity blocks go to the buyer or requester, who confirms the price, posts the goods receipt or asks the supplier for a credit.
Who: Coder, approver, buyer, requester
Where you see it
Approvers use Approve Invoices, which has a bulk mode for fully coded invoices; coders use Enter Cost Assignment; requesters use Confirm Quantity and Price. The same tasks also open from the VIM Workplace.
Approve InvoicesEnter Cost AssignmentConfirm Quantity and Price
Under the hood
Level-based approval uses the chart of authority in /OPT/AR_COA (VIM 7.0 and later), with upload and download in /OPT/VIM_COAUPLOAD; the simpler baseline chart is /OPT/VIM_7CX1. PO approvals are configured in /OPT/VIM_BL_POAP. Every approval is logged in table /ORS/APPR_LOG. Blocked invoices are released with standard MRBR.
/OPT/AR_COA/OPT/VIM_7CX1/OPT/VIM_BL_POAP/ORS/APPR_LOGMRBR
Tables, Customizing transactions and admin tools for this step are in the Consultant view.
Sources: SAP PRESS (June 2023); Techlorean (2019); SAP4Tech; OpenText VIM 16.3.4 Reference Guide.
Step 8 of 8 · What happens
Posted, paid and on record
The posted invoice is paid by the normal payment run, like any other. VIM keeps the whole story: who touched the invoice, what they changed, how long each step took and why. That trail is what auditors ask for, and the same data shows AP managers where invoices get stuck.
Who: Payment run, AP managers, auditors
Where you see it
VIM Analytics follows every document from scan to payment, the Central Audit Report shows one document’s full history and the Aging report shows what has waited too long.
/OPT/VIM_ANALYTICS/OPT/VIM_AUDIT/OPT/VIM_AGING
Under the hood
Central reporting adds the Summary, Key Process Analytics, Exception Analysis, Productivity and Automation reports. VIM Analytics data is kept current by the synchronization job /OPT/VIM_RPT_SYNC, after an initial load with /OPT/VIM_RPT_DATA_LD. Year-end programs handle PO and non-PO invoices still in process.
/OPT/VIM_SUMM/OPT/VIM_EXCP1/OPT/VIM_RPT_SYNC/OPT/VIM_YEND_PO
Tables, Customizing transactions and admin tools for this step are in the Consultant view.
Sources: OpenText VIM 16.3.4 Reference Guide; SAP4Tech.
The three workflows hiding inside “VIM”
Consultants talk about VIM as if it were one flow. It is really three, and knowing which one an invoice is in answers most “where is my invoice?” questions.
- Before the SAP invoiceDocument processing (DP)The invoice exists only as a DP document. Business rules run here and data exceptions are fixed here: wrong vendor, invalid PO, suspected duplicate.
- Parked in SAPParked invoice and approvalAn SAP invoice exists but is not posted. It waits for a reason: coding, approval, a missing detail. Non-PO invoices usually pass through here.
- Posted, not payableBlocked invoiceThe invoice is posted but invoice verification set a price or quantity block. VIM sends it to the buyer or requester until the block is released.
The OpenText reference guide lists the workflow types as document process and parked PO invoice workflows, and marks an invoice as Blocked while any payment block exists. Source: OpenText VIM 16.3.4 Reference Guide.
Quick test
Where does this invoice go?
Eight invoices AP sees every week. Guess the path first, then open the card. The rule numbers are the baseline PO rules in OpenText’s reference guide; your project may have renamed or added rules.
- DP exception
- Blocked invoice
- Approval
- Touchless
The invoice quotes a PO that was deletedShow the answer
DP exceptionRule 23.1 Invalid PO Number fires when the PO is not found or is marked deleted. The PO reference is fixed before any SAP invoice exists.
Who acts: AP processor or buyer
The unit price is higher than the PO allowsShow the answer
Blocked invoiceThe invoice posts, but invoice verification sets a price block, so it cannot be paid. VIM sends it to the buyer, who confirms the price or asks the supplier for a credit.
Who acts: Buyer, in Confirm Quantity and Price
Same supplier, number and amount as last weekShow the answer
DP exceptionRule 23.5 raises Suspected Duplicate and routes the invoice to an agent who decides. Which fields are compared is set per duplicate check group.
Who acts: AP processor
An electricity bill with no POShow the answer
ApprovalA non-PO invoice is parked, coded with a GL account and cost object, and approved by the people VIM finds in its chart of authority. Only then is it posted.
Who acts: Coder, then approvers
The VAT number differs from the vendor masterShow the answer
DP exceptionRule 23.12 Invalid Vendor VAT Number catches a tax number that does not match the vendor master, a classic sign of the wrong vendor, or of fraud.
Who acts: AP processor or tax specialist
100 units invoiced, only 60 receivedShow the answer
DP exceptionRule 23.8 compares the invoiced quantity with the open goods receipt quantity. The receiver posts the missing receipt or the invoice waits. Companies whose invoices often arrive first can switch this check off.
Who acts: Receiver or requester
A credit memo with no original invoice numberShow the answer
DP exceptionRule 23.13 Incomplete Credit Memo flags a credit memo whose original invoice number or date is missing, or that matches no invoice in SAP.
Who acts: AP processor
A PO invoice that passes every ruleShow the answer
TouchlessNo exception, no block, no approval: VIM posts it automatically and nobody touches it. Ardent Partners puts the average touchless rate at 32.6%.
Who acts: Nobody
Sources: OpenText VIM 16.3.4 Reference Guide (business rules 23.1 to 23.13); SAP PRESS, SAP Fiori applications for invoice management (June 2023); Ardent Partners, AP Metrics That Matter in 2025.
People
Who does what in VIM
VIM never sends an invoice to “Maria”. It sends it to a role, and the role resolves to people through the organization behind it. That is how work keeps moving when someone changes job or goes on holiday. These are the roles OpenText’s reference guide plans for; every company names and splits them its own way.
Indexer / validator
Checks the fields the capture engine was unsure of, with the image beside them, and sends the invoice on.
Works in: Capture Validation Workplace
AP processor
Owns the invoice in accounts payable: fixes vendor, PO and data exceptions, decides on suspected duplicates, refers questions to others.
Works in: VIM Workplace, Accounts Payable Workplace
AP supervisor
Watches the queue and the reports, picks up escalations and moves work between processors.
Works in: VIM Workplace, VIM Analytics
Buyer
Solves PO problems and price differences: changes the PO, agrees the price or asks the supplier for a credit.
Works in: Confirm Quantity and Price, VIM Workplace
Receiver
Posts the goods receipt the invoice is waiting for, or confirms that the goods never arrived.
Works in: VIM Workplace, MIGO
Requester
The person who asked for the purchase: confirms what was ordered and received and fills in missing PO or cost center details.
Works in: Confirm Quantity and Price, Invoice Exceptions
Coder
Assigns GL accounts and cost objects to non-PO invoices, splits costs and submits them for approval.
Works in: Enter Cost Assignment
Approver
Approves, rejects or forwards, with the image and history in view. Fully coded invoices can be approved in bulk.
Works in: Approve Invoices, My Approved Invoices
Workflow administrator
Unsticks work items, reassigns them, restarts documents and keeps the role and approval tables up to date.
Works in: Admin Tool, reassignment utility
Role names from the OpenText VIM 16.3.4 Reference Guide; tasks and apps from SAP PRESS (June 2023) and a customer’s published VIM Workplace user guide.
Reference
The VIM transactions people actually use
Almost every VIM transaction starts with /OPT/, /ORS/ or /PTGWFI/, three namespaces that came with the product. Start here shows the essentials worth bookmarking; the other tabs split the rest between users and consultants, plus the Fiori apps and the tables behind them. Type a code or a word to search all of them.
| Code or app | For | What it does | Who opens it | Source |
|---|---|---|---|---|
/OPT/VIM_WP | User | VIM Workplace: your inbox of VIM work items, with the invoice image, history, comments and the actions your role allows. | Everyone in the process | OpenText Reference Guide 16.3.4 |
/OPT/VIM | User | VIM area menu: every VIM transaction grouped in one place. | Everyone | SAP blog (2020) |
/OPT/VIM_ANALYTICS | User | VIM Analytics: where every VIM document stands, from scan to payment. | AP, managers | Techlorean (2019) |
/OPT/VIM_AUDIT | User | Central Audit Report: one document’s full history, step by step. | AP, auditors | OpenText Reference Guide 16.3.4 |
/OPT/VIM_8AX50 | User | Your own notification settings. | Everyone | OpenText Reference Guide 16.3.4 |
/ORS/MAIN_SUBS | User | Manage substitutes: who works your VIM items while you are away. | Approvers, AP | Techlorean (2019) |
SBWP | User | SAP Business Workplace. VIM work items also arrive in this standard SAP inbox. | Everyone | OpenText Reference Guide 16.3.4 |
/OPT/VIM_VA2 | User | VIM Analytics with all its selection fields. /OPT/VIM_VA21 to VA24 open it with AP Basic, AP Advanced, Procurement and Monitor layouts. | AP, procurement | OpenText Reference Guide 16.3.4 |
/OPT/VIM_AGING | User | Aging report: how long documents have been waiting, and where. | AP supervisors | OpenText Reference Guide 16.3.4 |
/OPT/VIM_ILC | User | Invoice Life Cycle report. | AP, managers | OpenText Reference Guide 16.3.4 |
/OPT/VIM_EXCP1 | User | Exception Analysis report: which exceptions happen most. | AP supervisors | OpenText Reference Guide 16.3.4 |
/OPT/VIM_PROD1 | User | Productivity report. | AP supervisors | OpenText Reference Guide 16.3.4 |
/OPT/VIM_ATM | User | Automation report: automated versus manual steps for documents that came in through OCR. | AP managers | OpenText Reference Guide 16.3.4 |
/ORS/SUBMIT_NPO_INV | User | Submit a non-PO invoice for approval. /ORS/SUBMIT_PO_INV does the same for PO invoices. | AP processors | OpenText Reference Guide 16.3.4 |
/ORS/RESUB_PO_INV | User | Resubmit a PO invoice for approval. | AP processors | OpenText Reference Guide 16.3.4 |
/ORS/DISP_SH | User | Display special handling instructions. | AP processors | OpenText Reference Guide 16.3.4 |
/OPT/VIM_IIC | User | VIM Integrated Invoice Cockpit. | AP processors | SAP4Tech, part 1 |
/OPT/VIM_1AX13 | User | Display an indexed DP document. | AP processors | OpenText Reference Guide 16.3.4 |
MIR4 | User | Standard SAP: display a PO (logistics) invoice that VIM created. | Everyone | OpenText Reference Guide 16.3.4 |
FB03 | User | Standard SAP: display a non-PO (FI) invoice. | Everyone | OpenText Reference Guide 16.3.4 |
MRBR | User | Standard SAP: release blocked invoices. | AP processors | OpenText Reference Guide 16.3.4 |
/OPT/SPRO | Consultant | VIM Customizing, the OpenText IMG. | Consultants | Techlorean (2019) |
/OPT/VIM_1CX1 | Consultant | DP document types: index screen, process types, determination sequence and tax code options. | Consultants | SAP Community blog |
/OPT/VIM_8CX1 | Consultant | Process type definition: the exceptions and their workflow. | Consultants | SAP4Tech, part 1 |
/OPT/CP_9CX5 | Consultant | Assign people to roles. | Consultants, security | Techlorean (2019) |
/OPT/AR_COA | Consultant | Chart of authority for level-based approval (VIM 7.0 and later). | Consultants, finance | Techlorean (2019) |
/OPT/VIM_7AX8 | Consultant | Admin Tool for VIM documents and their workflows. | Workflow admins | Techlorean (2019) |
/OPT/VIM_1CX9 | Consultant | Document type determination procedure. | Consultants | SAP4Tech, part 1 |
/OPT/VIM_8CX2 | Consultant | Process options: the buttons and actions each role sees. | Consultants | SAP4Tech, part 1 |
/OPT/VIM_1CX5 | Consultant | Duplicate check groups and the fields they compare. | Consultants | SAP Community blog |
/OPT/VIM_POL | Consultant | PO line determination, for invoices that do not give PO line numbers. | Consultants | SAP Community blog |
/OPT/VIM_BL_TAX_CFG | Consultant | Tax code determination with the OpenText tax table. | Consultants | SAP Community blog |
/OPT/VIM_BL_POAP | Consultant | Approval settings for PO invoices. | Consultants | SAP4Tech, part 1 |
/OPT/VIM_8CX31 | Consultant | Create parking reasons. | Consultants | SAP4Tech, part 1 |
/OPT/CP_9CX4 | Consultant | Create roles (simple mode). | Consultants, security | Techlorean (2019) |
/OPT/CP_9CX10 | Consultant | Fail-safe role, which catches items when no agent can be found. | Consultants | Techlorean (2019) |
/PTGWFI/ORG | Consultant | Organization maintenance behind the roles. | Consultants | Techlorean (2019) |
/OPT/VIM_7CX1 | Consultant | Baseline chart of authority (simple manager approval). | Consultants | SAP4Tech, part 1 |
/OPT/VIM_COAUPLOAD | Consultant | Upload and download the chart of authority. | Consultants | Techlorean (2019) |
/OPT/VIM_8CX50 | Consultant | Notification configuration. | Consultants | Techlorean (2019) |
/OPT/REMINDER | Consultant | Program that e-mails reminders about items nobody has touched. | Consultants, Basis | Techlorean (2019) |
/OPT/VIM_7AX1 | Consultant | Create a test document with imaging. /OPT/VIM_7AX2 tests with OCR and /OPT/VIM_7AX3 without imaging. | Consultants | SAP4Tech, part 1 |
/OPT/VIM_1AX5 | Consultant | Delete and restart a DP document. Nearby: /OPT/VIM_1AX1 change document type, /OPT/VIM_1AX2 change process type, /OPT/VIM_1AX3 send for rescan. | Workflow admins | SAP4Tech, part 1 |
/OPT/VIM_1AX4 | Consultant | Display the BDC log of a posting that failed. | Workflow admins | OpenText Reference Guide 16.3.4 |
/OPT/VIM_1CX11 | Consultant | Check configuration consistency. | Consultants | SAP4Tech, part 1 |
/OPT/VIM_1CX19 | Consultant | DP installation check. | Consultants | SAP4Tech, part 1 |
/OPT/VIM_1CX17 | Consultant | Create a BC Set from the VIM configuration; /OPT/VIM_1CX18 exports it. | Consultants | SAP4Tech, part 1 |
/OPT/VIM_ROLETEST | Consultant | Role test utility. | Consultants | SAP4Tech, part 2 |
/OPT/VIM_TEST_ACTION | Consultant | Test a VIM process option. | Consultants | SAP4Tech, part 2 |
/ORS/UMREASSIGNED | Consultant | Reassignment utility for work items. | Workflow admins | Techlorean (2019) |
/OPT/VIM_RPT_SYNC | Consultant | Synchronization job for VIM Analytics; the initial load is /OPT/VIM_RPT_DATA_LD. | Consultants, Basis | SAP4Tech, part 2 |
/OPT/VIM_YEND_PO | Consultant | Year-end program for PO invoices; /OPT/VIM_YEND_NPO for non-PO, /OPT/VIM_YEND_AUDIT for the audit. | Consultants | SAP4Tech, part 1 |
/OPT/VIM_LICENSE | Consultant | OpenText license report. | Consultants | SAP4Tech, part 2 |
/OPT/VIM_UPGRADE | Consultant | VIM configuration upgrade tool. | Consultants | SAP4Tech, part 2 |
/OPT/VIM_LOG_CFG | Consultant | Configure log levels. | Consultants | SAP4Tech, part 2 |
OAC2 | Consultant | Standard SAP: ArchiveLink document type, one per DP document type. | Consultants | SAP Community blog |
| Approve Invoices | Fiori app | Approve, reject or forward with the image and history in view; bulk mode approves several fully coded invoices. | Approvers | SAP PRESS (2023) |
| Enter Cost Assignment | Fiori app | Enter GL accounts, split costs and submit for approval. The Advanced version adds CSV upload and coding suggestions. | Coders | SAP PRESS (2023) |
| Confirm Quantity and Price | Fiori app | Resolve price and quantity blocks, and post the goods receipt if needed. | Requesters, buyers | SAP PRESS (2023) |
| Invoice Exceptions | Fiori app | Answer items that AP referred to you. | Procurement, warehouse | SAP PRESS (2023) |
| My Approved Invoices | Fiori app | The invoices you processed in the past. | Approvers | SAP PRESS (2023) |
| Capture Validation Workplace | Fiori app | Fix fields the capture engine misread, then submit the invoice. | Validators | SAP PRESS (2023) |
| Accounts Payable Workplace | Fiori app | One entry point that combines the AP task apps. | AP team | SAP PRESS (2023) |
| Invoice Approval Workplace | Fiori app | One entry point for approval tasks. | Approvers | SAP PRESS (2023) |
| /UI2/FLP | Fiori app | Opens the SAP Fiori launchpad from SAP GUI. | Everyone | SAP PRESS (2023) |
/OPT/VIM_1HEAD | Table | DP document header. IDocs can be found by EDI_DOCNUM. | Consultants | Techlorean (2019) |
/OPT/VIM_2HEAD | Table | Additional DP header fields. | Consultants | Techlorean (2019) |
/OPT/VIM_1ITEM | Table | DP document items. | Consultants | Techlorean (2019) |
/OPT/VIM_1LOG | Table | DP document log. | Consultants | Techlorean (2019) |
/OPT/CPMC_RG01_V | Table | VIM Workplace inbox items: is the item really in this user’s inbox? | Consultants | Techlorean (2019) |
/ORS/APPR_LOG | Table | Approval history: ACTUAL_APPR is who approved, SENT_APPR who it was sent to. | Consultants, auditors | Techlorean (2019) |
/PTGWFI/Z_CONST | Table | WebFlow constants, maintained with SM30. | Consultants | Techlorean (2019) |
/OPT/VIM_T101 | Table | DP document status codes. | Consultants | OpenText Reference Guide 16.3.4 |
/OPT/VIM_T112 | Table | Duplicate check groups; their fields are in /OPT/VIM_T113. | Consultants | OpenText Reference Guide 16.3.4 |
/OPT/VIM_T005A | Table | Where each business rule applies, by invoice type and category. | Consultants | OpenText Reference Guide 16.3.4 |
/OPT/VT_DOC_DET | Table | Vendors that send PO-based invoices. | Consultants | SAP Community blog |
/OPT/VIM_TAX_CFG | Table | OpenText tax table for tax code determination. | Consultants | SAP Community blog |
/OPT/VT_ATM_SRC | Table | Data behind the Automation report. | Consultants | OpenText Reference Guide 16.3.4 |
Nothing matches. Try another word, or pick All.
Codes come from OpenText’s reference guide and from published lists covering VIM 7.x to 20.x. Names and availability change between releases, and a project may hide some from users, so check your own system before you write them into a manual. The OpenText guide itself needs an OpenText My Support login.
Why companies buy it
What a slow invoice costs
Ardent Partners surveys AP teams every year. Its 2025 figures show how far apart average and best-in-class teams are, and the gap is mostly about how many invoices nobody has to touch.
- $9.40average cost to process one invoice; best-in-class teams spend $2.78
- 9.2 daysaverage time from receiving an invoice to approving it for payment
- 14%of invoices hit an exception that needs a person (2024 figure)
- 32.6%touchless on average; best-in-class teams reach 49.2%
Try it with your volume
Example: 5,000 invoices a month.
At 14%, about 700 invoices a month would need a person. Touchless would be about 1,630 at the average rate and 2,460 at the best-in-class rate.
- At the average cost$564,000a year
- At best-in-class cost$166,800a year
- The gap$397,200a year, for 60,000 invoices
Benchmarks from Ardent Partners, AP Metrics That Matter in 2025, as reported by apexanalytix. They describe AP teams in general, with or without VIM, so read them as the size of the prize, not as a promise of what VIM will save. On the vendor side, an IDC study cited by SAP News in August 2026 reports a 351% three-year return and a 37% gain in AP team efficiency for OpenText’s SAP solutions.
Brazil
VIM in Brazil: the XML changes the game
In Brazil, a goods invoice is an NF-e: an XML file signed by the supplier and authorized by the state tax authority before the goods leave. The data that VIM reads with OCR elsewhere arrives here complete and legally valid. The hard part moves from reading the invoice to matching it and approving it.
- Goods · NF-e
The XML is the invoice
The authorized XML can be received by SAP’s own inbound NF-e processing (SAP GRC NF-e, today SAP DRC) or by a local partner tool. A Brazilian OpenText partner also shows VIM capturing data from the supplier’s XML and creating the goods receipt and the MIRO invoice.
Source: Cienci, VIM by OpenText (PDF, Portuguese) - Services · NFS-e
From many layouts toward one
Service invoices are issued by each municipality, and for years each one had its own layout. From 1 January 2026, Complementary Law 214/2025 requires municipalities to let taxpayers issue the national-standard NFS-e or to share their own NFS-e with the national environment.
Source: reformatributaria.com (Portuguese) - Workflow
Where VIM still earns its place
Perfect XML does not match itself to a PO and a goods receipt, solve a price difference or approve a utility bill. Exceptions, blocks, non-PO approvals and the audit trail are the part of VIM that does not depend on OCR, in Brazil or anywhere.
Related: SAP e-reporting in Brazil
Documented, but little known
16 tips for users and consultants
Each tip comes from an OpenText guide, an SAP knowledge base article or a published source, linked under the tip.
- 01Users
One transaction to find all the others
Type /n/OPT/VIM to open the VIM area menu, where every VIM transaction your role can use is grouped by topic.
/OPT/VIM
- 02Users
Open Fiori from SAP GUI
Transaction /UI2/FLP opens the Fiori launchpad from SAP GUI. People who do not use SAP GUI at all, such as many approvers, start from the launchpad.
/UI2/FLP
- 03Users
Approve a pile in one go
Approve Invoices has a bulk mode for invoices that are already fully coded, so an approver can clear the routine ones together and spend time on the odd ones.
Approve Invoices
- 04Users
Read the history before you click
Not every item in your inbox is waiting for approval: some were referred to you for information. The history and comments tabs in the VIM Workplace show why it came to you and who had it before.
/OPT/VIM_WP
- 05Users
Choose your own reminders
Each user can maintain their own VIM notification settings, instead of waiting for AP to chase them.
/OPT/VIM_8AX50
- 06Users
Set a substitute before your holiday
A substitute keeps your VIM items moving while you are away, instead of leaving them in an inbox nobody opens.
/ORS/MAIN_SUBS
- 07Consultants
Three wildcards cover every VIM transaction
OpenText’s reference guide notes that /OPT*, /ORS* and /PTGWFI* cover all VIM transactions, which makes role design in PFCG and searches in SE93 much shorter.
/OPT*/ORS*/PTGWFI*
- 08Consultants
Obsolete documents do not count as duplicates
The duplicate check skips documents with status 06 (rescan complete), 10 (obsolete) and 72 to 90 (OCR statuses), so the replacement of an obsoleted document is not flagged against it.
/OPT/VIM_1CX5/OPT/VIM_T101
- 09Consultants
Invoices that always arrive before the goods
Rule 23.8 checks invoiced quantity against open goods receipt quantity. Where invoices legitimately come first, the goods receipt check can be switched off with the constant DISABLE_GR_CHECK.
DISABLE_GR_CHECK
- 10Consultants
Who really approved it?
In table /ORS/APPR_LOG, ACTUAL_APPR holds the user who approved and SENT_APPR the user the item was sent to, which tells delegation apart. View /OPT/CPMC_RG01_V shows whether an item really is in a user’s inbox.
/ORS/APPR_LOG/OPT/CPMC_RG01_V
- 11Consultants
Make the image open by itself
Whether the dashboard shows the invoice image automatically is controlled by the constant DASHBOARD_IMAGE_AUTO, product code 005, in table /PTGWFI/Z_CONST.
/PTGWFI/Z_CONST
- 12Consultants
Run the two checks before go-live
/OPT/VIM_1CX11 checks configuration consistency and /OPT/VIM_1CX19 checks the DP installation. /OPT/VIM_ROLETEST then shows who a role resolves to, before real invoices find out for you.
/OPT/VIM_1CX11/OPT/VIM_1CX19/OPT/VIM_ROLETEST
- 13Consultants
Plan VIM into every S/4HANA upgrade
Maintenance Planner can flag the VIM add-ons as incompatible with the target release; SAP’s knowledge base shows this for an upgrade to S/4HANA 2023 and points to SAP Note 2214409. Upgrading VIM belongs in the same project.
KBA 3493442Note 2214409
- 14Consultants
Where to search the knowledge base
SAP files its VIM knowledge base articles under XX-PART-OPT-INV, for example 3064973 on an invoice image that shows as a white page in the VIM Workplace and VIM Analytics.
XX-PART-OPT-INVKBA 3064973
- 15Consultants
Let smart coding fill the cost objects
From VIM 23.4 SP2, AI-based smart coding proposes cost objects for invoice lines and can assign them by itself above a confidence threshold, 80% in the example given.
Enter Cost Assignment
- 16Consultants
Year-end has its own programs
VIM ships year-end programs for PO and non-PO invoices still in process, with clean-up programs and an audit report beside them.
/OPT/VIM_YEND_PO/OPT/VIM_YEND_NPO/OPT/VIM_YEND_AUDIT
Myths
Things people get wrong about VIM
Myth
VIM is a standard SAP module.FactIt is an OpenText add-on. SAP resells it, today as invoice management by OpenText, and supports it under one SAP contract, which is why so many people call it SAP VIM.
Myth
VIM replaces MIRO and FB60.FactVIM decides and routes. The invoice it creates is a standard SAP document, posted through invoice verification or FI, and MIRO, FB60 and MRBR stay part of the picture.
Myth
No OCR, no VIM.FactOCR is optional. EDI, IDoc, XML e-invoices and SAP Business Network invoices go in without it, and many projects start with electronic channels only.
Myth
It only handles PO invoices.FactIt handles PO and non-PO invoices and credit memos, and beyond invoices also order confirmations, delivery notes, quotations, sales orders and remittance advices.
Myth
Approvers need SAP GUI.FactApprovals run in SAP Fiori apps, and people without SAP GUI start from the Fiori launchpad. Since VIM 26.2 (May 2026) invoices can also be approved through SAP Joule.
Myth
Touchless means no controls.FactTouchless means every business rule passed: vendor, PO, duplicate, tax number. The rules are what make it safe to skip people.
Myth
VIM sends your invoices to an outside cloud.FactVIM itself runs inside the SAP instance, and OpenText says no data leaves the SAP system. Only optional services such as cloud capture (Core Capture) run outside.
Evolution
From paper scans to agents
In 2008 SAP said most invoices at large companies were still on paper. Eighteen years later VIM approves invoices through SAP Joule. Gold dots mark the releases where AI arrived.
- 1992SAP and OpenTextSAP and OpenText begin the partnership that SAP News describes in 2026 as more than 30 years old.
- 2007Reseller agreementThe two companies sign a reseller agreement for OpenText products.
- 2008NovemberSAP starts reselling VIM as the SAP Invoice Management application by Open Text, with Invoice Capture Center, from OpenText’s purchase of Captaris, as the OCR option for early 2009. SAP says more than 80% of invoices at large companies are still on paper.
- 7.xThe SAP ECC yearsVIM posts through MIRO in what is now called Classic Mode, and level-based approval with a chart of authority arrives with 7.0.
- 16.3Simple ModeSimple Mode appears beside Classic Mode, built around the SAP Fiori app Manage Supplier Invoices and invoice drafts.
- 2024April, 24.2 updateOpenText adds the Invoice Overview Cockpit, e-invoice mappings for Romania and Spain, and integration with SAP DRC for Romania.
- 2025VIM 23.4 SP2 · AIAI smart coding of cost objects and more than nine Fiori apps; Fiori is described as the most feature-rich way to use VIM.
- 2025Fourth quarterVIM 25.4 is introduced, the release line for the latest SAP S/4HANA and RISE with SAP.
- 2026May, VIM 26.2 · AIAI in every processing phase: approval through SAP Joule or other agent platforms, flags for special instructions such as changed bank details, and questions about any invoice in any language.
- 2026AugustSAP News counts 21 SAP Pinnacle Awards for OpenText and calls it probably the flagship of SAP’s solution extensions.
Which VIM for which SAP
| SAP system | VIM line |
|---|---|
| SAP ECC 6.0 | 7.x |
| Earlier SAP S/4HANA releases | 20.x to 23.x |
| Latest SAP S/4HANA and RISE | 25.x |
As summarized by Ecodocx, an OpenText service partner, in June 2026. Exact pairings come from OpenText’s release notes and SAP Note 2214409.
The release rhythm
- 2 yrsa new major release, aligned with new SAP S/4HANA versions
- 6 moa new support package stack for the current release
- 7 yrssupport for each release, matching the SAP S/4HANA version
From OpenText’s June 2025 roadmap session, as reported by Avelon.
The questions people ask most
Is SAP VIM an SAP product or an OpenText product?
Both, in a way. OpenText builds it as an add-on for SAP, and SAP has resold it since 2008. SAP’s price list now names it SAP ERP for invoice management by OpenText, private cloud edition, and SAP S/4HANA Cloud for invoice management by OpenText, private edition. The customer signs one contract with SAP, and SAP provides the support.
Does VIM replace MIRO and FB60?
No. VIM checks, routes and decides, then creates a standard SAP invoice: a logistics invoice for PO invoices and an FI invoice for non-PO invoices. MIR4 and FB03 display what VIM posted, and MRBR still releases blocked invoices. SAP has a knowledge base article (3739882) on cases where the same posting behaves differently in MIRO and in VIM, so test unusual postings such as down payment clearing in both.
Do I need OCR to use VIM?
No. Electronic invoices in EDI, IDoc or XML, and invoices from SAP Business Network, go in without OCR. For paper and PDFs, OpenText offers OpenText Capture on premise and Core Capture as a cloud service, with the same functions.
What is the difference between a DP document and an SAP invoice?
The DP document is VIM’s own record, created as soon as the invoice is read: index data, image link, status and log. The SAP invoice is created later, when the data passes the business rules, and has its own SAP document number. The two stay linked, so you can go from one to the other.
What is the difference between a parked and a blocked invoice?
A parked invoice exists in SAP but is not posted: it waits for coding, approval or a missing detail. A blocked invoice is posted, so it is in the books, but invoice verification set a price or quantity block that stops payment. VIM treats an invoice as blocked while any payment block exists.
How does VIM know who must approve an invoice?
It looks the approvers up in its chart of authority, where the approval chain and limits are kept, instead of asking someone to forward the invoice. If nobody can be found, a fail-safe role catches the item so it never disappears. A typical message when the chart is incomplete is that no chart of authority settings are maintained.
Can people approve invoices without SAP GUI, or on a phone?
Yes. Approve Invoices, Enter Cost Assignment and the other VIM tasks are SAP Fiori apps, and VIM work items can show in SAP’s inbox together with other tasks. People who never use SAP GUI start from the Fiori launchpad. VIM 26.2 also lets users approve through SAP Joule.
How does VIM find duplicate invoices?
With duplicate check groups: a list of fields, such as vendor, reference and amount, or a function module, compared against earlier documents. A match raises the Suspected Duplicate exception and a person decides. Documents marked obsolete or sent for rescan are left out of the comparison.
How is VIM licensed?
For the private cloud edition, SAP’s product page says it is priced per document per year, in blocks of 1,000 documents, with contracts of 3 to 60 months and prices on request. Other contracts can differ, so ask SAP or OpenText for your case. VIM has its own license report, /OPT/VIM_LICENSE.
Which SAP systems does VIM run on?
OpenText supports it from SAP ECC 6 to the latest SAP S/4HANA, on premise and in SAP S/4HANA Cloud Private Edition under RISE with SAP. Because VIM is an add-on installed inside the SAP system, SAP S/4HANA Cloud Public Edition is not in that list; there, SAP’s own supplier invoice apps are the starting point. This last point is our reading of OpenText’s list, not an OpenText statement.
What is the difference between VIM and SAP DRC?
SAP DRC deals with the legal side: it creates, sends and receives electronic documents in the formats tax authorities and networks require. VIM deals with the AP side: checking, routing, approving and posting. They work together; OpenText lists integration with SAP DRC for e-invoicing, and its April 2024 update added the DRC link for Romania.
What has AI changed in VIM?
Smart coding proposes cost objects and can assign them above a confidence threshold. Core Capture 26.2 uses generative AI to read header and item fields and works with VIM from 7.6 on. VIM 26.2 flags special instructions such as changed bank details, answers questions about an invoice in any language and lets users approve through SAP Joule.
Related pages
References
Checked in November 2026. OpenText guides need an OpenText My Support login and SAP knowledge base articles an SAP for Me login. Transaction lists from partner sites cover VIM 7.x to 20.x; check names in your own release.
- Vendor Invoice Management for SAP, product pageopentext.com
- VIM for SAP Solutions, product overview (PDF)opentext.com
- What’s new in OpenText SAP Solutions (May 2026)blogs.opentext.com
- VIM 16.3.4 Reference Guide (VIM160304-RGD-EN-01)OpenText My Support, login required
- Invoice management by OpenText, private cloud editionsap.com
- SAP and OpenText’s 30-plus year relationship (August 2026)news.sap.com
- Open Text and SAP announce expanded reseller agreement (2008)itwire.com
- SAP to resell Open Text invoice capture (2008)idm.net.au
- SAP Fiori applications for invoice management (June 2023)SAP PRESS blog
- Vendor Invoice Management with SAP (book)SAP PRESS
- 3064973: invoice image unavailable in VIM Workplace and VIM AnalyticsSAP for Me
- 3493442: VIM add-ons flagged for S/4HANA 2023SAP for Me
- 3251886: VIM upgrade conflict with component OTEXRLSAP for Me
- 3739882: different behavior in MIRO and VIMSAP for Me
- 2892803: wrong message in Enter Cost Assignment (Advanced)SAP for Me
- VIM basic configuration for DP document typesSAP Community
- All the important VIM transactions in one menu (2020)SAP blog
- VIM transactions and tables for troubleshooting (2019)Techlorean
- SAP VIM main transactions, part 1SAP4Tech
- SAP VIM main transactions, part 2SAP4Tech
- What’s new in VIM 23.4 SP2 (May 2025)Avelon
- 2025 OpenText VIM and Capture deep dive (July 2025)Avelon
- VIM, SAP S/4HANA and RISE compatibility (June 2026)Ecodocx
- SAP VIM Workplace user guidelines (a customer guide, PDF)e-learning.kuka.com
- Ardent Partners: key AP metrics 2025apexanalytix
- Introdução ao OpenText VIM (PDF, Portuguese)cienci.com.br
- NFS-e Nacional em 2026 (Portuguese)reformatributaria.com