High- Level Specification

Functional Overview

This interface supports the automated receipt of electronic invoices from EDICOM Middleware into OpenText SAP VIM via web services. Its purpose is to enable a streamlined, touchless invoice intake process and initiate the VIM Document Processing (DP) workflow.

Scope and Objectives

The objective of this functional specification is to define an interface that receives vendor invoice registered on the Government portal. The invoices are fetched by EDICOM and transmitted to SAP Vendor Invoice Management (VIM) in XML format via an inbound proxy. The interface ensures seamless, accurate, and secure transfer of invoice data into VIM for further processing.

Scope

• Capture vendor invoices registered on the Government portal and retrieved by EDICOM

• Receive invoice data in SAP VIM through an inbound proxy interface in XML format

• Validate the incoming XML data for structure, completeness, and mandatory fields

• Create and register invoices in SAP VIM based on the received data

• Handle error logging, monitoring, and exception management for failed or incomplete messages

• Support standard invoice scenarios

Out of Scope:

• Manual invoice entry in SAP

• Invoice approval workflows within VIM

• Downstream FI posting and payment processing

Assumptions

EDIWIN will transmit invoices to VIM via the inbound proxy and will route only Syensqo vendor invoices that are designated for VIM processing.

One invoice per XML.

Dependencies

This enhancement is dependent on the capabilities and interfaces to be agreed upon with EDICOM. It is also subject to the legal requirements of the countries where vendor e-invoicing is applicable.

Security, Integrity and Controls

Inbound Proxy: The inbound proxy file will contain the invoice payload encoded in Base64 format.

Control Table: A custom table will be maintained to store the country, company code, and transaction type values that are in scope for e-invoicing.

Configuration Requirements

• Configure input channel OAWD_XXXX in SAP VIM for each Syensqo E-invoicing country to receive XML invoices from the EDICOM system.

• Configure the archive document type to process XML invoices and enable visualization/rendering of XML content for each Syensqo E-invoicing country.

• Link country-specific standard module handlers to the corresponding e-invoice channels.

• Based on Syensqo requirements, configure an enhanced XML parsing class.

• XML fields will be mapped to VIM header and item fields

Language Requirements

N/A

Special Requirements

A custom class will be implemented in the inbound proxy to register the incoming XML under the dedicated XML channel and archive ID corresponding to the relevant country and company code.

In the event of a connection issue with the archive server for the related content repository, an email notification will be triggered and sent to a designated mailbox. The email content will be maintained in an SO10 standard text.

A TVARV variable will be used to store the mailbox address of the purchasing support team, who will be notified in case of such failures. Once the archive server issue is resolved, the team can access SXMB_MONI to review and clear the error messages.

Design Rationale

Functional Requirements

SAP VIM will receive e-invoices from EDICOM through an inbound proxy interface in a country-specific XML format. The inbound message will contain the country and company code along with the invoice payload encoded in Base64 format. The country and company code combination will be used to correctly identify and route the invoice to the appropriate VIM input channel for further processing.

Proposed Technology to Use

Inbound proxy and custom class to register the invoices in VIM will be used.

Data Source Considerations

Data Validation Considerations

Custom Tables

Master Data

Configuration Table

Selection Screen Enhancement

N/A

Processing Logic

E-Invoice Registration Enhancement

1. Inbound XML Receipt

   • XML invoices will be received via the inbound proxy.

   • An enhancement will be triggered during inbound processing to handle XML invoice registration in VIM.

2. Company Code & Country Determination

   • During registration, the enhancement reads the country and Company Code from the XML.

   • Based on the company code channel, the Content Repository will be identified where the XML and if there is any attachment should be stored.

3. VIM Registration

   • The XML invoice is registered in VIM with the determined Content Repository.

   • The original XML file is stored as an attachment against the VIM document.

   • Additional attachments will also be retrieved and stored 

4. Content Server Connectivity Check

   • While registering the document, the enhancement checks the Content Server connection.

   • If the Content Server connection fails:

     • The registration process is stopped.

     • An error is logged in SXMB_MONI.

     • An automated email notification is triggered to the support team with error details.

5. Reprocessing Mechanism

   • Once the Content Server issue is resolved:

     • The error entry in SXMB_MONI is manually cleared.

     • The message is reprocessed.

     • The XML invoice is registered successfully in VIM without requiring retransmission from the source system.

6. XML Parsing & Mapping

   • After successful VIM registration, as part of the Document Handler steps:

     • The XML content is parsed. Parsing might need enhancement as per the country requirements of XML.

     • Parsed XML fields are mapped to /n/opt/xml_map fields.

7. Header and Item Mapping

   • Fields from /OPT/XML_MAP are further mapped to:

     • VIM Header fields

     • VIM Item fields

8. Invoice Validation

   • The registered and mapped invoice is then subjected to:

     • Standard and custom business validations

     • Further VIM processing as per business rules (e.g., matching, tolerances, approvals) and post the document.

Volumetrics

Number of records and expected frequency to be agreed with EDICOM

Performance Considerations

Number of records and expected frequency to be agreed with EDICOM

Error Handling

As mentioned in step 6 process sequence, While registering the invoice in VIM, in the event of a connection issue with the archive server for the content repository, a ServiceNow ticket will be created and an email notification will be sent to the support team mailbox. The email content will be maintained in SO10.

A TVARVC variable will be defined to store the mailbox address of the purchasing support team to be notified in case of failure.

Testing

How to Test

Based on interface with EDICOM, E-invoice files will be received in VIM and documents will be registered in S4 VIM and workflow will be triggered.

Test Conditions and Expected Results

Test Considerations/Dependencies

Other Information

Development Details

Package

Enhancement Implementation

Other Development Objects

Appendix

Custom Authorization Group Naming Convention

This table is based on the Syensqo development standards document. It provides the naming conventions for authorization groups to associated with custom reports and tables to comply with security requirements.

See also

Change log