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 E-Invoice 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 E-Invoice 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. EDICOM will be routing the invoice to correct S4 VIM instance.

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.

It is dependent on ERP-730.

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

No specific language requirement for the integration. Error messages to be logged in English.

Special Requirements

An application job 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, a launchpad notification will be triggered and sent to the identified recipient groups. 

A table will be used to store the recipient groups, who will be notified in case of such failures. Once the archive server issue is resolved, the team can access /AIF/IFMONI 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

N/A

Data Validation Considerations

N/A

Custom Tables

N/A

Master Data

N/A

Configuration Table

N/A

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. Country and Content Repository Determination

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

   • Based on the country and XML format, the Content Repository and country-specific VIM e-invoice XML channel details will be identified for 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 and country-specific VIM e-invoice XML channel.

   • 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 AIF.

     • Send out AIF alerts to the AP support team as soon as registration fails.

5. Reprocessing Mechanism

   • Once the Content Server issue is resolved:

     • The error entry in AIF is manually cleared.

     • The message is reprocessed.

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

Volumetrics

Volume is driven by the number of invoices that we receive through proxy.

Performance Considerations

No specific performance considerations since we just receive the invoices.

Error Handling

Invoice registration interface failures can be monitored through Launchpad notifications as well as via transaction /AIF/IFMON

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 with XML data mapped to VIM header and item fields.

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