The Customer

The client is an important member of a global industrial group that is among the world’s leading developers and suppliers of technologies and components for the automotive industry. The group operates a complex accounting structure comprising 6 accounting areas in two countries. The processing of supplier invoices took place throughout the entire structure, imposing significant demands on consistency, traceability, and the level of automation of the entire process.

Initial Situation – before migration

The client operated two separate solutions for the processing of supplier invoices: The OpenText Invoice Capture Center (ICC) OCR system provided digitization and data extraction, while a third-party solution integrated into SAP handled the processing and approval logic.

The direct impetus for the change was the impending discontinuation of support for the ICC product by the manufacturer. At the same time, however, the existing architecture – two separate components from different vendors – introduced system limitations: slower data exchange between the OCR layer and the processing component, increased maintenance demands for integrations, and limited functionality compared to native solutions. The client wanted to respond to current trends in financial process automation and establish an infrastructure that would be sustainable in the long term and capable of addressing current technological challenges.

The analysis showed that the combination of IC4SAP and VIM from OpenText forms a native tandem with direct access to data in SAP – this allows for automatic validation of invoice data against master data directly within the system, without an external integration and with significantly broader functionality. Replacing the third-party solution with OpenText VIM meant unifying the environment under a single vendor and paving the way for enhanced automation of invoice processing.

The Solution   

The project was executed in three successive phases.

Phase 1 – Pilot Deployment (Rapid Deployment)

  • The implementation was carried out using the Best Practice methodology – maximizing the use of standard VIM functionality without custom modifications. The objective was to rapidly deploy it to a test environment for a single accounting area and verify the functionality of the entire process.
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  • The analytical phase included a detailed mapping of the current solution, identification of process discrepancies, and the design of a target concept. The result was a Business Blueprint defining the scope of the implementation.
  • The implementation phase included configuring input channels, setting up workflows for PO and NPO invoices, application of standard business rules, and connecting IC4SAP with VIM. After a six-week testing phase with key users (UAT – User Acceptance Testing), the solution was successfully handed over for acceptance.
Diagram of end-to-end invoice processing in SAP via OpenText VIM
Standard End-to-End invoice processing process.

Phase 2 – Customization and extension

Based on the testing results, a package of change requests was compiled reflecting the specifics of the customer’s SAP environment. The following areas were implemented:

  • Automatic assignment of accounting area based on order data.
  • Routing invoices to the correct approvers according to role and order type.
  • Blocking invoices after posting for service and limit orders as a control step.
  • Setting up an EDI (electronic data interchange) channel for receiving invoices from suppliers.
  • Smart Coding for NPO invoices – automation of coding of invoices without a purchase order.
  • Support for various types of PO invoices: standard, blanket, and service orders.
Linking of business objects and documents in OpenText VIM for SAP Solutions
Linking business objects and related documents in the OpenText VIM for SAP Solutions environment

 Phase 3 – Production deployment

  • After incorporating the development requirements, deployment in the production environment took place for all accounting areas within the two countries, including adaptation to the specifics of individual areas and launch support.
  • The result is a unified production environment covering 6 accounting areas in two countries, where the entire invoice processing flow—from digitization through OCR extraction to posting in SAP—takes place within one integrated OpenText platform.
Exception handling in invoice processing in OpenText VIM for SAP Solutions
Exception Management in OpenText VIM for SAP Solutions

Summary

The project brought a fundamental change in the architecture of supplier invoice processing. The client replaced two separate solutions from different vendors – a legacy OCR system and a third-party process layer – with a unified OpenText platform: a native IC4SAP + VIM tandem integrated directly into SAP.

Connecting two systems from different manufacturers meant fewer features available out-of-the-box, more demanding maintenance, and risks during upgrades. The native IC4SAP + VIM tandem eliminates this issue: the system has direct access to SAP master data and features hundreds of pre-configured business rules that can be activated without custom development.

The project covered 6 accounting areas in two countries and was implemented using the Rapid Deployment methodology – first a pure standard, followed by targeted customization. The platform is ready for rollout to other countries within the group.

For the finance department, the solution provides visibility of financial data in cash flow from the moment an invoice enters the system. Each invoice is available for reporting and financial planning through preliminary acquisition of the accounting document even before final posting – without waiting for manual processing.

For the IT department, the project signifies the simplification of infrastructure: one solution instead of two separate components, maintaining the integrity of the SAP ecosystem, and safeguarding investments in SAP. The solution aligns with the manufacturer’s roadmap and guarantees long-term support and development.