SAP VIM Process Types Explained: Invoice Validation & Exception Handling

Invoice processing becomes more structured when organizations use SAP VIM (Vendor Invoice Management) to manage invoice information, validation, exceptions, and processing activities.

One important concept in SAP VIM is the Process Type. During invoice processing, the system can use a Process Type to check specific information and determine what should happen when an exception occurs.

For professionals learning SAP VIM, understanding Process Types and Process Options provides a useful foundation for understanding invoice processing and exception handling.

SAP VIM Process Types and Exception Handling with invoice validation and exception workflow
SAP VIM Process Types and Exception Handling – A Practical Guide

What Does a Process Type Do in SAP VIM?

A Process Type can be used to perform specific checks on invoice-related information during document processing.

Invoice processing may involve information such as:

  • Vendor
  • Company Code
  • Invoice Number
  • Document Date
  • Currency
  • Purchase Order number
  • Line-item information
  • Quantity and price
  • Tax information
  • Bank details

When required information is missing or incorrect, the invoice may need additional processing before it can continue. Therefore, Process Types play an important role in the validation and exception-handling process.

SAP VIM Process Types and Invoice Exceptions

During invoice processing, different types of exceptions can occur. For example, an invoice may contain incomplete, incorrect, or missing information.

  • Invalid or missing vendor information
  • Missing company code
  • Missing invoice number
  • Incorrect document date
  • Invalid currency
  • Missing Purchase Order information
  • Line-item issues
  • Tax-related information issues
  • Possible duplicate invoices

When an exception occurs, the invoice may require attention from an appropriate person or team. Depending on the situation, the invoice can be referred, rejected, returned, or routed for further processing.

Process Type vs Process Option in SAP VIM

It is useful to understand the difference between these two concepts.

Process Type is associated with checking or validating information during invoice processing.

Process Option determines the action or route that should be followed when a particular processing situation occurs.

SAP VIM Concept Purpose
Process Type Checks or validates information during invoice processing.
Process Option Determines the action or route for the processing situation.

A simplified invoice-processing flow can be represented as:

Invoice Received → Process Type Checks → Exception Identified → Process Option → Assigned Role/Team → Further Processing

PO and Non-PO Invoice Processing

SAP VIM can handle different invoice scenarios, including PO and Non-PO invoices.

A Purchase Order invoice can be associated with an existing PO, while a Non-PO invoice may require different information and processing steps.

In the training demonstration, different Process Type ranges were discussed for scenarios such as PO invoices, Non-PO invoices, down payment scenarios, and custom Process Types.

These ranges were presented in the demonstration as configuration conventions and should not be treated as a universal rule for every SAP VIM system.

Handling Missing or Incorrect Invoice Information

Suppose an invoice contains an invalid vendor or missing information. The invoice may require correction or review before processing can continue.

Depending on the exception, the relevant team, buyer, supplier, or Accounts Payable role may need to take action. Similarly, Process Types can support checks that help identify such situations.

Therefore, exception handling forms an important part of the invoice processing flow.

Characteristic Check in SAP VIM

Another concept discussed in the training demonstration was Characteristic Check.

This check can be used when the system needs to validate the type or format of information entered into a field, such as:

  • Alphabetic characters
  • Numeric values
  • Special characters

Such checks can help identify incorrect data before the invoice continues through the process.

Background Processing in SAP VIM

SAP VIM processing can also involve background or periodic processing. During the demonstration, background processing and wait/return settings were discussed as part of handling invoices that need to wait for information or further action.

This approach can help manage invoices that cannot immediately move to the next processing step.

Why Understanding SAP VIM Process Types Matters

Understanding Process Types gives SAP VIM learners a clearer picture of how invoice validation and exception handling can work together.

Instead of treating every invoice manually, organizations can configure processing rules and actions around specific business scenarios.

For SAP VIM professionals, it is useful to understand how Process Types, Process Options, roles, and exception handling work together.

Learn SAP VIM with Practical Training

If you want to learn SAP VIM with practical demonstrations and understand concepts such as DP Document Types, Process Types, Process Options, invoice processing, and exception handling, explore our:

SAP VIM Online Training in Hyderabad

The training focuses on practical SAP VIM concepts to help learners understand invoice-processing scenarios and configuration-related concepts.

Read the Detailed SAP VIM Guide

For a more detailed explanation of Process Types, Process Options, exception handling, DP Document Types, roles, and invoice-processing concepts, read our complete guide:

SAP VIM Process Types and Exception Handling: A Practical Guide

Final Thoughts

SAP VIM Process Types are an important concept in invoice processing because they help organize validation and exception-handling activities.

By understanding how Process Types and Process Options work together, SAP professionals can better understand the flow from invoice receipt and validation through exception handling and further processing.

If you are preparing to work with SAP VIM, learning these concepts along with practical invoice-processing scenarios can provide a stronger understanding of the overall process.

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