Document management plays an increasingly important role, particularly in a highly bureaucratized country like Italy, where there is still a need to manage a large amount of unstructured data, and often related to paperwork that must circulate strictly in paper originals. Fortunately, there are ample signs to think that this is now a transitional situation, pending full dematerialization. To remain competitive in the market, however, companies must be able to manage their documents more and more efficiently by orchestrating all sources, which have become as heterogeneous as possible. SAP VIM (Vendor Invoice Management) can help companies optimize document management and offers numerous benefits when integrated with the rest of the SAP ecosystem.

SAP VIM: what it is and how it works

SAP VIM is a supplier invoice management solution that enables companies to simplify and automate the document management process. This tool uses a workflow-based approach to ensure that documents are approved, accounted for and filed in a timely and efficient manner. Integration with other SAP systems, such as SAP CRM marketing, provides a complete view of the business document lifecycle, thereby improving overall document management.
In addition, in its most recent versions, SAP VIM has extended its beyond invoices functionality, allowing all business document management to be unified in a single tool.

Integration with marketing: SAP CRM

The SAP CRM marketing tool is a tool created to help companies manage customer relationships through analytical tools and the management of different touch points. By integrating SAP VIM with SAP CRM it is possible to easily link business documents, such as invoices, with customer information, enabling unified access to information and a better user experience both internally, for the benefit of operators, and externally for the benefit of customers. This integration provides a detailed view of customer interactions and optimizes marketing, sales and service strategies.

Document management and process automation

With SAP VIM, companies canautomate document management, improving the efficiency of internal processes and reducing the risk of human error, while also freeing operators from a number of repetitive and low-value-added tasks. This is possible thanks to a number of features that SAP VIM integrates. Let’s look at the main ones.

  • Data extraction and OCR recognition: SAP VIM uses OCR technologies to automatically extract relevant information from documents. For example, vendor data, invoice numbers and due dates can be captured. This process eliminates the need for manual data entry and reduces the risk of input errors.
  • Validation and verification rules: it is possible to set up customized validation rules to ensure that documents meet specific company policies and criteria. This control mechanism helps identify any discrepancies or irregularities in documents and trigger corrective actions in a timely manner.
  • Approval workflows: establishing approval workflows based on roles and responsibilities within the organization ensures that documents are approved along the predetermined supply chain, streamlining the decision-making process and making it more secure and error-proof.
  • Document storage and retrieval: SAP VIM provides a secure, centralized storage system for business documents. Documents that can be easily organized, searched and retrieved by various criteria, such as supplier, invoice number or due date. This facilitates access to information and enables greater efficiency in information management.
  • Monitoring and reporting: SAP VIM provides monitoring and reporting tools that enable companies to analyze document data and identify any bottlenecks or areas for improvement. This helps to further optimize the document management process and make informed data-driven decisions.

By implementing these automated features and processes, SAP VIM enables companies to simplify and speed up the management of business documents while ensuring greater regulatory compliance and reduced risk of human error.

Electronic Invoicing in SAP VIM

Electronic invoicing has been a regulatory requirement for several years now. With SAP VIM, companies can manage it easily, with the assurance that invoices are sent and received in a manner that complies with current regulations. By integrating SAP VIM with other SAP systems, you can further simplify the invoicing process and reduce the time and errors associated with manual invoice management.

Smart, effective and secure document management

SAP VIM is an essential tool for businesses looking to optimize business document management. With integration with the SAP ecosystem and automation capabilities, internal process efficiency can be improved and compliance with e-invoicing regulations can be ensured. By implementing SAP VIM, companies can focus on core activities and growth strategies, knowing that document management is handled efficiently and securely.

Automating the accounts payable cycle and invoicing process helps companies improve efficiency and profits. Smart tools such as SAP VIM simplify the automation process, integrating seamlessly with the business ecosystem and enabling efficiency and competitiveness to be regained.

Our team of consultants is ready to help you improve these procedures within your company, contact us to receive information.