Bottlenecks in invoice approval are one of the biggest challenges for Accounts Payable departments. Invoices often get stuck because financial executives, CFOs, or cost center managers are out of the office, traveling, or in meetings, which delays payments, creates friction with suppliers, and complicates the accounting close.
To solve this problem, OpenText Vendor Invoice Management (VIM) for SAP Solutions features the Mobile Approval Portal, a tool designed to bring the management and invoice approval directly to managers' mobile devices, ensuring that the financial workflow never comes to a standstill.
In this article, we explore how this portal works and why it is a key component for financial automation in SAP environments.
How the OpenText VIM Mobile Approval Portal helps Accounts Payable
The OpenText VIM Mobile Approval Portal allows users to access their approval workflows from any mobile device (iPad, iPhone, Android smartphones, etc.). Through a simple link in the device's web browser—which can even be saved as a shortcut on the home screen for faster access—executives can manage their pending tasks anytime, anywhere.
This accessibility eliminates the need to log in to a computer or access the traditional SAP interface (SAP GUI) to perform routine approvals, drastically reducing invoice cycle times.
Key features of the OpenText VIM Mobile Approval Portal
The portal is not just a stripped-down version of the system, but an optimized interface that offers all the functionality needed for informed and efficient decision-making:
1. Intuitive interface and access to the original document
The portal's design adapts to the device's orientation. In landscape mode, it offers a highly practical split view: on one side, the Inbox with the list of invoices; on the other, the details panel for the selected invoice.
Furthermore, approvers never make decisions blindly. With a single tap on the "Show Document" option, they can view the scanned image of the original invoice and review basic data, previous comments, and the invoice's action history.
2. Bulk invoice approval
For executives who receive a high volume of recurring or low-value invoices, going through them one by one is inefficient. The mobile portal allows users to select multiple invoices from the inbox and approve them all at once. This bulk approval functionality saves valuable time for executive profiles.
3. Line-level approval (Cost Assignment)
For complex invoices that affect multiple departments, a manager may not have authorization to approve the total amount, but only the portion corresponding to their cost center. The Mobile Approval Portal allows access to the cost assignment tab to approve individual invoice lines. The remaining lines will continue their workflow to the appropriate managers, ensuring granular and precise financial control.
4. Comprehensive exception management: rejections, redirects, and inquiries
An approver's job isn't always just to give the green light. The VIM mobile portal is equipped to handle any scenario:
• Reject: If there is an error, the user can reject the invoice by adding a mandatory or optional comment. The invoice will return to the previous approver or the Accounts Payable team.
• Inquire: If information is missing, the manager can send an inquiry to another user (by searching for their name/surname) directly from the app. The invoice remains in a "Waiting" status until the question is resolved.
• Forward: If the invoice has reached the wrong person or the manager prefers that another user handle it, they can easily forward it, transferring full approval control.
Accelerate your financial processes with Brait - we are certified OpenText partners
Implementing the OpenText VIM Mobile Approval Portal radically transforms the business user experience, reducing friction, improving traceability in SAP, and ensuring payments are made on time.
If your organization already uses SAP and is looking to optimize Accounts Payable processes, or if you need to get the most out of your current OpenText VIM installation, Brait can help. We are specialists in integrating OpenText and SAP solutions, helping finance departments around the world achieve operational excellence.
Contact us today and discover how we can automate and mobilize your invoice management.
