Scenario 2: Workflow to Verify General Journal Entries per Submitter

[Edna_Garcia1]

Configuring workflows for the first time in SAP S/4HANA Cloud may seem complicated, but it is not.

In this blog, I will show scenario 2 of configuring the workflow to assign the Approver based on the user who creates the JE (Submitter) and Company Code.

The following example was executed in an SAP Internal System. The activation of the Workflow to Verify General Journal Entries is based on the documentation provided by the SAP Help Portal - Example of Adding Custom Fields Link

Use case Example:

Let's assume the requirement is the following:

The Cloud Group has 2 Company Codes (1010 and 1730), 2 General Ledger Accountants (Edna and Josie), and 2 General Ledger Managers (Enrico and Paul).

All the general journal entries submitted by Josie in the company code Paul must be approved at 1730.

Enrico must approve the general journal entries submitted by Edna in company code 1730. However, the postings created in company code 1010 do not need approval. 

Configuration Process Flow:

The configuration consists of five parts:

1. Create the ZSUBMITBY Field.
2. Create Custom Functions.
3. Define the Approvers groups in Teams and Responsibilities.
4. Activate the workflow for the Approvers and Submitters.
5. Activate the workflow for the Non-Approval process.

Step 1: Create a custom field - ZSUBMITBY.

1.1 Create the new custom field.

Open the configuration step 102159 - Define Custom Responsibility Definition in your configuration environment.

• Click the ‘New Entries’ button to create a new entry
• Fill in the following fields:
  • Resp. Def. Name: Z_SUBMITBY
  • CDS View: I_BUSINESSUSERBASIC
  • CDS Field: USERID
  • Resp. Def. Name: Z_SubmitBy
  • Resp. Def. Desc: User ID
  • Press Enter
  • Click on the Save button

1.2 Assign Custom Responsibility Definition to CDS View

Open the configuration step 102163 - Assign Custom Responsibility Definition to CDS View in your configuration environment.

• Click the ‘New Entries’ button to create a new entry
• Fill in the following fields:
  • Customer Responsibility Definition: Z_SUBMITBY
  • CDS VIEW name: C_GLJRNLENTRYTOBEVERIFIED
  • CDS field name: PARKEDBYUSER
  • Press Enter
• Click on the Save button

1.3 Assign Custom Responsibility Definitions to Standard Team Category

Open the configuration step 102160 - Assign Custom Responsibility Definitions to Standard Team Category in your configuration environment.

• Click the ‘New Entries’ button to create a new entry
• Fill in the following fields:
  • Category: FGJEV (G/L Journal Entry Verification)
  • Customer Responsibility Definition: Z_SUBMITBY
  • Press Enter to populate the Responsibility Definition Description field.
• Click on the Save button

Step 2: Create Custom Functions

2.1 Define Functions

Open the configuration step 101065 - Define Functions in your configuration environment.

• Create the functions to define the tasks that need to be executed for the team members.

2.2 Define Function Profiles.

Open the configuration step 101065 - Define Functions Profiles in your configuration environment.

• Map the function to the corresponding Function Profile, linked to the Type field in the Teams and Responsibilities app.

Step 3: Define the Approvers groups in Teams and Responsibilities.

3.1 Teams and Responsibilities App.

• Create a Team for every group of approvers.
• Teams and responsibilities app is used to define who is responsible for workflows and situation handling.
• The responsibility Definitions are different for each Type of Team.
• The Owner is responsible for maintaining the team header, responsibility definitions, and team members and their functions.
• The Team Members are the users who will receive the corresponding workflow (approvers).
• The Function is a task that a team member can perform as a part of the business process.
• Example of the Team APPROVER01

3.1 Teams and Responsibilities App.

• Example of the Team APPROVER03

Step 4: Activate the workflow for the Approvers and Submitters.

4.1 Manage Workflow for Journal Entry Verification in General Ledger App

• Select and copy the standard “General Journal Entry Verification” workflow.

• You only need one workflow for all the Teams using the same function in the Teams and Responsibilities app.
• In the Start Conditions section, DO NOT add all the company codes to the same field. Use the function “or” to get the correct functionality.

• In the “Verify” step, assign the function in the Assignment field by selecting Assignment By Role.
• Save the Changes
• Activate your workflow

Step 5: Activate the workflow for the Non-Approval process.

5.1 Manage Workflow for Journal Entry Verification in General Ledger App

• The following workflow is optional.
• It is created when you do not need approvers for specific conditions.  For example, a specific Company Code

Remember to look at Scenario 1: Workflow to Verify General Journal Entries per Level by Amount Blog for more details about the Roles of the Requester and Processor.

I hope this information is helpful. If it is, please press like to keep publishing more blogs.