- SAP Managed Tags
We currently have a range of tools that allow us to automate tasks to streamline business processes. But we cannot avoid the attention of human judgment in some steps, events, and decision requests.
Situation handling is a tool that allows us to notify the Team of the situation that requires their attention.
SAP S/4HANA Situation Handling helps in various use cases. In this blog, I will share with you the situation templates available for SAP S/4HANA Cloud Private Edition in the Sales Area.
Until SAP S/4HANA 2023 the Situation Templates available for Sales are:
Billing Documents Not Posted notification.
From SAP S/4HANA 2022, the Situation Template Billing Documents Not Posted is available. You can set it up to automatically inform the key team when a billing document is not posted into financial accounting. Through this, the responsible person can access the notification link, review, and edit the billing document before manually posting it into financial accounting.
Create Sales Order from automatic extraction, extraction failed / Incomplete Sales Order notification.
From SAP S/4HANA 2022 FPS01, you can inform the sales representative when a sales order request is incomplete after the automatic data proposal has finished. The Situation Template Data Incomplete for Order Creation covers this task.
In the Create Sales Orders - Automatic Extraction app, the system extracts the data for the sales order request after the purchase order file is uploaded. If the data proposal fails for some required field, the sales order request for order creation is incomplete. Based on this situation, the internal sales representative can be automatically notified. From the notification, the sales representative can open the sales order request, provide the required data, complete the sales, and leave the sales order ready for the next step in the process.
Additionally, from SAP S/4HANA 2021 FPS01, using the situation template Data Not Extracted for Order Creation, you can inform the sales representative if any automatic extraction by the Create Sales Orders - Automatic Extraction app has failed. From the notification, the sales representative can open the sales order request and check the application log before taking proper action (for example, retrying data extraction or uploading another file).
Mass change of Sales Documents Completed or failed.
From SAP S/4HANA 2020 FPS02, users can be informed when the Mass Change of Sales Documents app. has finished or has failed, and can take quick actions if necessary. The Situation Template Mass Change of Sales Docs: Jobs Complete could be set up for this purpose.
Sales Quotation Is Close to Expiring
From SAP S/4HANA 2020, a situation handling Sales Quotation Is Close to Expiring is available. It informs the sales representative about Quotations that are close to expiring. So, they can act before the expiration. Users can immediately learn about expiring quotations with low conversion rates. This enables them to focus on quotations of this kind and proactively follow up with customers who still need to place orders.
Sales Contract Fulfillment Alert
A Sales Contract Fulfillment Alert situation template is available from SAP S/4HANA 2020. It allows you to notify specific sales organization members about unexpected progress in sales contract fulfillment. For example, when a sales contract is being fulfilled slower than expected, users are automatically informed to take further actions.
Let’s talk about key concepts and how to set up Situation Handling in all the business cases described.
The first step is to find the Situation templates delivered by SAP for standard object-based use cases to cover your business needs. They are available in the Manage Situation Types app. ( ID F2947 ). There, you can review and copy to create your Situation type that will be set up following your business needs. (Select the Situation Template and press “Copy” bottom )
Some attributes could be set up in each Situation Type as follows:
- How the message will be shown in the My Situations app.
- How it will be shown in the Launchpad Notification:
- How it will be shown in the e-mail content:
- Direct access from the Launchpad Notification or the e-mail to the Fiori app will support the needed attention.
From our business case scenarios, these are the Fiori applications linked into each situation template:
Situation Template | App Name / Id. |
Billing Documents Not Posted | Manage Billing Documents ( id.F0797 ) |
Data Incomplete for Order Creation | Create Sales Orders - Automatic Extraction ( id.F4920 ) |
Data Not Extracted for Order Creation | Create Sales Orders - Automatic Extraction ( id.F4920 ) |
Mass Change of Sales Docs: Jobs Complete | Mass Change of Sales Documents ( id.F5210 ) |
Sales Contract Fulfillment Alert | Sales Contract ( id.F2026 ) |
Sales Quotation Is Close to Expiring | Sales Quotation ( id.F1871 ) |
- The conditions should be required to create the Situation Instance.
Each situation template has different fields available according to the business context, and you can use them as condition values to create the situation instance. In Our cases scenarios, these are the available fields:
For Billing Documents Not Posted:
For Data Incomplete for Order Creation, Data Not Extracted for Order Creation and Mass Change of Sales Docs: Jobs Complete:
For Sales Quotation Is Close to Expiring:
Other filters: created by, created on, customer group, customer group 1 -> group 5, distribution channel, division, document date, elapsed time (%), employee resp., net value, relative contract fulfillment pace, released value, sales contract, sales document type, sales employee, sales group, sales office, sales organization, sold-to Party.And for Sales Contract Fulfillment Alert
Other filters: Contract valid from, contract valid to, created by, created on, customer group, customer group 1 -> group 5, distribution channel, division, document date, elapsed time (%), employee resp., net value, relative contract fulfillment pace, released value, sales contract, sales document type, sales employee, sales group, sales office, sales organization, sold-to Party.
- When the job is executed to look for situations.
- Who will receive the notification by Responsibility Teams
For more details regarding Responsibility Management, visit this blog: Flexible Workflow using Responsibility Management ... - SAP Community.
If you want to include an e-mail notification, you must also have to set up a notification for an instance of this situation type on the SAP Fiori launchpad.
To set up, please choose the profile icon in the top right corner, then select Settings:
Into “Notifications” select the Email checkbox to the notification type required.
Before the end I want to tell you that Situation Handling is a cross application, available as standard, enablement is via SAP Fiori Apps and licensing is not required.
I hope this blog post was helpful for you 😊
I'm looking forward to your feedback and thoughts. You can post your questions in the SAP community referring to this blog post.
Thank you,
Brought to you by the SAP S/4HANA RIG team.
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