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In this post, we would understand the FI workflow set up with the help of a very basic example.

Assumptions:

All the required config is in place.  Standard Workflow Scenario WS02800046 is Active.

To check if it is active, Please follow the following steps:

  1. Go to T-code : SWDD_Scenario

  2. Enter Scenario - WS02800046


Here, you would be able to see if WS02800046 scenario is active or not.


 

Workflow Set Up

Let’s assume our requirement is to set up the approval workflow according to the following matrix



To configure the workflow, we would need to perform the following steps:

Step 1:


Open “Manage Teams and Responsibilities for General Journal Entry Verification”

Create a new team with type – FGLVG

Assign a Team owner and team members.


In our example

Person A belongs to Group 1 for G/L Journal Entries for level 1 approval

Person B belongs to Group 2 for G/L Journal Entries for level 2 approval.

Select the status as “Enabled” and save it.

Note

Please assign all the level 1 approvers to Group 1 for verifying G/L Journal Entries in app “Manage Team & responsibilities”.  In our example, we have only one level 1 approver i.e., person A

Please assign all the level 2 approvers to Group 2 for verifying G/L Journal Entries in app “Manage Team & responsibilities”.  In our example, we have only one level 2 approver i.e., person B

 

Step 2: Open “Manage Workflows for General Journal Entry Verification” in Fiori Launchpad.

Click on “Add” to create a new workflow. In our example, we need to create 3 workflows.

 Workflow 1:

First we would create a workflow for the line no 3 in the matrix.


 

Click on “Add” button to create a new workflow.

This workflow is valid when Journal Entry type is “SA” and Amount > = 0.

There is only one step i.e. post automatically. As there is no approval required in this case.




 

Workflow 2:

Now we would create workflow for line no 1 & 4.


 

Click on “Add” button to create a new workflow.

This workflow is valid  when

Journal Entry type is “SA” and Amount > = 501

Or

Journal Entry type is “AB” and Amount > = 0




In this case, we have two steps:

  1. For verify (level 1) : For recipients, select Group 1 for Verifying G/L journal Entries

  2. Post


Workflow 3:

Now we would create workflow for line no 2 & 5.


Click on “Add” button to create a new workflow.

This workflow is valid  when

Journal Entry type is “SA” and Amount > = 100001

Or

Journal Entry type is “AB” and Amount > = 500001





In this case, we have 3 steps

  1. Verify (level 1): For recipients, select Group 1 for Verifying G/L journal Entries

  2. Verify (level 2): For recipients, select Group 2 for Verifying G/L journal Entries

  3. Post


 

Go back to App “Manage Workflows for General Journal Entry Verification”

You can see all the three workflows that we have just configured.

Click on “Define order” button. The workflows should be in the following sequence:

  1. Workflow 3 – Second level approval.

  2. Workflow 2 – First Level approval

  3. Workflow 1 – No approval



Our workflow set up is complete.

To trigger the workflow, please open “Verify General Journal Entries – For Requester” App in Fiori Launchpad and create a Journal Entry or upload an excel file.


System would check the workflows in the sequence that we have maintained.

 

System would first check workflow 3

It would check if workflow 3 conditions are met.

If yes, then the Journal entry would first go to level 1 Approver i.e. Person A.

Person A can see this JE in App “Verify General Journal Entries – For Processor (Inbox)”

Person A can approve or reject this JE. If she approves it, then it would go for approval to level 2 approver i.e., person B.

Person B can see this JE in App “Verify General Journal Entries – For Processor (Inbox)”

Person B can accept or reject it. If Person B accepts it, then only the journal entry would be posted.

If person A/B reject the JE, workflow would end, and it would go back to the submitter and she can edit it and then resubmit it.

 

If workflow 3 was not a match then system would check workflow 2

if the conditions are met for workflow 2, then the Journal Entry would go to level 1 Approver i.e., Person A.

Person A can accept or reject it.

If she accepts it, then this journal entry would get posted.

 

If workflow 2 was also not a match, system would now check workflow 1

and if conditions are met, system would directly post the JE. As we have not maintained any approver for workflow 1.

 

In this post, we understood how to set up the flexible workflow for finance. In our example, we had only two criteria i.e., document type and threshold amount. But you can maintain other criteria like company code etc. too. You can explore “Manage Workflows for General Journal Entry Verification” app to see all the criteria that you can maintain for the workflow set up.
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