[General Journal Entry Workflow] How to set up approver based on submitter? How to enable Responsibility Extensibility?

[LilingJia]

Nowadays, more and more customers get benefit from the S/4 HANA flexible workflow. Specially for the General Journal Entries Workflow, user could set up dynamic workflow(s). For example, set up multi-level workflow based on certain amount or different cost centers. 
If you also want to take advantage, you just need to do 2-step settings, so that system will learn,‘

• When to trigger workflow - Using Fiori App 'Manage Workflows for General Journal Entry Verification'
• Who to approve - Using Fiori app 'Manage Teams and Responsibilities (General Journal Entry Verification)'

In SAP Help Portal - Verify General Journal Entries,there is complete explanation about ‘Enabling and Extending Workflows’. It is strongly recommended that you go through all the example settings mentioned above, better to play around in some test system. Practice makes perfect!

In this blog, I would like to show you how to enhance the 'Who to approve' part by illustration one typical use case - set up workflow approve based on submitter

What it looks like?

1. Step1: Logon with GL_ACCOUNTANT role and open Fiori APP ‘Manage Teams and Responsibilities (General Journal Entries Verification)’
2. Step2: Create a new team with Type FI General Journal Entry Verification Default Team (FGLVG) for General Journal Entry workflow
3. Step3: Then you could see the custom responsibility definition is also show in the section. Now you could set a value for the submit by and define a processor for this person.
   
   

How to? ( Configuration)

Step1 - Open Configuration Item Define Customer Responsibility Definitions’ (SSCUI ID 102159) 

• option 1: customer with 2 System landscape 

1. Select ‘Manage Your solution’ app, in order to navigate to the Configuration screen.  Within this app, Click the task ‘Configure your solution’ which will give you the possibility to maintain certain processes.
2. Select configuration item ‘Responsibility definition’. The application Area is Application Platform and Infrastructure and the sub application area is Responsibility Management
3. Choose configuration step ‘Define Customer Responsibility Definitions’ (SSCUI ID 102159) 

• Option 2:  customer with 3-system landscape

Login in CBC system, Configure Your Business Processes ->  General Settings -> Further Settings Responsibility Management  -> Responsibility Management -> Define Custom Responsibility Definitions (102159)

Step 2: Create a new 'Customer Responsibility Definition' with an existing CDS field/view

2.1 Within this SSCUI, first click the ‘New entries’ button to create a new entry
2.2 Then input the resp. def. name as you need. for example, Z_SUBMITBY
2.3 Select CDS view 'I_BusinessUserVH ’, CDS field ‘USERID’.

2.4 Input the resp. def. ext. name as you need. for example, Z_SUBMITBY
2.5 Save and Exit

Spoiler

Customer’s admin must add the authorization for the following authorization objects (as can be seen in the DCL of I_BusinessUserVH) to the user (i.e. Business Process Specialist who wants to maintain teams) to search for Business Users.

1. B_BUPA_GRP: Business Partner: Authorization Groups (preferably with ACTVT = F4)
2. B_BUPA_RLT: Business Partner: BP Roles  (preferably with ACTVT = F4)
3. B_BUP_DCPD  : Business Partner Processing 
4. B_BUP_PCPT : Business Partner: Purpose Completed

Step3: Back to worklist and Choose configuration item ‘Responsibility definition’. Select configure step 'Assign Custom Responsibility Definition to CDS View’ (SSCUI ID 102163)

1. Within this SSCUI, first click the ‘New entries’ button to create a new entry
2. Then input the newly created Customer Responsibility Definition, the one you created in step2
3. Select the CDS VIEW name ‘C_GLJRNLENTRYTOBEVERIFIED’ and input the CDS field name 'PARKEDBYUSER'. (for General Journal Entry Workflow )

Save and Exit.
Step4:  Select configure ‘Assign Custom Responsibility Definitions to Standard Team Category’ (SSCUI ID 102160)

1.  Within this SSCUI, first click the ‘New entries’ button to create a new entry
2. Select standard team category ‘FGJEV (G/L Journal Entry Verification)’
3. Then input the newly created Customer Responsibility Definition, the one you created in step4.
4. Save and Exit
   

Example - User Case

Different processors are needed in the following cases:

• Manager X’s approval is needed when general journal entry is submitted by Employee A or B
• Manager Y’s approval is needed when general journal entry is submitted by Employee C

Submit General Journal Entries by	Approve by
Employee A or B	Manager X
Employee C	Manager Y

Settings in Managing Teams and Responsibilities
You need to create two team entries in the app for Manager X and Manager Y, and configure the settings as below:

	Team Entry 1	Team Entry 2
Responsibility Definitions	User Name = Employee A, B	User Name = Employee C
Team Members	Business partner = Manager X	Business partner = Manager Y
	Function = Group 1 for Verifying G/L Journal Entries	Function = Group 1 for Verifying G/L Journal Entries

So far, you've set up different approvals based on submitters. (known issue: the description is always blank )

If you would like to extend more other dimensions to extend the 'Who to approve' part, you could just change corresponding fields in Configuration step 3 and 4. After that, you will could realize a more suitable approval.

Spoiler

Important Note:
As guided by SAP product engineering team, using of code list / customizing to define the custom responsibility definitions is more recommended. This typically don’t use DCLs and have less number of entries in the F4 resulting in good performance and user experience. 

Due to low performance and user experience, SAP discourages use of master data / transactional data to define the custom responsibility definitions. 
If customer is accept above issue, appropriate authorization (preferably with ACTVT = F4) corresponding to the DCL of the CDS for the custom responsibility definition must been configured. 

Hope you found this blog useful and feel free to share with anyone else who might could benefit from it. 

In case of any doubts about this blog, please leave comments down below.