PO Approval - Release authority level & a workflow email

[S0024827305]

Hello Experts,

I have been looking at the PO approvals and workflow and I just have a few questions.

In our current ECC6 environment there are 2 parts. 1 is the user is assigned a job role in user assignment that has the level of authority they are authorised to release. 2 there is a workflow that sends an email based on rules to an approver.

This means that a user could have a release authority level but not actually get a workflow email if they are not set up in the workflow based on the rules.

Does this concept still apply in S/4HANA Cloud ? Ie is the level of authority separate to the workflow. I know the workflow can be set up based on the level of authority but do they also need that level of authority in the user assignment to be able to release.

Regards

[Thomas_Jürgense · Accepted solution]

HI,

As outlined by James below, there is a Team concept which amongst other things can be used in Workflows. There are also other concepts to determine responsible user(s), which are currently in use for PO approver determination (like line manager of creator, cost center responsible of cost center with highest cost share among all PO items, manager of last approval step user, BADI for customer specific ABAP implementation)

In general in S/4HANA Cloud we do make use of a new Workflow engine (Flexible Workflow) which is as a basis also footing on the Business Workflow in ECC. Whether or not you do make use of emails sent out to potential approvers is determined by you; usually if setup the email will then always be sent to all approvers. I am not sure on whether the email recipient list and workflow approver list can acrtually differ in that context.

Your concept of "Level of authority in user assignment" is to my knowledge actually not a SAP standard delivered feature, though maybe its just not known to me. I would tend to think that your company has decided to create their special workflow with special rules which are implemented in your system. As such you will not find this concept in S/4H Cloud. We do have features that to me seem similar (like preconditions on when which workflow step / workflow is triggered), which can be used to define rules like "if value is >1000 €, then have to approve", "if value is even >10.000 Euro, then additionally CEO has to approve"

Regards Thomas

[S0024827305 · Accepted solution]

Hello Thomas,

Would you please recommend an approach to cover this kind of PO release strategy (as attached) ?

Regards

Monir

[Former Member · Accepted solution]

Hello Monir,

Have you already taken a look at the documentation we have for PO approval?

https://help.sap.com/viewer/0e602d466b99490187fcbb30d1dc897c/LATEST/en-US/bd5b25de619d4f4da609fa8626...

Best regards,

Monika

[James_Denning]

Hi monir_12

Regarding Agent Determination.

There is a new app in S/4HANA to maintain the grouping and hierarchy assignments of users.

This maintenance is performed using the app Manage Teams & Responsibilities - Procurement (App ID F2412) - this is a simple way of maintaining organizational responsibilities.

Flexible workflows can consume whatever is maintained in this app.

However, not not all business documents have activated the use of teams functionalities as of ‎#1908.

As such Purchase Orders are not using this functionality for agent determination

For more info refer to online help here:

https://help.sap.com/viewer/0e602d466b99490187fcbb30d1dc897c/LATEST/en-US/dd9beb40068b49b19daadcff46...

Thanks

James

[S0024827305]

Hello James,

Many thanks for being so kind & replying my query.

My client wants to setup PO approval WF based on condition Role(Job Position) & Cost Center which i don't see in our Multi-Tenant S/4HANA cloud system( "Account assignment category "Cost Centre" is used " is just boolean & actual cost center values is not accepted).

Furthermore, as you rightly pointed out that , app "Manage Teams & Responsibilities(Procurement)" is only available for Pur Requisition & not for Pur Order.

How do i go about setting up a Pur Order approval with Flexible Workflow based on condition Role(Job/Position) & Cost Center ?

Regards

Monir

[S0024827305]

Hello Thomas,

Would you please recommend an approach to cover this kind of PO release strategy (as attached) ?

Regards

Monir