- SAP Managed Tags
Environment
- SAP S/4HANA Cloud Public Edition
- SAP Central Business Configuration
This Blog covers five topics:
- Configure Flexible Workflow for Purchase Order
- Rework Flexible Workflow for Purchase Order
- Custom Attributes in Task Cards for Purchase Order
- Appendix: SAP Knowledge Base Article for Workflow and Workflow App Components
1: Configure Flexible Workflow for Purchase Order
1.1Purpose
This document describes how to optimize the PO approval process by using App Manage Workflow for Purchase Orders. The flexible workflow allows you to use either the automatic, one-step, or even multi-step approval.
You can do the following with App Manage Workflows for Purchase Orders:
- Determine the approver of the workflow, for example, the manager of the last approver, or directly assign a specific user
- Define start conditions for a workflow and for each approval step, and the order in which the start conditions of existing workflows are checked
- Add new steps to a workflow at any time
- Add new workflows, copy existing ones or modify them according to your requirements.
Business Background (For Example):
A group company has two subsidiary companies, one is company 1010, and another is company 1020.
For company 1010, all purchase orders should have the approval process. No approval process is needed for company 1020.
- Total net amount of purchase order is smaller than or equal to 500 EUR, then the PO needs the approval of the purchasing manager and the project manager.
- Total net amount of purchase order is greater than 500 EUR and smaller than or equal to 6000 EUR, then the PO needs to be approved by the purchasing manager, project manager, and the resource manager.
- Total net amount of purchase order is greater than 6000 EUR and smaller than or equal to 150,000 EUR, then the PO needs to be approved by purchasing manager and project manager, resource manager and manager.
- Total net amount of purchase order is greater than 150,000 EUR and smaller than or equal to 400,000 EUR, then the PO needs to be approved by purchasing manager, project manager, resource manager, manager, and VP.
- Total net amount of purchase order is greater than 400,000 EUR, then the PO needs to be approved by purchasing manager, project manager, resource manager, manager, VP, and President.
The following release condition for purchasing approval is carried out for Company Code 1010:
1.2 Overview Table
The configure Flexible workflow for purchase order consists of the process step, as provided in the table below.
Step | App | Business Role |
Configure Flexible Workflow for Purchase Order | Manage Workflows for Purchase Orders (F2872) | SAP_BR_ BPC_EXPERT |
1.3 Procedure
Test Step | Test Step Name | Instruction |
1 | Log On | Log onto the SAP Fiori launchpad using the Configuration Expert role. |
2 | Access App | Open Manage Workflows for Purchase Orders. |
3 | Check Automatic Release of Purchase Order | In Workflows list, choose Automatic Release of Purchase Order, make sure workflow Automatic Release of Purchase Order is in active status. ！NoteThe Automatic Release of Purchase Order is delivered by SAP. By default, this workflow is activated.  |
4 | Create Flexible Workflow | On the screen Manage Workflows, choose Create to create Flexible Workflow. |
| Create step 1 | On the New Workflow screen, make the following entries: Name: Test Workflow for Purchase Order In the Start Conditions area, select Company Code of purchase order is 1010. In Steps area and Workflow Steps choose Create. On the New Step screen, make the following entries: Step Name : PO 0-500 EUR Type: Release Purchase Order Go to the Recipients area: Assignment By: User User: Select User with Purchasing_manager from F4 help. Step to be completed by: One of the recipients. In the Step Conditions area, choose Total net amount of purchase order is greater than 0 EUR Choose Create and go back to the New Workflow screen. |
| Create step 2 | In Steps area and Workflow Steps, choose Create. On the New Step screen, make the following entries: Name : PO 0-500 EUR Type: Release Purchase Order Go to the Recipients area: Assignment By: User User: Select User with PROJECT_MANAGER from F4 help. Step to be completed by: One of the recipients. In the Step Conditions area, choose Total net amount of purchase order is greater than 0 EUR Choose Create and go back to the New Workflow screen. |
| Create step 3 | In Steps area and Workflow Steps, choose Create On the New Step screen, make the following entries: Name : PO 501-6000 EUR Type: Release Purchase Order Go to the Recipients area: Assignment By: User User: Select User with RESOURCE_MANAGER from F4 help. Step to be completed by: One of the recipients. In the Step Conditions area, choose Total net amount of purchase order is greater than 500 EUR Choose Create and go back to the New Workflow screen. |
| Create step 4 | In Steps area and Workflow Steps, choose Create, On the New Step screen, make the following entries: Name : PO 6001-150000 EUR Type: Release Purchase Order Go to the Recipients area: Assignment By: User User: Select User with Manager John from F4 help. Step to be completed by: One of the recipients. In the Step Conditions area, choose Total net amount of purchase order is greater than 6000 EUR Choose Create and go back to the New Workflow screen. |
| Create step 5 | In Steps area and Workflow Steps, choose Create On the New Step screen, make the following entries: Name : PO 150001-400000 EUR Type: Release Purchase Order Go to the Recipients area: Assignment By: User User: Select User with SAPVP from F4 help. Step to be completed by: One of the recipients. In the Step Conditions area, choose Total net amount of purchase order is greater than 150000 EUR Choose Create and go back to the New Workflow screen. |
| Create step 6 | In Steps area and Workflow Steps, choose Create, On the New Step screen, make the following entries: Name : PO > 400000 EUR Type: Release Purchase Order Go to the Recipients area: Assignment By: User User: Select User with SAPPRESIDENT from F4 help. Step to be completed by: One of the recipients. In the Step Conditions area, choose Total net amount of purchase order is greater than 400000 EUR Choose Create and go back to the New Workflow screen. |
5 | Save Manage Workflow | Choose Save. |
6 | Activate Workflow Item | Choose Activate on the top right of the screen. |
！ Note
- Make sure each approval users have assigned business role SAP_BR_PURCHASING_MANAGER to have the PO approval authorization.
- The Purchase Order approval must be an employee user.
- When defining the recipients for a workflow step (in the app Manage Workflows for Purchase Orders), you can select the following agent determination rules, for example:
- Manager of Workflow Initiator
- Manager of Workflow Initiator's Manager
- Manager of Last Approver
To ensure that these rules work, you must define the relationships of managers and employees.
2: Rework Flexible Workflow for Purchase Orders
2.1 Overview Table
The rework flexible workflow for purchase orders consists of several process steps, as provided in the table below.
Step | App | Business Role |
Activate Inquiry Workflow for Purchase Orders | Manage Your Solution (F1241) | SAP_BR_ BPC_EXPERT |
Configure Rework Flexible Workflow for Purchase Orders | Manage Workflows for Purchase Orders (F2872) | SAP_BR_ BPC_EXPERT |
Rework Purchase Order | My Inbox - All Items (F026) | SAP_BR_PURCHASING_MANAGER |
2.2 Procedure
2.2.1 Activate Inquiry Workflow for Purchase Orders
Purpose
In this procedure, you activate the Inquiry Workflow for Purchase Orders. This provides approvers with an additional option to send back purchase orders to purchase order creators for rework. For items subject to this workflow, approvers have an additional option Request Rework in the My Inbox app. Approvers can choose this option and request the purchase order creator to make some changes in the purchase order.
Procedure
Test Step | Test Step Name | Instruction | |
1 | Log On | Log on to the SAP Fiori Launchpad as a Configuration Expert - Business Process Configuration. | |
2 | Access App | Open Manage Your Solution (F1241). | |
3 | Open Configure Your Solution | Choose Configure Your Solution.
| |
4 | Open Activate Inquiry Workflow for Purchase Orders | On the Configure Your Solution: Realize Phase screen, search Activate Inquiry Workflow for Purchase Orders, then choose Search. Select the line of the item and go to the next screen. On the Configure Your Solution - Purchase Order Processing screen, choose Configure on the line of configuration step with name Activate Inquiry Workflow for Purchase Orders. | |
5 | Activate Inquiry Workflow for Purchase Orders | Choose the Change State to change Switch State from OFF to On. |
2.2.2 Configure Rework Flexible Workflow for Purchase Orders
Procedure
Test Step | Test Step Name | Instruction | |
1 | Log On | Log on to the SAP Fiori launchpad as a Configuration Expert - Business Process Configuration. | |
2 | Access the App | Open Manage Workflows for Purchase Orders (F2872). | |
3 | Create Manage Workflow | Choose Create, and make the following entries: Workflow Name: <Test Rework Workflow for Purchase Order> From the Start Conditions section, add the following preconditions: Purchasing group of purchase order is: Selected Purchasing Group: 003 Choose Create another condition, and make the following entries: Total net amount of purchase order is greater than: Selected Amount: For example, 500,00 Currency: EUR In the Steps area, choose Create and make the following entries: Step Type: Release of Reworkable Purchase Order In the Recipients area, make the following entries: Assignment By: User User: Select User from value help (with Employee ID PURCHASING_MANAGER) Choose OK. Step to be completed by: One of the recipients. Exception Handling: Rework Requested: Required Action: Rework Purchase Order Recipients: Default: <Role: Determined automatically> Action result: Repeat step
Choose Create. Choose Save. | |
4 | Activate Workflow Item | Select the Workflow Item just created, and choose Activate. |
2.2.3 Rework Purchase Order
Procedure
Test Step | Test Step Name | Instruction | |
1 | Log On | Log on to the SAP Fiori launchpad as a Purchasing Manager. |
|
2 | Access the App | Open My Inbox - All Items (F0826) . | |
3 | Rework Purchase Order | Select the Purchase Order from the left screen and choose Request Rework at the bottom right of the screen. Enter the rework reason in the Submit Decision dialog then choose Submit. | |
4 | Back to SAP Fiori launchpad | Choose the Home button to go back to the SAP Fiori launchpad. |
After this step, the Purchase Order should be edited by the creator with the rework reason.
!Note: Working with Purchase Orders in My Inbox App, the required Business Catalog is SAP_MM_BC_PO_WIAPPROVE_PC.
Test Step | Test Step Name | Instruction |
1 | Log on | Log onto the SAP Fiori launchpad using the role Configuration Expert - Business Process Configuration. |
2 | Access the App | Choose Manage Workflows for Purchase Orders (F2872). |
3 | Create Manage Workflow |
3: Custom Attributes in Task Cards for Purchase Order Workflow
3.1 Overview Table
The custom attributes in task cards for purchase order workflow consists of several process steps, as provided in the table below.
Step | App | Business Role |
Maintain CDS Based Custom Attributes for Purchase Order Workflow | Manage Your Solution (F1241) | SAP_BR_ BPC_EXPERT |
Approve Purchase Order through Task Cards | My Inbox - All Items (F0826) | SAP_BR_PURCHASING_MANAGER |
3.2 Procedure
Purpose
The requirement is to enable the Custom attributes along with workflow task data in task card and in My Inbox with Multi Select mode. Custom attributes allow to expose business-relevant data along with workflow task data. They are usually relevant for taking a decision regarding the task and can be prominently exposed in the Inbox of the user that is processing it.
!Note When you process this step, make sure that you have processed the step Check Flexible Workflow for Purchase Order Approval and Configure Flexible Workflow for Purchase Order in the above Steps.
3.2.1 Maintain CDS Based Custom Attributes for Purchase Order Workflow
Purpose
Custom attributes allow the exposure of business-relevant data along with the workflow task data. They are usually relevant for taking a decision regarding the task and can be exposed in the Inbox of the user processing it. Here you can configure a CDS Entity and a CDS Entity Element for the purchase order Flexible Workflow Scenario. During creation of a task instance the configured CDS Entity Element will be used to retrieve the value displayed to the task processor.
Procedure
Test Step | Test Step Name | Instruction |
1 | Log On | Log on to the SAP Fiori Launchpad as a Configuration Expert - Business Process Configuration. |
2 | Access App | Open Manage Your Solution (F1241). |
3 | Open Configure Your Solution | Choose Configure Your Solution. !Note To create country-/region-dependent settings for the intended local version, choose Set Local Version.
|
4 | Open Maintain CDS Based Custom Attributes | On the Configure Your Solution: Realize Phase screen, search Maintain CDS Based Custom Attributes , then choose Search. Select the line of the item and go to the next screen. On the Configure Your Solution - Output Control screen, choose Configure on the line of configuration step with name Maintain CDS Based Custom Attributes . |
5 | Create Custom Attributes (Company Code) for PO Flexible Workflow | Click New Entries, and enter the following entries: ● Task/FlexWorkflow: WS00800238 ● Step ID: 19 ● Name of Attribute: < COMPANYCODE > • Active: Select • Description: <Company Code> • Rank: 60 ● CDS Entity: C_PURORDWORKFLOWTASKCARD ● CDS Entity Element: use F4 to choose COMPANYCODE Choose Enter. ● XSD Type: <Default Value:xs:string> ● XSD Length: <Default Value:4> ● XSD Decimals: <Default Value:0> ● ABAP type: <Default Value:C Character String> Choose Save. |
6 | Create Custom Attributes (Purchase Order Creator) for PO Flexible Workflow | Click New Entries, and enter the following entries: ● Task/FlexWorkflow: WS00800238 ● Step ID: 19 ● Name of Attribute: < CREATEDBYUSER> • Active: Select • Description: <Purchase Order Creator > • Rank: 40 ● CDS Entity: C_PURORDWORKFLOWTASKCARD ● CDS Entity Element: use F4 to choose CREATEDBYUSER Choose Enter. ● XSD Type: <Default Value:xs:string> ● XSD Length: <Default Value:12> ● XSD Decimals: <Default Value:0> ● ABAP type: <Default Value:C Character String> Choose Save. |
7 | Create Custom Attributes (Purchase Order Date) for PO Flexible Workflow | Click New Entries, and enter the following entries: ● Task/FlexWorkflow: WS00800238 ● Step ID: 19 ● Name of Attribute: < PURCHASEORDERDATE> • Active: Select • Description: <Purchase Order Date> • Rank: 50 ● CDS Entity: C_PURORDWORKFLOWTASKCARD ● CDS Entity Element: use F4 to choosePURCHASEORDERDATE Choose Enter. ● XSD Type: <Default Value:xs:date> ● XSD Length: <Default Value:8> ● XSD Decimals: <Default Value:0> ● ABAP type: <Default Value:D Date (YYYYMMDD)> Choose Save. |
8 | Create Custom Attributes (Purchase Order Net Value) for PO Flexible Workflow | Click New Entries, and enter the following entries: ● Task/FlexWorkflow: WS00800238 ● Step ID: 19 ● Name of Attribute: < PURCHASEORDERNETAMOUNT> • Active: Select • Description: <Purchase Order Net Value> • Rank: 100 ● CDS Entity: C_PURORDWORKFLOWTASKCARD ● CDS Entity Element: use F4 to choosePURCHASEORDERNETAMOUNT Choose Enter. ● XSD Type: <Default Value:xs:decimal> ● XSD Length: <Default Value:23> ● XSD Decimals: <Default Value:2> ● ABAP type: <Default Value:P Packed number> Choose Save. |
9 | Create Custom Attributes (Purchase Group) for PO Flexible Workflow | Click New Entries, and enter the following entries: ● Task/FlexWorkflow: WS00800238 ● Step ID: 19 ● Name of Attribute: < PURCHASINGGROUP> • Active: Select • Description: <Purchase Group> • Rank: 70 ● CDS Entity: C_PURORDWORKFLOWTASKCARD ● CDS Entity Element: use F4 to choosePURCHASINGGROUP Choose Enter. ● XSD Type: <Default Value:xs:string> ● XSD Length: <Default Value:3> ● XSD Decimals: <Default Value:0> ● ABAP type: <Default Value:C Character String> Choose Save. |
10 | Create Custom Attributes (Purchasing Organization) for PO Flexible Workflow | Click New Entries, and enter the following entries: ● Task/FlexWorkflow: WS00800238 ● Step ID: 19 ● Name of Attribute: < PURCHASINGORGANIZATION> • Active: Select • Description: <Purchasing Organization> • Rank: 80 ● CDS Entity: C_PURORDWORKFLOWTASKCARD ● CDS Entity Element: use F4 to choosePURCHASINGORGANIZATION Choose Enter. ● XSD Type: <Default Value:xs:string> ● XSD Length: <Default Value:4> ● XSD Decimals: <Default Value:0> ● ABAP type: <Default Value:C Character String> Choose Save. |
11 | Create Custom Attributes (Supplier) for PO Flexible Workflow | Click New Entries, and enter the following entries: ● Task/FlexWorkflow: WS00800238 ● Step ID: 19 ● Name of Attribute: < Supplier> • Active: Select • Description: <Supplier Details> • Rank: 90 ● CDS Entity: C_PURORDWORKFLOWTASKCARD ● CDS Entity Element: use F4 to chooseSUPPLIER Choose Enter. ● XSD Type: <Default Value:xs:string> ● XSD Length: <Default Value:10> ● XSD Decimals: <Default Value:0> ● ABAP type: <Default Value:C Character String> Choose Save. |
12 | Choose Back | Choose Back to return to the previous screen. |
13 | Choose Save. | Choose Save. |
3.2.2 Approve Purchase Order through Task Cards
Purpose
! Note: After completing step Maintain CDS based custom attributes for purchase order workflow, you can process this setup, and the step: Maintain CDS based custom attributes for purchase order workflow (Optional) is a prerequisite for this step. You can ignore this step if you did not set up the Steps: Maintain CDS based custom attributes for purchase order workflow.
Procedure
Test Step | Test Step Name | Instruction |
1 | Log On | Log on to the SAP Fiori launchpad as a Purchasing Manager. |
2 | Access the App | Open My Inbox - All Items (F0826) . |
3 | Click Multi Select button | Click on Multi-Select button on left panel. Select Task Type is Release of Purchase Order. If the Select Task Type pop up screen is not displayed, then you can ignore this step. The Task Summary has been displayed on the right panel. All the custom attributes should be displayed in table view on right panel along with task based custom attributes. Sequence should be based on ranking maintained in SSCUI 106664 (Maintain CDS Based Custom Attributes). |
4 | Select the Purchase Order | Select the purchase order that you want to approve. |
5 | Choose Approve | Choose Approve at the bottom right. |
6 | Enter Approval Reason | Enter the approval reason if necessary, and then choose Submit. |
4: Appendix
4.1 SAP Knowledge Base Article for Workflow
1: KBA: 2587036 - Edit workflow Settings in Purchasing Configuration
https://me.sap.com/notes/2587036/E
2: KBA: 2751275 - Workflow Configuration Guide for Purchasing Documents
https://me.sap.com/notes/2751275/E
3: KBA: 2767845 - How to define new Procurement Pre-conditions in Manage Workflow Apps - SAP S/4HANA and SAP S/4HANA Cloud Public Edition
https://me.sap.com/notes/2767845/E
4: KBA: 2824240 - No users available in People picker
https://me.sap.com/notes/2824240/E
5: KBA: 3053155 - Restart Purchase Order Workflow using SSCUI 103345 and BAdI MMPUR_PO_WORKFLOW_RESTAR
https://me.sap.com/notes/3053155/E
6: KBA: 3213204 - Workflow data details for Purchase Orders, Purchase requisitions, Supplier Invoice
https://me.sap.com/notes/3213204/E
4.2 PO Workflow App Components
App Name | Component | Component Description |
Manage Workflows for Purchase Orders (F2872) | MM-FIO-PUR-PO-WFL | Purchase Order Workflow |
My Inbox - All Items (F0862) | CA-INB-FIO | Fiori UI for My Inbox Application |
Manage Purchase Orders (F0842A) | MM-FIO-PUR-PO | Fiori UI for Purchase Orders |
| User | Count |
|---|---|
| 5 | |
| 1 | |
| 1 | |
| 1 | |
| 1 | |
| 1 | |
| 1 |
