Flexible workflows for Purchase Requisition is a powerful application that allows you to define pre-conditions and approvers for workflows. Two types of approvers can be configured – User based, and Role based. We are going to get to know more about Role Based approvers.
Setting up Employees and Employment Data
In order to configure Role-based approvers we need to import employee and the manager information into the system. This is done through the Import Employees application.
Business Case
VP_TEST is the head of the purchasing department of an organization. MANAGER_TEST reports under him and manages the unit that procure raw materials. EMPLOYEE_TEST works in this unit and creates Purchase Requisitions for raw materials.
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Step
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Description
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1. Log onto Fiori Launchpad
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Log onto the SAP Fiori launchpad using a user that has the SAP_BR_ADMINISTRATOR role.
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2. Access the app Import Employees
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3. Download the templates from the link provided in the app.
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4. Fill the details in both the downloaded excels with the values provided in the screenshots.
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5. Upload both the filled excels in the application
Pls note: Upload needs to be done twice. The first upload will fail because employment will get updated only in the second upload.
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6. Check the application logs to see if the upload was successful.
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7. Log on to the app Maintain Business Users.
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8. Search for the user EMPLOYEE_TEST and assign the role SAP_BR_PURCHASER
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9. Search for users MANAGER_TEST and VP_TEST assign the role SAP_BR_MANAGER_PROCUREMENT
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Business Case
EMPLOYEE_TEST creates multiple Purchase Requisitions. However, the Purchase Requisitions created from the Purchasing Organization 1010 need to be approved by EMPLOYEE_TEST’s manager and manager’s manager.
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Step
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Description
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1. Log onto Fiori Launchpad
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Log onto the SAP Fiori launchpad using a user that has the SAP_BR_BPC_EXPERT role.
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2. Access the app Manage Workflows for Purchase Requisitions .
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3. Select Release of Purchase Requisition Item from the drop down.
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4. Add a new workflow with Pre-condition as Purchasing Organization = ‘1010’.
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5. Add a step sequence and chose Role based approver from the drop down. Choose Manager of Workflow Initiator as the role.
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6. Add another step sequence for Manager of Workflow Initiator’s Manager.
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7. Save and activate the workflow
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8. Log on with EMPLOYEE_TEST user. Initial password will be ‘Initial1!’ for all users created from Import Employees
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9. Open the Manage Purchase Requisitions Professional app and create a PR with document category ‘NB’ and Purchasing Organization ‘1010’.
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10. Once the PR is created, note down the number
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11. Log in as MANAGER_TEST and the access My inbox app. Search for the PR and approve the PR.
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12. PR will move to VP_TEST’s inbox. Log in as VP_TEST and approve the PR. Now the PR is fully approved and ready for next level of processing.
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