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ProcessOverview
AccountspayableworkflowsareaSAPcentricmethodforprocessinginvoiceexceptions.Whencertaininvoice exceptionsoccur,aworkflowisautomaticallystartedinSAPandroutedtoapersonforresolution. Theworkflowsare:
ItemNotonPurchaseOrder
Thissituationoccurswhenaninvoiceisreceivedreferencingavalidpurchaseorder,buthasoneormoreitemsonthe invoicethatarenotonthereferencedpurchaseorder.
QuantityDifferencePaymentBlock
Thissituationoccurswheneithertheinvoicequantityexceedsthepurchaseorderquantity,ortheinvoicequantity exceedsthegoodsreceiptquantity,orboth.
ValueExceedsLimitPaymentBlock
Thissituationoccursonframeworkpurchaseorders(blanketorstandingpurchaseorders)whenthevalueofapurchase orderlineitemhasbeenexceededbythetotaldollaramountofinvoicespostedtothepurchaseorderlineitem.
StandardPurchaseOrderPriceDifferencePaymentBlock
Thissituationoccurswhenaninvoiceispostedwithanitempriceinexcessofthepurchaseorderprice.Theseonly routetoprocurementservicessincetheyareresponsibleforallpricesonpurchaseorders.
TableofContents
ProcessingSteps
ProcuringDepartmentProcessing(APRep)Clickhere
ItemNotonPOClickhere QuantityDifferencePaymentBlockClickhere o Overdelivery,andGoodsReceiptCannotbePostedUntilP.O.QuantityisIncreasedClickhere
ValueExceedsLimitPaymentBlockClickhere
ProcurementServicesProcessingClickhere
ItemNotonPOClickhere QuantityDifferencePaymentBlockClickhere o Overdelivery,andGoodsReceiptCannotbePostedUntilP.O.QuantityisIncreasedClickhere
ValueExceedsLimitPaymentBlockClickhere StandardPurchaseOrderPriceDifferencePaymentBlockClickhere
Appendices
CreatingDisplayVariantforSAPWorkflowInboxClick_here
Inboxdisplayvariantscanenhancetheinformationavailabletotheuserpriortoprocessingtheworkflow.Thissection liststhestepstocreateadisplayvariantforSAPworkflowinboxtoincludeadditionaltransactiondetailsusefultothe user.Thisonetimesetupmakesadditionalinformationavailabledirectlyintheworkflowinboxdisplayvendor number,vendorname,andinvoiceamount.
ForwardingtoManagerforApprovalinSAPWorkflowInboxClick_here
ForwardingaworkflowtoamanagerforapprovalisusefulfordepartmentswheretheAPRep(gatekeeper)is responsibleforresearchanddocumentation,butsomeoneelseisresponsibleforapprovingthechange.Thisappendix illustrateshowadepartmentalrepresentativecandocumentresearchregardinganinvoiceexception,andforwardthe exceptiontoamanagerforfinalapproval. Notethattheapproverwillnotgetanemailnotification.Thedepartmentalrepresentativemustnotifytheapproverto logontoSAPandprocesstheworkflow.
WorkflowRoutingOverviewClick_here
Workflowroutingexplainstheagentdetermination(whowillreceiveaworkflow).
WorkflowSubstitutionSharinganSAPWorkflowInboxClick_here
SharinganSAPworkflowinboxpermitsanSAPusertoprocesstheSAPworkflowsforanotherSAPuserwhen theworkflowrecipientisunabletoprocesstheirownworkflows. ThisisaonetimesetupintheoriginalworkflowrecipientsSAPinbox,andthissetupmustbedonebythe workflowrecipient.Itisagoodideatocreatethesubstituteassoonastheyareidentifiedtobepreparedin theeventofunscheduledabsencesfromwork.
ProcuringDepartmentProcessingBeginsHere
ReturntoContents ProcurementServicesSteps 1) Youwillreceiveanemailtoyourdesktopemailinbox(e.g.LotusNotes,Outlook,etc.)notifyingyouthatyou haveaworkflowtoprocess
2) GotoyourSAPBusinessWorkplaceandnavigatetoyourworkflows a. ClickontheSAPBusinessWorkplaceicon
4) InvoiceimagedisplayedinWebbrowserwindow
5) Theworkflowscreenisdisplayed.ThisisanexampleofItemNotonP.O.Stepsbelowwilldiscussspecific screencontentsforeachworkflowtype.
6) Screensegmentdefinitions
Processbuttons
Header details
7) ProcessingSequence: a. Headerdetailscontainaddresseeinformationandhighleveldetailsexplainingthepurposeofthis workflow. b. Lineitemdetailslistdetailsfortheinvoiceitemandpurchaseorderitem. c. Commentsenteredinprevioussteps.Listofallcommentsusersenteredwhileprocessingthis workflow.Thesecommentsareapermanentpartoftherecord. d. Textboxprovidesthecurrentworkflowprocessorabilitytoenterdetailsaboutthistransaction.These commentsareapermanentpartoftherecord. e. Radiobuttonsatbottomofscreenareusedtospecifyactiontaken.NoActionTakenwillkeepthe workflowinyourSAPinboxforprocessinglater. f. Processbuttonsareusedtocompleteprocessingaftercompletingallothersectionsofthescreen.
ItemNotonPurchaseOrder
ReturntoContents Subsequentstepsillustratescreensfortheotherworkflows. 9) Ontheworkflowscreen,processinformation: SeeAppendixBforinformationonforwardingtomanagerforapproval. a. Clickon+Buttontoaddlinedetailstoauthorizepurchaseorderchange b. Fillinlineitemdetailsfornewlinecreatedinstepa c. Commentsasneeded d. Selectradiobuttonatbottomofscreentoindicateactiontaken. e. ClickontheProcessWorkItembuttonatthetopleftofscreen
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QuantityDifferencePaymentBlock
ReturntoContents 10) Ontheworkflowscreen,processinformation: SeeAppendixBforinformationonforwardingtomanagerforapproval. a. Additionalquantity(enteradditionalquantitytoauthorizepurchaseorderchange) b. Commentsasneeded c. Selectradiobuttonatbottomofscreentoindicateactiontaken. i. SeenextscreenforspecialstepsifP.O.doesnotallowoverdelivery,andyouneedprocurement servicestofirstincreasetheP.O.quantitybeforeyoucancompletethegoodsreceipt. d. ClickontheProcessWorkItembuttonatthetopleftofscreen e. Thisexampleassumesagoodsreceiptisneeded.Entergoodsreceiptusingyournormalprocess.
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QuantityDifferencePaymentBlockOverdeliveryandGoodsReceiptCannotbePerformed
ReturntoContents 11) Incircumstanceswherethereisanoverdelivery,andyoucannotperformagoodsreceiptuntilthepurchase orderquantityhasbeenincreased a. Completeallitemsasdescribedinthepreviousscreen,except i. IntheCommentsfield,askProcurementServicestoreverttheworkflowtoyouafterthey increasetheP.O.quantity b. Whentheworkflowcomesbacktoyourinboxandyouprocessit i. Performthegoodsreceipt ii. EnterCommentsstatingyouhaveperformedthegoodsreceipt iii. Selecttheradiobutton,Idonotauthorizepurchaseorderchangetoaddadditionalquantityfor theitem(s)listedaboveandreturnthistoaccountspayablewithcomments iv. ClickontheProcessWorkItembutton
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ValueExceedsLimitPaymentBlock
ReturntoContents 12) Ontheworkflowscreen,processinformation: SeeAppendixBforinformationonforwardingtomanagerforapproval. a. POincreaseamount(enteramountofinvoicetoauthorizepurchaseorderchange) b. Commentsasneeded c. Selectradiobuttonatbottomofscreentoindicateactiontaken. d. ClickontheProcessWorkItembuttonatthetopleftofscreen
ReturntoContents
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ProcurementServicesProcessingBeginsHere
Thesestepsareforthefollowingworkflows: ItemNotonPurchaseOrder QuantityDifferencePaymentBlock ValueExceedsLimitPaymentBlock StandardPurchaseOrderPriceDifferencePaymentBlock
ReturntoContents ReturntoProcuringDepartmentProcessing
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1) GotoyourSAPBusinessWorkplaceandnavigatetoyourworkflows a. ClickontheSAPBusinessWorkplaceicon
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ItemNotonPurchaseOrder
Subsequentstepsillustratescreensfortheotherworkflows. ReturntoContents 4) Theworkflowscreenisdisplayed
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QuantityDifferencePaymentBlock
ReturntoContents 5) Theworkflowscreenisdisplayed
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QuantityDifferencePaymentBlockOverdeliveryandGoodsReceiptCannotbePerformed
ReturntoContents 6) Incircumstanceswherethereisanoverdelivery,andtheprocuringdepartmentcannotperformagoods receiptuntilthepurchaseorderquantityisincreased a. Completeallitemsasdescribedinthepreviousscreen,except i. IntheCommentsfield,tellprocuringdepartmenttheycannowperformtheirgoodsreceipt ii. Selecttheradiobutton,Returntodepartmentalrepresentativewithcomments iii. ClickontheProcessWorkItembutton
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ValueExceedsLimitPaymentBlock
ReturntoContents 7) Theworkflowscreenisdisplayed
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PriceDifferencePaymentBlock
ReturntoContents 8) Theworkflowscreenisdisplayed
Entercommentsinthisarea
AppendixACreatingDisplayVariantforSAPWorkflowInbox
ReturntoContents ReturntoProcuringDepartmentSteps ReturntoProcurementServicesSteps
1. NavigatetoSAPWorkplace o ClickonSAPBusinessWorkplaceicon
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AppendixBForwardingtoManagerforApprovalinSAPWorkflowInbox
ReturntoContents ReturntoProcuringDepartmentSteps
1. ClickonSAPBusinessWorkplaceicon
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AppendixCWorkflowSubstitutionSharinganSAPWorkflowInbox
ReturntoContents ReturntoProcuringDepartmentSteps ReturntoProcurementServicesSteps
Thepersonprimarilyresponsiblefortheworkflowswillmaintainasubstitutethatcanprocesstheworkflows whentheyarenotatwork,suchaswhentheyareilloronvacation.Thismustbesetupinadvance,andcan onlybedonebythepersonthatreceivestheinitialworkflows. Userthesesamestepstoeitherdelete,orchangetheeffectivevaliditydatesforasubstitute. InvokingSubstitution Theuserprocessingworkflowsonbehalfofthepersonwithprimaryresponsibilityistheonetoinvoke substitutiontoprocessworkflowsonbehalfoftheprimarilyresponsibleparty.Youcanonlyinvoke substitutionifsomeonehaspreviouslysetyouupasasubstituteasdescribedinMaintainSubstitute.End substitutionasdescribedhere. WorkflowInboxDisplayVariantSetuptoSeeSubstituteForColumn Thiseasilyenablesuserstoseewhichworkflowstheyareprocessingonbehalfofothers,andwhicharetheir own.
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MaintainSubstitute
Return
1) WorkflowrecipientsetuptoshareSAPworkflowinboxwithasubstitute
o NavigateontheSAPmenuontheleftsideofscreen:SAPMenu,office,workplace,or o ClickontheIconontheiconbar
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3) Maintainsubstitutescreen2
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7) Finalscreendisplayssubstitutionjustcreated
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InvokingSubstitution
Return
1) NavigateontheSAPmenuontheleftsideofscreen:SAPMenu,office,workplace,or o ClickontheIconontheiconbar
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2) Adoptsubstitutiontoprocessanothersworkflows o InSAPBusinessWorkplace,usemenupath,Settings,workflowsettings,adoptsubstitution
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ChangeWorkflowDisplayVarianttoSeeWorkflowOwner
Return Thisenablesyoutoseewhichworkflowsareinyourinboxasaresultofinvokingsubstitution(processingworkflowsfor anotheruser).Thisisaonetimesetup.
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4) ClickonGreencheckmarktocontinue
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Return
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AppendixDWorkflowRoutingOverview
ReturntoContents
PurchaseorderrelatedinvoiceswiththeseproblemswillberoutedtousersviaSAPworkflow:
Itemoninvoicenotincludedonpurchaseorder Quantitydifferencescausingapaymentblock Pricedifferencesonframeworkorders(blanketorstandingorders)causingavalueexceedslimit(VEL)payment block
5. AccountsPayablerepresentative o Ifroutingcannotbedeterminedinthepreviousfoursteps,theworkflowwillroutetoAccountsPayable
PurchaseorderrelatedinvoiceswiththeseproblemswillberoutedtousersviaSAPworkflow:
StandardPurchaseOrderPriceDifferencePaymentBlock
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