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Workflows for Checks and Approvals

Use
If you are carrying out postings or reversals, you can hold them in a status that has to be
confirmed. A workflow is triggered for the confirmation; the last step in the workflow is an
approval or rejection.

Prerequisites
You have entered check reasons in the Implementation Guide for Contract Accounts Receivable
and Payable (Basic Functions Postings and Documents Workflows for Checks and
Approvals Define Check Reasons). You can specify whether a check is necessary dependent on
any number of criteria. For example, you can make the reversal of receivables that exceed a predefined
amount limit, or the posting of credit memos from a predefined amount, subject to a check. In addition,
you can also make random checks. For each check reason, you can define whether payments, other
clearing transactions, dunning, calculation of arrears interest, or document changes are to be permitted
up until the time the workflow is completed.
You have written installation-specific function modules for the events concerned, 5500 (Post), 5502
(Reverse), 5504 (Change), 5506 (Installment Plan), and 5508 (Repayment Request) and defined them in
the Implementation Guide for Contract Accounts Receivable and Payable (Program
Enhancements Define Customer-Specific Function Modules).
You have defined the workflows. (See: Features)
You have defined the role resolution. (See: Features)

Features
Checks and approvals are supported for the following transactions:

Posting documents

Reversing documents

Changing documents

Creating installment plans

Creating repayment requests


If a confirmation is required for the transaction, the function module returns a check reason.
The check reason is used to determine the addressees of the workflow, and to define which
activities are still permitted for the document until the check has taken place. In these
events, you can register the workflows that trigger the confirmation procedure. In addition to
the check reason, the system can return the number of checks/authorizations required and
three additional parameters that are then available for the role resolution in the workflow. If
these parameters are used, for example, to determine the addressees of the workflow, a

company code or amount category can be returned here. The number of checks required
determines whether for example, the dual control principle (one additional check), or further
checks are to be carried out. The maximum permitted value is 9, meaning that a total of 10
checks have to be carried out. If a posting has to be confirmed, the document to be checked
is created, the check reason is assigned, and the document is locked for the following editing
processes depending on the check reason:

Payments

Clearing

Dunning

Calculation of interest on arrears

Document changes
Posting and reversing documents
For each posting, event 5500 is processed; for each reversal, event 5502. The function
modules defined for these events transfer all of the data of the document to be posted or
reversed. If a check reason is returned by the modules for event 5500 or 5502, for posting,
the event ApprovalRequired is triggered, and for reversals, the
eventReverseApprovalRequired from object category CA_DOC. SAP provides the workflow
samples WS21000088 for postings, and WS21000089 for reversals. Role 21000056 is used
for the role resolution. If you are posting or reversing in the online transactions Post
Document or Reverse Document, the system prompts you to enter a reason for the required
posting or reversal. If a reversal has to be confirmed, the reversal document is not created.
The check reason is entered in the document to be reversed. Depending on the check
reason, this document is also locked for the editing processes stated above.
Changing documents
The function module defined for event 5504 runs for document changes. Using the
document data, it checks whether the change has to be confirmed and released by other
clerks in a workflow. If a check is required, the module returns a check reason that is stored
in the document to be changed. Event ChangeApprovalRequiredfrom object
category CA_DOC is triggered. In the document display, clerks that are assigned to the
corresponding role in the workflow can:

Display the original document and the planned changes using the function Planned

Changes
Accept or reject the document change via function keys

SAP delivers the sample workflow 21000093 FICA_DCHAPPR. The role 21000056
FICA_DOCAPPR is used for the role resolution.
Creating installment plans
If, for example, you do not want to grant installment plans to customers with bad
creditworthiness without subjecting them a check and approval first, define an installationspecific function module for event 5506 in Customizing. This module runs when you create
installment plans. If the module returns a check reason, the eventApprovalRequired from
object category INSTMNTPLN is triggered. SAP delivers the role 21000062 FICA_INSTPL and
the sample workflow 21000094 INSTPL.
Repayment requests

In order to check and approve repayment requests in a workflow, you have to enter an
installation-specific function module for event 5508 in Customizing. If the module returns a
check reason, the event ApprovalRequired from object category CA_RPAYREQ is triggered.
SAP delivers the role 21000063 FICA_RPAYREQ and the sample workflow 21000095
FICA_RPAYREQ.

Activities
To authorize or reject a posting or reversal, proceed as follows:
In the SAP Business Workplace, choose Inbox Workflow.
The reason for the check procedure appears on the lower part of the screen.
Select the corresponding work item by doubleclicking it. The document posted or to be reversed
appears. You can then use various functions to accept or reject the posting or reversal:
Required
Action

System Reaction/Activity to be Executed

Approve
posting

The check reason is removed from the document. The workflow is completed and
the document is posted.

Reject
posting

The screen for processing the reversal appears automatically. All the data is copied,
but you can change it (except for the number of the document to be reversed). The
workflow is completed when the reversal is posted.

Approve
reversal

The screen for processing the reversal appears automatically. All the data is copied,
but you can change it (except for the number of the document to be reversed). The
workflow is completed when the reversal is posted.

Reject
reversal

The check reason is removed from the document to be reversed. The document is
not reversed.

Accept
document
change

The check indicator is removed from the document automatically; the change is
included in the document.

Reject
document
change

The check indicator is removed from the document automatically; the status of the
document does not change.

Accept
installment
plan

The check indicator is removed from the document automatically and the
installment plan is created.

Reject
installment
plan

The check indicator is removed from the document automatically. The original
receivables are not changed.

Accept
repayment
request

The repayment request is released.

Reject

The repayment request is reversed.

repayment
request
You can display the check reasons in the document display once
the document has been posted. You can determine whether the
workflow was started in the SAP Business
Workplaceunder Outbox Workflows Started.
In the transaction Reset Check Reason in Document
(menu: Administration), you can remove the check reasons from the
documents by specifying the document number. To do this however,
you need the special authorization for activity 060 for the authorization
objectF_KK_SOND.
In the transaction Reset Check Reason in Repayment Request
(menu: Administration), you can remove the check reasons from the
repayment requests by specifying the number of the repayment
request.

STEP 1:
TCODE: SWO1

STEP 2:
TCODE: SWETYPV

TCODE: PFAC

TCODE: SWDD
Ws21000088
Click Header: Start events: ACTIVATE

TCODE: PFTC

KALPESH FIX IT THIS WAY


He copied the standard with a custom workflow

SWETYPV added the new Workflow to the BOR object

ASSIGN a USER to a POSITION (S 50000152) Approver for charges

TCODE: PPOME

NEED TO ASSIGN A POSITION TO REVERSAL IN CASE IT WANTS TO BE REJECTED and


not approved