User Guide CUSTOMER

Manage Purchase Requisition Professional

Document Version: 1.0 – 2013-01-22

Guide for Workflow Enablement

Document History

Version Date Change

0.1 <2017-03-07> <Change Description>

CUSTOMER Guide for Workflow Enablement

2 Error! Reference source not found. Document History
Contents

1. Workflow .........................................................................................................................................4

2. Overall Release ..............................................................................................................................4

2.1. Start Conditions................................................................................................................................................. 4

2.2. Agent Determination Rules .............................................................................................................................. 4

2.3. Activities ............................................................................................................................................................. 5

3. Item Level Release ........................................................................................................................ 5

3.1. Start Conditions................................................................................................................................................. 5

3.2. Agent Determination Rules .............................................................................................................................. 5

3.3. Activities ..............................................................................................................................................................7

4. Pre-Requisite.................................................................................................................................. 7

5. Limitation ....................................................................................................................................... 7

CUSTOMER Guide for Workflow Enablement

3 Error! Reference source not found. Contents
 1. Workflow
You can configure workflow for purchase requisitions using Manage Workflows for Purchase
Requisitions app. To configure a workflow, you need to configure the following:

 Start conditions - The workflow will start only when the start condition specified in it is
met.
 Agent determination rules – These rules are used to identify an approver for a workflow.
 Activities - Activities are tasks that are used to perform functions such as approve or
reject.

2. Overall Release

2.1. Start Conditions

You can configure document type, net amount, creation indicator, and company code as a start
condition for the overall release of a purchase requisition. For example, a workflow will start only
if the net amount of a purchase requisition (PR) is greater than a certain value.

Note
If a company code is used as a start condition, then the company code assigned to a user via
Default settings for user app is considered rather than the one assigned to the purchase
requisition items. In case, no default company code is assigned to the user, the company code of
the first item in the purchase requisition is considered.

2.2. Agent Determination Rules

You can configure the following agent determination rules:

1. Manager of workflow initiator

2. Manager of workflow initiator’s manager
3. Badi Agent Determination

For Manage Purchase Requisitions – Professional app, only Badi Agent Determination rule is
supported.

Guide for Workflow Enablement CUSTOMER

Contents Error! Reference source not found. 4
 2.3. Activities

You can configure the following activities:

1. Overall Release of Purchase Requisition Header

2. Automatic Release of PR

Overall release of a purchase requisition will create a work item for an agent depending on the
agent rule that is specified in the Manage Workflow for Purchase Requisitions app.
The agent can either approve or reject this work item or forward it to other agents.

Automatic release of PR will approve the PR in the background and release it.

Note
If none of the start conditions specified in the active workflows are met, then the PR will be
automatically approved in the background.

3. Item Level Release

3.1. Start Conditions

You can configure plant, purchasing group, material group, accounting type, creation indicator,
and catalog ID as a start condition for the item level release. For example, a workflow will start
only if a plant specified in the start conditions is used in a purchase requisition.

Note
Start condition ‘accounting type of purchase requisition item is equal to’ is supported only for the
following accounting types:

 K -> Cost center

 P -> WBS element
 A -> Asset
 F -> Internal order

If a user chooses this start condition, then either of these four accounting object types should be
maintained. In SAP S/4HANA 1705 release, only these four categories are supported.

3.2. Agent Determination Rules

You can configure the following agent determination rules:

1. Manger of workflow initiator

2. Manager of workflow initiator’s manager

Guide for Workflow Enablement CUSTOMER

Contents Error! Reference source not found. 5
 3. Accounting Object Responsible
4. Badi Agent Determination

Note
1. For Manage Purchase Requisitions- Professional app, only accounting object responsible and
BADI agent determination rules are supported. In case of the accounting object responsible
agent rule, one of the start conditions should be ‘accounting type of purchase requisition item
is equal to’.
2. Accounting object responsible agent rule is based on the account assignment category used
in a purchase requisition. For example, if the account assignment category used in a purchase
requisition is ‘K’ then the person responsible for the cost center mentioned in the PR is
assigned as an approver. For the other account assignment categories, manager of workflow
initiator is assigned as an approver.
3. BADI Agent determination is based on the implementation of the BADI
MMPUR_WORKFLOW_AGENTS. Default implementation CL_EXMPL_WORKFLOW_AGENTS
implementation is available.

To use the accounting object responsible agent rule, follow the steps below:
1. Create a cost center and assign ‘User Responsible’ for the cost center. If you are using an
existing cost center, then ensure that the cost center has user responsible assigned to it.
2. The user responsible for the cost center should have SAP_BR_MANAGER’ and
‘SAP_BR_EMPLOYEE_PROCUREMENT’ roles.
3. A workflow with recipient as ‘Accounting Object Responsible’ should be active.

If a PR uses the cost center created or modified in step 1, then it will go for approval to the cost center
responsible.

Guide for Workflow Enablement CUSTOMER

Contents Error! Reference source not found. 6
 3.3. Activities
You can configure the following activities:

1. Release requisition item

2. Automatic Approval for PR Item

Release requisition item will create a work item for an agent depending on the agent rule that is
specified in the Manage Workflow for Purchase Requisitions app.

Automatic release for PR Item will approve PR in the background and release it.

Note
If none of the pre-conditions specified in active workflows are met, then the PR will be
automatically approved in background.

4. Pre-Requisite
1. The approval or rejection of a purchase requisition is done via My Inbox app.
2. The approver needs to have sap_br_manager role to approve or reject purchase requisitions.
3. Flexible workflow will be triggered only if the flag ‘scenario based workflow’ is selected under
the customizing Materials Management -> Purchasing -> Purchase Requisition > Define
Document Types. Overall release of a purchase requisition should be selected to execute
header level Approval.
4. Manage workflows for purchase requisition app can be accessed by users with the roles
‘sap_br_bpc_expert’ or role ‘sap_br_administrator’.

5. Limitation
The restart of the workflow is not supported for SAP S/4HANA 1705 release. Any changes done to
the PR after approval will not result in restart of the workflow.

For more information on Manage Workflow for Purchase Requisitions app, please refer to following
documentation:
http://help.sap.com/saphelp_nw751abap/helpdata/en/de/3df3c499124cea9e3078cc9317b47c/content.htm?f
rameset=/en/b3/69e10d33664f0a9896e8d119620f64/frameset.htm&current_toc=/en/b3/69e10d33664f0a9
896e8d119620f64/plain.htm&node_id=43

Guide for Workflow Enablement CUSTOMER

Contents Error! Reference source not found. 7