PROCURE TO PAY

Procure to Pay
Flexible Workflow for Purchase Requisitions

David Ahaiwe
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TABLE OF CONTENTS
PR WORKFLOW OVERVIEW ..........................................................................................................................3
1 CHECK AUTOMATIC WORKFLOW CUSTOMIZING ........................................................................4
2 ACTIVATE FLEXIBLE WORKFLOWS SCENARIO .............................................................................5
3 DEFINE STEP NAMES AND DECISION OPTIONS IN MY INBOX..................................................10
4 DEFINE VISUALIZATION METADATA FOR MY INBOX ....................................................................13
5 DEACTIVATE EVENT TYPE LINKAGES FOR SAP BUSINESS WORKFLOWS ..........................20
6 GENERALIZE TASKS AND ACTIVATE EVENT TYPE LINKAGES FOR FLEXIBLE
WORKFLOW ......................................................................................................................................................21
7 REGISTER GATEWAY SERVICE FOR VALUE HELPS .........................................................................24
8 ADAPT FLEXIBLE WORKFLOW SETTINGS ..........................................................................................26
9 ADAPT THE CONDITIONS UNDER WHICH THE FLEXIBLE WORKFLOW IS RESTARTED .....28

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PR WORKFLOW OVERVIEW
The flexible workflow is a general function that allows you to define condition-based
workflows for approval processes. The flexible workflow for purchase requisitions allows
you to define one-step or multi-step approval processes for purchase requisitions
according to your requirements. Approvers can then approve or reject their work items in
the app My Inbox.

For the approval of purchase requisitions, you have two options:

Overall release

The entire purchase requisition is approved. This type of approval is also referred to as
header-level approval.

Release of purchase requisition items

The items of a purchase requisition are approved individually. This type of approval is also
referred to as item-level approval.

Approvers receive notifications about new work items in the SAP Fiori launchpad. If
required, you can also configure e-mail notifications to be sent to them. Requestors can
also be notified via e-mail when their purchase requisition has been approved or rejected.

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1 CHECK AUTOMATIC WORKFLOW CUSTOMIZING

What to do Ensure that the automatic Customizing is active for the workflow
functionality

Where to do In transaction SWU3 or in Customizing for SAP NetWeaver

it under Application Server Business Management SAP Business
Workflow Maintain Standard Settings. Depending on whether you
have previously used a workflow functionality, proceed as follows:

▪ If you have previously used a workflow functionality (either SAP

Business Workflow or flexible workflow), check whether all
Customizing steps listed have a green checkmark. If not,
click Redo Automatic Customizing or select one of the activities
and click Execute Activity to make the required settings.

▪ If you have not used any workflow so far, click Automatic

Workflow Customizing to make the settings.

More For more information, see Automatic Workflow Customizing.

information

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2 ACTIVATE FLEXIBLE WORKFLOWS SCENARIO

What to Activate the workflow scenarios for a type of business document, e.g.,
do purchase requisition

Where In Customizing for SAP NetWeaver under Application Server Business

to do it Management SAP Business Workflow Flexible Workflow Scenario
Activation

How to Add the workflow scenario IDs that you want to use and activate them. To
do it find the workflow scenarios IDs for approval workflows in Sourcing and
Procurement, see Flexible Workflow in Sourcing and Procurement:
Scenarios and Tasks Overview.

Flexible Workflow in Sourcing and Procurement: Scenarios and Tasks Overview

In some of the configuration activities for the flexible workflow, you will need to specify
the workflow scenario ID, sometimes in combination with the IDs of the standard

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workflow tasks. Below, please find an overview of these IDs for all workflow scenarios in
Sourcing and Procurement.

Note

The IDs of tasks for the automatic release are not listed, as they don't need to be used in
any configuration settings.

Workflow Scenario ID Workflow Standard Task Name

Name Task ID

WS00800157 Overall Release TS00800547 Overall release of

of Purchase PR
Note Requisition

This scenario will not be

enhanced in future releases.
We recommend that you
use WS02000458

WS00800173 Release of TS00800548 Release of PR

Purchase Item
Note Requisition
Item
This scenario will not be
enhanced in future releases.
We recommend that you
use WS02000471

WS00800193 Workflow for TS00800462 Release Supplier

Supplier Quotation
Quotation

WS00800238 Workflow for TS00800531 Release of

Purchase Order Purchase Order
(Manual)

WS00800251 Workflow for TS00800538 Release of

Blocked Invoice Blocked Invoice

WS00800302 Workflow for TS00800576 Release RFQ

RFQ

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Workflow Scenario ID Workflow Standard Task Name

Name Task ID

WS00800303 Workflow for TS00800577 Release Complete

Parked Invoice Invoice
as Complete TS00800585
Rework Invoice

WS00800304 Workflow for TS00800578 Release of

Purchase Purchase Contract
Contract (Manual)

WS00800305 Workflow for TS00800580 Release of

Scheduling Scheduling
Agreement Agreement

WS00800321 Workflow for TS00800593 Release SES

Service Entry
Sheet

WS00800333 Workflow for TS00800600 Release of

Centrally Centrally
Managed PO managed PO

WS00800346 Workflow for TS00800607 Release of Central

Central Contract
Purchase
Contract

WS02000434 Overall Release TS02000677 Overall Release of

of Central PR Central PR

WS02000438 Release of TS02000687 Release central

Central PR Item PR Item

WS02000458 Overall Release TS02000702 Overall release of

of Purchase Purchase
Requisition Requisition

WS02000471 Release of TS02000714 Release of

Purchase Purchase
Requisition Item

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Workflow Scenario ID Workflow Standard Task Name

Name Task ID

Requisition
Item

WS02000485 Approve TS02000734 Release of

Centrally Centrally
Managed PR - Managed
Overall Purchase
Requisition

WS02000494 Workflow for TS02000737 Release of

Centrally Centrally
Managed PR Managed
Item Purchase
Requisition Item

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3 DEFINE STEP NAMES AND DECISION OPTIONS IN MY

INBOX
What Check step names and decision options to be used in the app My Inbox.
to do

Where In Customizing for SAP NetWeaver under SAP Gateway Service

to do it Enablement Content Workflow Settings Maintain Task Names and
Decision Options

How to 1. In the Step Name: Overview, check whether the entries listed below
do it are available. If not, choose New Entries and create the settings
below, as required. The step names are used in the app My Inbox to
group the approvers' work items.

Workflow ID Step ID Step Description

WS00800157 0000000010 Overall Release of

Purchase
Note Requisition

This scenario will not be

enhanced in future releases.
We recommend that you
use WS02000458

WS00800157 0000000049 Overall Release of

Purchase
Requisition

WS00800173 0000000010 Release

Requisition Item
Note

This scenario will not be

enhanced in future releases.
We recommend that you
use WS02000471

WS00800173 0000000032 Release

Requisition Item

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WS02000434 0000000020 Release Central

Purchase
Requisition

WS02000438 0000000032 Release Central

Purchase
Requisition Item

WS02000458 0000000019 Overall Release of

Purchase
Requisition

WS02000471 0000000020 Release Purchase

Requisition Item

WS02000485 0000000009 Release of

Centrally
Managed
Purchase
Requisition

WS02000494 0000000009 Item Release of

Centrally
Managed
Purchase
Requisition

2. The columns Icon MIME Repository Path and Comment must be

empty.
3. In the view Step Name: Overview, select one of the combinations of
workflow scenario ID and step name and enter the data shown in
the table below.

Key Decision Text Nature

1 Approve POSITIVE

2 Reject NEGATIVE

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4. The columns Icon MIME Repository Path and Comment must be

empty.
5. Repeat this step for all workflow scenarios and steps that you intend
to use.

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4 DEFINE VISUALIZATION METADATA FOR MY INBOX

When you use the flexible workflow for the approval of procurement documents, you
have to ensure that the app My Inbox is available and set up for your approvers. To do
this, you have to enter the data listed below in Customizing for Materials Management
under Purchasing Purchase Requisition Flexible Workflow for Purchase
Requisitions Client-Dependent Configuration. Proceed as follows:

1. As the Worklist Client, select SAPUI5 My Inbox or My Inbox (you see either of the
two, depending on your system settings).
2. Select the Task tab and choose Create New Line.
3. Enter the data listed below. Do not fill the column Dynamic.

Note

To fully display the visualization parameter values, you may have to use the horizontal
scrollbars, if available.

For the old workflow for the overall release of regular purchase requisitions (workflow
scenario ID WS00800157 and task ID TS00800547):

Paramet Visualization Parameter Value

er Name

SCHEME Sapui5

COMPO cross.fnd.fiori.inbox.annotationBasedTaskUI
NENT_N
AME

QUERY_ service=/sap/opu/odata/sap/C_PURREQUISITION_FS_SRV
PARAM0
0

QUERY_ entity=/C_PurRequisitionFs(PurchaseRequisition='{&_WI_Object_I
PARAM0 D.Number&}')
1

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Paramet Visualization Parameter Value

er Name

QUERY_ annotations=/sap/opu/odata/IWFND/CATALOGSERVICE;v=2/Annota
PARAM0 tions(TechnicalName='C_PURREQUISITION_FS_ANNO_MDL',Versi
2 on='0001')/$value

For the old workflow for the release of regular purchase requisition items (workflow
scenario ID WS00800173 and task ID TS00800548):

Paramet Visualization Parameter Value

er Name

SCHEME Sapui5

COMPO cross.fnd.fiori.inbox.annotationBasedTaskUI
NENT_N
AME

QUERY_ service=/sap/opu/odata/sap/C_PURREQUISITIONITEM_FS_SRV
PARAM0
0

QUERY_ entity=/C_PurRequisitionItemFs(PurchaseRequisition='{&_WI_Obje
PARAM0 ct_ID.Number&}',PurchaseRequisitionItem='{&_WI_Object_ID.Ite
1 m&}')

QUERY_ annotations=/sap/opu/odata/IWFND/CATALOGSERVICE;v=2/Annota
PARAM0 tions(TechnicalName='C_PURREQUISITIONITEM_FS_ANNO_MDL',
2 Version='0001')/$value

For the workflow for the overall release of regular purchase requisitions (workflow
scenario ID WS02000458 and task ID TS02000702):

Paramet Visualization Parameter Value

er Name

SCHEME Sapui5

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Paramet Visualization Parameter Value

er Name

COMPO cross.fnd.fiori.inbox.annotationBasedTaskUI
NENT_N
AME

QUERY_ service=/sap/opu/odata/SAP/C_PURREQUISITION_FS_SRV
PARAM0
0

QUERY_ entity=/C_PurRequisitionFs(PurchaseRequisition='{OBJKEY}')
PARAM0
1

QUERY_ annotations=/sap/opu/odata/IWFND/CATALOGSERVICE;v=2/Annota
PARAM0 tions(TechnicalName='C_PURREQUISITION_FS_ANNO_MDL',Versi
2 on='0001')/$value

For the workflow for the release of regular purchase requisition items (workflow
scenario ID WS02000471 and task ID TS02000714):

Param Visualization Parameter Value

eter
Name

SCHE Sapui5
ME

COMP cross.fnd.fiori.inbox.annotationBasedTaskUI
ONEN
T_NA
ME

QUER service=/sap/opu/odata/sap/C_PURREQUISITIONITEM_FS_SRV
Y_PA
RAM0
0

QUER entity=/C_PurRequisitionItemFs(PurchaseRequisition='{&_WI_OBJEC
Y_PA T_ID.MS_PUR_REQ_ITEM.PURCHASEREQUISITION&}',PurchaseRequi

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Param Visualization Parameter Value

eter
Name

RAM0 sitionItem='{&_WI_OBJECT_ID.MS_PUR_REQ_ITEM.PURCHASEREQU
1 ISITIONITEM&}')

QUER annotations=/sap/opu/odata/IWFND/CATALOGSERVICE;v=2/Annotatio
Y_PA ns(TechnicalName='C_PURREQUISITIONITEM_FS_ANNO_MDL',Versi
RAM0 on='0001')/$value
2

For the overall release of central purchase requisitions (workflow scenario

ID WS02000434 and task ID TS02000677):

Paramet Visualization Parameter Value

er Name

SCHEME Sapui5

COMPO cross.fnd.fiori.inbox.annotationBasedTaskUI
NENT_N
AME

QUERY_ service=/sap/opu/odata/SAP/C_PURREQUISITION_FS_SRV
PARAM0
0

QUERY_ entity=/C_PurRequisitionFs(PurchaseRequisition='{OBJKEY}')
PARAM0
1

QUERY_ annotations=/sap/opu/odata/IWFND/CATALOGSERVICE;v=2/Annota
PARAM0 tions(TechnicalName='C_PURREQUISITION_FS_ANNO_MDL',Versi
2 on='0001')/$value

For the release of central purchase requisition items (workflow scenario

ID WS02000438 and task ID TS02000678):

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Param Visualization Parameter Value

eter
Name

SCHE Sapui5
ME

COMP cross.fnd.fiori.inbox.annotationBasedTaskUI
ONEN
T_NA
ME

QUER service=/sap/opu/odata/sap/C_PURREQUISITIONITEM_FS_SRV
Y_PAR
AM00

QUER entity=/C_PurRequisitionItemFs(PurchaseRequisition='{&_WI_OBJEC
Y_PAR T_ID.MS_CPR_ITEM.PURCHASEREQUISITION&}',PurchaseRequisition
AM01 Item='{&_WI_OBJECT_ID.MS_CPR_ITEM.PURCHASEREQUISITIONITE
M&}')

QUER annotations=/sap/opu/odata/IWFND/CATALOGSERVICE;v=2/Annotati
Y_PAR ons(TechnicalName='C_PURREQUISITIONITEM_FS_ANNO_MDL
AM02

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5 DEACTIVATE EVENT TYPE LINKAGES FOR SAP

BUSINESS WORKFLOWS

What to do Deactivate workflows based on old workflow scenarios

Note

As a rule, activating flexible workflow scenarios (see above Activate flexible workflow
scenarios) is sufficient to override old workflow scenarios. To be on the safe side, you can
additionally deactivate any old workflow scenarios you may have used previously.

Where to do In transaction Event Type Linkages (SWETYPV)

it

More See the product assistance that is linked from the transaction.
information

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6 GENERALIZE TASKS AND ACTIVATE EVENT TYPE

LINKAGES FOR FLEXIBLE WORKFLOW

What to do You have to ensure that the system events are linked to your workflow scenarios, and you
have to define the potential agents of workflow tasks to clearly define the organizational
responsibility for processing work items. Perform the Customizing steps described below.

Where to do In Customizing for SAP NetWeaver under Application Server Business

it Management SAP Business Workflow Perform task-specific Customizing.

More To generalize your workflow tasks, navigate to the required SAP application component,
information for example MM-PUR-REQ - Purchase Requisitions and proceed as follows:

1. Click Assign Agents

2. Select a standard task for your business object. (The IDs of tasks start with TS).
See Flexible Workflow in Sourcing and Procurement: Scenarios and Tasks
Overview. Do not select a background task.

3. Click Attributes and select General Task.

4. Leave the other settings unchanged and click Transfer.

To activate the event linkages, proceed as follows:

1. Click Activate Event Linking

2. Select a workflow scenario for your business object. (The IDs of workflow
scenarios start with WS).

3. Expand the hierarchy to display the relevant event.

4. Activate the linkage for the listed event.

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7 REGISTER GATEWAY SERVICE FOR VALUE HELPS

What to do You have to register an OData service to enable the value help in the flexible workflow.

Where to do In transaction Activate and Maintain

it Services /IWFND/MAINT_SERVICE (enter /n/IWFND/MAINT_SERVICE) or in Customizing
for SAP NetWeaver under SAP Gateway OData Channel Administration General
Settings Activate and Maintain Services.

More 1. On the Activate and Maintain Services screen, choose Add Service.
information
2. On the Add Selected Services screen, use the value help of the System Alias field
to select the required back end system. (It must be an SAP S/4HANA system).

3. Add the technical service S_MMPURWORKFLOWVH_CDS (Value helps for

manage workflow apps), and click Get Services.

The service is displayed below.

4. Select the service and click Add Selected Services.

5. On the subsequent Add Service screen, enter the required data and continue.

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8 ADAPT FLEXIBLE WORKFLOW SETTINGS

What to do You can adapt the default settings, if required.

For purchase requisitions the flexible workflow is active for the

document types NB (standard purchase requisition) and NBS by
default. For type NBS, the overall release is defined.

For self-service requisitioning, the default document type is NB, unless

you define a different document type in the app Default Settings for
Users. For the document type NB, item-level approval is defined. So by
default, purchase requisitions are approved at item level, and the
approval is performed automatically.

Note

Prerequisite for the automatic approval is that the default

workflow Automatic Approval for PR Item is active in the Customizing
activity Activate Flexible Workflow for Purchase Requisitions.

Where to do In Customizing for Materials Management

it under Purchasing Purchase Requisition Flexible Workflow for
Purchase Requisitions Activate Flexible Workflow for Purchase
Requisitions

More See the system documentation available for this Customizing activity.
information
Default Settings for Users

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9 ADAPT THE CONDITIONS UNDER WHICH THE FLEXIBLE

WORKFLOW IS RESTARTED

What to do Changes to certain fields of a purchase requisition trigger a restart of the workflow. A
configuration step is available that allows you to select or deselect the fields that exist in
purchase requisitions. Whenever the values of these fields are then updated in a purchase
requisition, the system triggers a restart of the approval process. Use the columns in the
Customizing activity as follows:

▪ Column SSC Proc. lists the fields in the app Create Purchase Requisitions.

▪ Column Prf. Proc. lists the fields in the apps Create Purchase Requisitions -
Advanced and Manage Purchase Requisitions - Professional.

Where to do In Customizing for Materials Management under Purchasing Purchase

it Requisition Flexible Workflow for Purchase Requisitions Manage Conditions to Restart
Flexible Workflow

More See the system documentation available for this Customizing activity.
information
Note

A Business Add-In (BAdI) is also available that enables you to define which changes made
to purchase requisitions will restart the approval process. See Custom Fields and Logic.

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