work flow config.doc
TRANSCRIPT
BB Configuration Guide
Contents5Document Management and Workflow: Configuration Guide
51Purpose
52Preparation
52.1Prerequisites
53Configuration
53.1Preparation of Workflow Environment
53.1.1Automatic Workflow Customizing (manual)
63.1.2Change Personal Pre-settings for Workflow
63.1.3Workflow organizational unit for approvers (manual)
103.1.4Setting General Tasks (manual)
103.1.5Application linkage to workflow (manual)
113.2Release of Purchase Requisitions
113.2.1Connect release codes to workflow
123.2.2Assign positions for purchase req. approval (manual)
133.3Release of FI Invoices
133.3.1Create workflow variant
143.3.2Assign company code to workflow
143.3.3Define release approval path
153.3.4Assign document type to release approval path
163.3.5Define approval levels on basis of amount
163.3.6Define possible assignment for users / positions
173.3.7Assign positions for completion and approval (manual)
183.4Release of MM Invoices
183.4.1Define release criteria (manual)
193.4.2Assign positions for completion and approval (manual)
203.5Release of pre-posted Budgets
203.5.1Define Account Assignment Group
213.5.2Define Amount Group
223.5.3Define header entries for role definition
233.5.4Assign positions for budget approval (manual)
264Workflow users definition
264.1Users for Release of Purchase Requisitions workflow
274.2Users for Release of FI Invoices workflow
284.3Users for Release of MM Invoices workflow
294.4Users for Release of pre-posted Budgets workflow
Workflow: Configuration Guide
1 Purpose
This configuration guide provides the information you need to set up the configuration of this building block manually.
2 Preparation
2.1 Prerequisites
3 Configuration
3.1 Preparation of Workflow Environment3.1.1 Automatic Workflow Customizing (manual)Use
This activity is necessary in order to set-up a running workflow environment.
Procedure
1. Access the activity using one of the following navigation options:
IMG MenuSAP NetWeaver ( Application Server ( Business Management ( SAP Business Workflow ( Maintain Standard Settings
Transaction CodeSPRO or SWU3 for direct access to transaction
2. Click on the generate button Perform Automatic Workflow Customizing or press F93. Indicate a change request when required and confirm all steps.
Result
The workflow run-time environment is now ready.
3.1.2 Change Personal Pre-settings for Workflow
Use
This activity is necessary in order to ensure users receive workflow items in their SAP workplace in the logon language.
Procedure
1. Access the activity using one of the following navigation options:
IMG MenuSAP NetWeaver ( Application Server ( Business Management ( SAP Business Workflow ( BasicSettings (Workflow System) ( Change Presettings for Personal Workflow Settings
Transaction CodeSPRO
2. On the Display IMG: Further Settings screen, flag the field Work item texts in logon language
3. Save your settings and leave the transaction.
Result
All work items received in the SAP Workplace are now displayed by default in the user logon language.
3.1.3 Workflow organizational unit for approvers (manual)Use
In this activity, we define a workflow specific organizational unit and different positions for each of the actors involved in the different workflow scenarios.The customer has then to link user-id of each the approvers to the corresponding positions in the organizational unit (as described in chapter 4.) in order to automatically have all required approval steps sent to the SAP workplace of the indicated user being then also the approver.Procedure
1. Access the activity using one of the following navigation options:
SAP MenuTools ( Business Workflow ( Organizational Plan ( Organizational Plan ( Organization and Staffing ( Create
Transaction CodePPOCE
2. On the Create root organizational object window, leave the default Valid from To fields value en press ENTER 3. On the Organization and Staffing Create: Details for Organizational Unit screen enter the following values:
Field nameDescriptionUser action and valuesNote
Organizational UnitObject AbbreviationWF_ORG
Organizational UnitObject NameWorkflow Organizational Unit
4. Right-click on the WF_ORG unit, choose Create and select Is line supervisor of in the Choose Relationship window
5. On the Organization and Staffing Create: Details for Organizational Unit screen enter the following values for the new unit:
Field nameDescriptionUser action and valuesNote
Organizational UnitObject AbbreviationBCS_ACTORS
Organizational UnitObject NameBudget Approval Actors
6. Repeat step 4
7. Repeat step 5 with following values:
Field nameDescriptionUser action and valuesNote
Organizational UnitObject AbbreviationPUR_ACTORS
Organizational UnitObject NamePurchase Request Approval Actors
8. Repeat step 4
9. Repeat step 5 with following values:
Field nameDescriptionUser action and valuesNote
Organizational UnitObject AbbreviationMMI_ACTORS
Organizational UnitObject NameMM Invoices Approval Actors
10. Repeat step 4
11. Repeat step 5 with following values:
Field nameDescriptionUser action and valuesNote
Organizational UnitObject AbbreviationFII_ACTORS
Organizational UnitObject NameFI Invoices Approval Actors
12. Right-click on the BCS_ACTORS unit, choose Create and select Incorporates Position in the Choose Relationship window
13. On the Organization and Staffing Create: Details for Position New position screen enter the following values for the position:
Field nameDescriptionUser action and valuesNote
PositionObject AbbreviationBCSApprover1
PositionObject NameBCS Approver 1
14. Repeat step 12 on the BCS_ACTORS unit
15. Repeat step 13 with following values:
Field nameDescriptionUser action and valuesNote
PositionObject AbbreviationBCSApprover2
PositionObject NameBCS Approver 2
16. Repeat step 12 on the PUR_ACTORS unit
17. Repeat step 13 with following values:
Field nameDescriptionUser action and valuesNote
PositionObject AbbreviationPURApprover1
PositionObject NamePUR Approver 1
18. Repeat step 12 on the PUR_ACTORS unit
19. Repeat step 13 with following values:
Field nameDescriptionUser action and valuesNote
PositionObject AbbreviationPURApprover2
PositionObject NamePUR Approver 2
20. Repeat step 12 on the MMI_ACTORS unit
21. Repeat step 13 with following values:
Field nameDescriptionUser action and valuesNote
PositionObject AbbreviationMMICompleter
PositionObject NameMMI Completer
22. Repeat step 12 on the MMI_ACTORS unit
23. Repeat step 13 with following values:
Field nameDescriptionUser action and valuesNote
PositionObject AbbreviationMMIApprover
PositionObject NameMMI Approver
24. Repeat step 12 on the FII_ACTORS unit
25. Repeat step 13 with following values:
Field nameDescriptionUser action and valuesNote
PositionObject AbbreviationFIICompleter
PositionObject NameFII Completer
26. Repeat step 12 on the FII_ACTORS unit
27. Repeat step 13 with following values:
Field nameDescriptionUser action and valuesNote
PositionObject AbbreviationFIIApprover
PositionObject NameFII Approver
28. Save your entries and leave the transaction.Result
The workflow organizational unit for approvers is created with all necessary positions for approvers in various sub-units corresponding to the different workflow scenarios; this should look like illustrated in the picture below;
3.1.4 Setting General Tasks (manual)Use
In this activity, we ensure each involved workflow task can be used by setting them as general tasks.
Procedure
1. Access the activity using one of the following navigation options:
SAP MenuTools ( Business Workflow ( Development ( Definition Tools ( Tasks/Task Groups ( Display
Transaction CodePFTC_DIS
2. On the Task: Display screen, enter the following:
Field nameDescriptionUser action and valuesNote
Task TypeStandard Task
Task65400034
3. Click on the Display button or press F74. On the Standard Task: Display screen, navigate in the menu to Additional Data ( Classification ( Create(function 007I)5. On the Create Classification/Lock Ind. screen, select entry General Task6. Save your settings and return to the Task: Display screen
7. Repeat steps 2 to 6 for task 20000162
8. Repeat steps 2 to 6 for task 20000161
9. Repeat steps 2 to 6 for task 20000163
10. Repeat steps 2 to 6 for task 20000159
11. Repeat steps 2 to 6 for task 00007919
12. Repeat steps 2 to 6 for task 00007914
13. Repeat steps 2 to 6 for task 12300025
Result
All tasks involved in the Purchase Requisition release workflow have been set as general tasks.
3.1.5 Application linkage to workflow (manual)Use
In this activity, we activate the linkage between the various applications -purchase requisition, FI invoice, MM invoice and pre-posted budget- and the workflow ensuring a workflow will be started when conditions defined in the application dependent release procedure customizing are reached.
Procedure
1. Access the activity using one of the following navigation options:
SAP MenuTools ( Business Workflow ( Development ( Definition Tools ( Tasks/Task Groups ( Change
Transaction CodePFTC_CHG
2. On the Task: Maintain screen, enter the following:
Field nameDescriptionUser action and valuesNote
Task TypeWorkfow Template
Task65400029Purchase requisition release refusal
3. Click on the Change button or press F64. Confirm the information screen
5. On the Workflow Template: Change screen, go to the Triggering Events tab
6. Select first entry in the Standard Events and navigate in the menu to Edit ( Event ( Activate/deactivate linkage(function COUP_M)7. Confirm your settings and return to Task: Maintain screen
8. Repeat steps 2 to 7 for task 20000077 Purchase requisition release process9. Repeat steps 2 to 7 for task 00400032 FI parked invoice release process
10. Repeat steps 2 to 7 for task 00400004 FI parked invoice completion process
11. Repeat steps 2 to 7 for task 20001003 MM parked invoice completion process
12. Repeat steps 2 to 7 for task 20001004 MM parked invoice release process
13. Repeat steps 2 to 7 for task 12300025 Pre-posted budget release process
14. Confirm your settings and leave transaction
Result
Purchase Request, FI invoice, MM invoice and pre-posted budget release workflows are now linked to the corresponding release processes and will start as soon as conditions defined in the release procedure customizing are reached.
3.2 Release of Purchase Requisitions3.2.1 Connect release codes to workflowUse
In this activity, we ensure a workflow is started in order to send tasks to users having to release the purchase requisition; this is done by setting the corresponding release codes as connected to workflow;
Procedure
1. Access the activity using one of the following navigation options:
IMG MenuMaterials Management ( Purchasing ( Purchase Requisition ( Release Procedure ( Procedure with Classification ( Set Up Procedure with Classification
Transaction CodeSPRO
2. On the Choose Activity screen double-click the activity Release Codes3. On the Change View Release Codes: Purchase Requisition: Overview screen enter the following values:Field nameDescriptionUser action and valuesNote
Workflow1Do this for both entries01 A1 and
01 A2
4. Save your settings and leave the transaction.
Result
Any time when the conditions for the release procedure are met, in case release codes are A1 or A2, a workflow will be started.
3.2.2 Assign positions for purchase req. approval (manual)
Use
In this activity, we link the approver positions defined in the workflow organizational unit with the above defined release procedure.
Procedure
1. Access the activity using one of the following navigation options:
IMG MenuMaterials Management ( Purchasing ( Purchase Requisition ( Release Procedure ( Procedure with Classification ( Set Up Procedure with Classification
Transaction CodeSPRO
2. On the Choose Activity screen double-click the activity Workflow3. On the Change View Assignment of Role to Release Code: Purchase Requisition screen choose New entries.
4. On the New Entries: Overview of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
GrpRelease group01
CodeRelease codeA1
PlntPlant
OTAgent object type S
Agent IDAgent object IDID of the position PURApprover1 defined in 3.1.3
Field nameDescriptionUser action and valuesNote
GrpRelease group01
CodeRelease codeA2
PlntPlant
OTAgent object type S
Agent IDAgent object IDID of the position PURApprover2 defined in 3.1.3
5. Save your settings and leave the transaction.
Result
For the above defined Purchase Requisition release strategy with workflow, approver 1 is the user-id assigned to the position PUR Approver 1, while approver 2 is the user-id assigned to the position PUR Approver 2.
3.3 Release of FI Invoices
3.3.1 Create workflow variant
Use
In this activity, we define the start-up of a release workflow for all FI parked documents.Procedure
1. Access the activity using one of the following navigation options:
IMG MenuFinancial Accounting(New) ( Financial Accounting Global Settings(New) ( Tools ( Workflow ( Workflow for Document Parking ( Create Workflow Variant for Parking Documents
Transaction CodeSPRO
2. On the Change View Preliminary Posting Workflow Link: Overview screen choose New entries.
3. On the New Entries: Details of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
Workflow var.BP01
CurrencyEUR
WF var. nameBest Practice PS
Posting releaseXIf flag not set, workflow does not start
Release from
SubworkflowWS10000052
4. Save your settings and leave the transaction.Result
A release workflow is defined for all FI parked documents.
3.3.2 Assign company code to workflow
Use
In this activity, we activate the start-up of a release workflow for company code BP01.
Procedure
1. Access the activity using one of the following navigation options:
IMG MenuFinancial Accounting(New) ( Financial Accounting Global Settings(New) ( Tools ( Workflow ( Workflow for Document Parking ( Assign Company Code to a Workflow Variant for Parking Documents
Transaction CodeSPRO
2. On the Change View Workflow Variants: Overview screen, click on the Position button (function POSI)
3. On the Another entry window, enter BP01 in field Company Code and press ENTER4. On the Change View Workflow Variants: Overview screen, enter BP01 in field Wrkf of first entry (should be in front of company code BP01)
5. Save your settings and leave the transaction.
Result
A release workflow will be started for all FI parked documents in company code BP01.
3.3.3 Define release approval path
Use
In this activity, we define a release approval path; in the Best Practice context, we decide to have only one approval path.Procedure
1. Access the activity using one of the following navigation options:
IMG MenuFinancial Accounting(New) ( Financial Accounting Global Settings(New) ( Tools ( Workflow ( Workflow for Document Parking ( Define Release Approval Paths for Parking Documents
Transaction CodeSPRO
2. On the Change View Release Approval Paths: Overview screen choose New entries.
3. On the New Entries: Oveview of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
Approval pathBP01
App. path nameBest Practice PS
4. Save your settings and leave the transaction.
Result
The approval path for Best Practice PS has been defined.3.3.4 Assign document type to release approval path
Use
In this activity, we indicate that the approval process must be executed only for FI invoices, thus FI documents with type KR.Procedure
5. Access the activity using one of the following navigation options:
IMG MenuFinancial Accounting(New) ( Financial Accounting Global Settings(New) ( Tools ( Workflow ( Workflow for Document Parking ( Assign Release Approval Paths for Parking Documents
Transaction CodeSPRO
6. On the Change View Release Approval Path Allocation: Overview screen choose New entries.
7. On the New Entries: Oveview of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
Workflow variantBP01
Doc. TypeKRInvoices
Release Group
Approval pathBP01
Field nameDescriptionUser action and valuesNote
Workflow variantBP01
Doc. TypeKGInvoices
Release Group
Approval pathBP01
8. Save your settings and leave the transaction.
Result
Approval process connected to FI documents of type KR.3.3.5 Define approval levels on basis of amount
Use
In this activity, we define a release on basis of one approval step, as well as the sub-workflow that will handle the approval process.Procedure
1. Access the activity using one of the following navigation options:
IMG MenuFinancial Accounting(New) ( Financial Accounting Global Settings(New) ( Tools ( Workflow ( Workflow for Document Parking ( Assign Release Approval Procedure for Parking Documents
Transaction CodeSPRO
2. On the Change View Subworkflow Allocation: Overview screen choose New entries.
3. On the New Entries: Oveview of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
WrkfBP01
APthBP01
Amount to999999999999
Rel. levels1
Swf amnt rel.WS10000052
4. Save your settings and leave the transaction.
Result
For each FI invoice (financial document of type KR) created for company code BP01, one approval is required.3.3.6 Define possible assignment for users / positionsUse
In this activity, we prepare the future assignments of positions to the release level.Procedure
1. Access the activity using one of the following navigation options:
IMG MenuFinancial Accounting(New) ( Financial Accounting Global Settings(New) ( Tools ( Workflow ( Workflow for Document Parking ( Define Users with Release Authorization for Parking Documents
Transaction CodeSPRO
2. On the Change View People with Release Authorization (Parked Documents): Overview screen choose New entries.
3. On the New Entries: Oveview of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
WrkfBP01
APthBP01
Lv1
Release_to_amount999999999999
4. Save your settings and leave the transaction.
Result
For every FI invoice to be approved, we can assign one position and therefore one user as primary approver for all invoices.3.3.7 Assign positions for completion and approval (manual)
Use
In this activity we assign the FII Completer position to the completion step, and the FII Approver position to the approval (also named release) step.Procedure
1. Access the activity using one of the following navigation options:
SAP MenuTools ( Business Workflow ( Development ( Definition Tools ( Tasks/Task Groups ( Change
Transaction CodePFTC_CHG
2. On the Task: Display screen, enter the following:
Field nameDescriptionUser action and valuesNote
Task TypeStandard Task
Task00407848
3. Click on the Change button or press F64. Confirm the information screen
5. On the Standard Task: Change screen, navigate in the menu to Additional Data ( Agent Assignment ( Maintain6. On the Exit processing window, message Do you want to save data first ? select No7. On the Standard Task: Maintain Agent Assignment screen, select TS00407848 and click on the Create agent assignment button or press F5
8. On the Choose agent type window double-click on Position9. On the Choose position window enter FIICompleter as search term, select the retrieved entry and confirm your selection10. Return to Task: Maintain screen and select No on the Exit processing window, message Do you want to save data first ?
11. Access the activity using one of the following navigation options:
IMG MenuFinancial Accounting(New) ( Financial Accounting Global Settings(New) ( Tools ( Workflow ( Workflow for Document Parking ( Define Users with Release Authorization for Parking Documents
Transaction CodeSPRO
12. On the Change View People with Release Authorization (Parked Documents): Overview screen scroll down to and select line BP01 | BP01 | 1 | 999.999.999.999,00 | EUR
13. Click on Details (OrgObject) button or press CTRL+F714. On the Allocate OrgObjects view screen, click on Org Object button or press F515. On the Choose org. unit windows, double-click on entry Position16. On the Choose position window enter FII* and press ENTER17. On the Position (1) window double-click on FIIApprover18. Save your settings and leave the transaction.
Result
For each completion and approval step, a work item will be sent to the SAP Workplace of the user associated to the position assigned to the corresponding completion or approval step.3.4 Release of MM Invoices
3.4.1 Define release criteria (manual)
Use
In this step, you define the criteria specifying the point as of which a release procedure for document parking is to run via the workflow.Procedure
1. Access the activity using one of the following navigation options:
IMG MenuMaterials Management ( Logistics Invoice Verification ( Document Parking ( Define Release Criteria
Transaction CodeSPRO
2. On the Change View IV Workflow: Amounts for Release in Invoice Parking screen choose New entries.
3. On the New Entries: Overview of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
CoCodeCompany codeBP01
Rel. groupRelease group
D/C indic.Debit / Credit indicatorC
Rel.St >=Minimum amount for release0,00
CurrencyCurrencyEUR
OTAgent object type S
Agent IDAgent object IDID of the position MMIApprover defined in 3.1.3
Field nameDescriptionUser action and valuesNote
CoCodeCompany codeBP01
Rel. groupRelease group
D/C indic.Debit / Credit indicatorD
Rel.St >=Minimum amount for release0,00
CurrencyCurrencyEUR
OTAgent object type S
Agent IDAgent object IDID of the position MMIApprover defined in 3.1.3
4. Save your settings and leave the transaction.
Result
A release procedure will run via the workflow for parked documents of type Invoice and Credit Note (Debit and Credit) with total amount above 0,00 EUR, in company code BP01. In both cases, the approver is the user-id assigned to the position MMIApprover.
3.4.2 Assign positions for completion and approval (manual)
Use
In this activity we assign the MMI Completer position to the completion step, and the MMI Approver position to the approval (also named release) step.
Procedure
1. Access the activity using one of the following navigation options:
SAP MenuTools ( Business Workflow ( Development ( Definition Tools ( Tasks/Task Groups ( Change
Transaction CodePFTC_CHG
2. On the Task: Display screen, enter the following:
Field nameDescriptionUser action and valuesNote
Task TypeStandard Task
Task20000878
3. Click on the Change button or press F64. Confirm the information screen
5. On the Standard Task: Change screen, navigate in the menu to Additional Data ( Agent Assignment ( Maintain6. On the Exit processing window, message Do you want to save data first ? select No7. On the Standard Task: Maintain Agent Assignment screen, select TS20000878 and click on the Create agent assignment button or press F5
8. On the Choose agent type window double-click on Position9. On the Choose position window enter MMICompleter as search term, and confirm your selection10. Return to Task: Maintain screen and select No on the Exit processing window, message Do you want to save data first ? 11. Repeat step 2 to 10 with task TS20000879 and position MMICompleter
12. Repeat step 2 to 10 with task TS20000881 and position MMIApprover
13. Confirm your settings and leave transaction.Result
For each completion and approval step, a work item will be sent to the SAP Workplace of the user associated to the position assigned to the corresponding completion or approval step.3.5 Release of pre-posted Budgets
3.5.1 Define Account Assignment GroupUse
In this activity, we indicate that our workflow process will be identical for all commitment items, funds centers and funds by creating a specific account assignment group BP01.Procedure
1. Access the activity using one of the following navigation options:
IMG MenuPublic Sector Management ( Funds Management Government ( Workflow ( Role Definition ( Define FM Account Assignment Groups
Transaction CodeSPRO
2. On the Change View View: FM Account Assignment Groups for FM Role Definition: Overview screen choose New entries.
3. On the New Entries: Overview of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
FMABP01
Year2006
FMAAGBP01
Commitment item*
Funds Center*
Fund*
4. Save your settings and leave the transaction.
Result
Account assignment group BP01 has been created.
3.5.2 Define Amount Group
Use
In this activity, we specify the possibility to assign different approvers depending on the budget amount, and this for budget amount below 1.000,- EUR, for budget amount above 1.000,- EUR and below 10.000,- EUR, and for amount above 10.000,- EUR.Procedure
1. Access the activity using one of the following navigation options:
IMG MenuPublic Sector Management ( Funds Management Government ( Workflow ( Role Definition ( Define FM Amount Groups
Transaction CodeSPRO
2. On the Change View View: Amount Groups for FM Role Definition: Overview screen choose New entries.
3. On the New Entries: Overview of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
FMABP01
Amount grpAPP0
From amount0
To amount999
Field nameDescriptionUser action and valuesNote
FMABP01
Amount grpAPP1
From amount1000
To amount9999
Field nameDescriptionUser action and valuesNote
FMABP01
Amount grpAPP2
From amount10000
To amount999999999999
4. Save your settings and leave the transaction.
Result
We can now decide to have different approvers for 1st and 2nd approval of the release of budget depending on the above defined amount groups.
3.5.3 Define header entries for role definition
Use
In this activity, we prepare header entries for later role assignment; 2 entries are created, 1 for the first approver and 1 for the second approver.
Procedure
1. Access the activity using one of the following navigation options:
IMG MenuPublic Sector Management ( Funds Management Government ( Workflow ( Role Definition ( Define FM Role Definition
Transaction CodeSPRO
2. On the Change View Header entries for role definition: Overview screen choose New entries.
3. On the New Entries: Overview of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
WF level11st approver
Doc. ClassBCSBUBCS pre-posted budget
Activity01Approve
FM AreaBP01
Fisc. year2006
Field nameDescriptionUser action and valuesNote
WF level22nd approver
Doc. ClassBCSBUBCS pre-posted budget
Activity01Approve
FM AreaBP01
Fisc. year2006
4. Save your settings and leave the transaction.
Result
Entries for assignment of approvers roles are now ready for the 1st and 2nd approver.
3.5.4 Assign positions for budget approval (manual)
Use
In this activity we assign the BCSApprover1 position to the 1st release step, and the BCSApprover2 position to the 2nd release step.
Procedure
1. Access the activity using one of the following navigation options:
IMG MenuPublic Sector Management ( Funds Management Government ( Workflow ( Role Definition ( Define FM Role Definition
Transaction CodeSPRO
2. On the Change View Header entries for role definition: Overview screen scroll down to and select line 1 | BCSBU | 01 | BP01 | 20063. Double click on Role Definition Entries4. On the Change View Role definition entries: Overview screen choose New entries.
5. On the New Entries: Details of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
FM act ast grpBP01
Amount groupAPP0
Object typeS
Agent IDID of the position BCSApprover1 defined in 3.1.3
6. Return to Change View Role definition entries: Overview screen by pressing Back button or F3.7. On the Change View Role definition entries: Overview screen choose New entries.
8. On the New Entries: Details of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
FM act ast grpBP01
Amount groupAPP1
Object typeS
Agent IDID of the position BCSApprover1 defined in 3.1.3
9. Return to Change View Role definition entries: Overview screen by pressing Back button or F3.10. On the Change View Role definition entries: Overview screen choose New entries.
11. On the New Entries: Details of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
FM act ast grpBP01
Amount groupAPP2
Object typeS
Agent IDID of the position BCSApprover1 defined in 3.1.3
12. Save your settings and return to the Change View Header entries for role definition: Overview screen
13. On the Change View Header entries for role definition: Overview screen scroll down to and select line 2 | BCSBU | 01 | BP01 | 200614. Double click on Role Definition Entries15. On the Change View Role definition entries: Overview screen choose New entries.
16. On the New Entries: Details of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
FM act ast grpBP01
Amount groupAPP0
Object typeS
Agent IDID of the position BCSApprover2 defined in 3.1.3
17. Return to Change View Role definition entries: Overview screen by pressing Back button or F3.18. On the Change View Role definition entries: Overview screen choose New entries.
19. On the New Entries: Details of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
FM act ast grpBP01
Amount groupAPP1
Object typeS
Agent IDID of the position BCSApprover2 defined in 3.1.3
20. Return to Change View Role definition entries: Overview screen by pressing Back button or F3.21. On the Change View Role definition entries: Overview screen choose New entries.
22. On the New Entries: Details of Added Entries screen enter the following values:
Field nameDescriptionUser action and valuesNote
FM act ast grpBP01
Amount groupAPP2
Object typeS
Agent IDID of the position BCSApprover2 defined in 3.1.3
23. Save your settings and leave the transaction.
Result
For each approval step, a work item will be sent to the SAP Workplace of the user(s) associated to the position BCSApprover1 for the 1st approval step, and BCSApprover2 for the 2nd approval step.
4 Workflow users definition
4.1 Users for Release of Purchase Requisitions workflowUse
This activity is necessary in order to indicate the users who will receive the workflow activities as 1st and 2nd purchase requisition approvers.
Procedure
1. Access the activity using one of the following navigation options:
SAP MenuTools ( Business Workflow ( Organizational Plan ( Organizational Plan ( Organization and Staffing ( Change
Transaction CodePPOME
2. On the Organization and Staffing change screen, if you do not see the Workflow Organizational Unit in the upper-right pane, click on Search Term , enter WF_ORG in field With name and press ENTER ; then double click the Workflow Organizational unit.3. On the Organization and Staffing change screen, in the upper-right pane, expand node Purchase Request Approval.4. Right-click on the PUR Approver 1 position, choose Assign and select Holder User in the Choose Relationship window.5. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will be the 1st approver of the purchase requisition; select the retrieved entry and validate your choice.6. Right-click on the PUR Approver 2 position, choose Assign and select Holder User in the Choose Relationship window.7. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will be the 2nd approver of the purchase requisition; select the retrieved entry and validate your choice.8. Save your settings and leave the transaction.
Result
Workflow activities will be sent to the defined users, ensuring they will be performed accordingly.
4.2 Users for Release of FI Invoices workflowUse
This activity is necessary in order to indicate the users who will receive the workflow activities as completer and approver of the FI parked invoice.Procedure
1. Access the activity using one of the following navigation options:
SAP MenuTools ( Business Workflow ( Organizational Plan ( Organizational Plan ( Organization and Staffing ( Change
Transaction CodePPOME
2. On the Organization and Staffing change screen, if you do not see the Workflow Organizational Unit in the upper-right pane, click on Search Term , enter WF_ORG in field With name and press ENTER ; then double click the Workflow Organizational unit.
3. On the Organization and Staffing change screen, in the upper-right pane, expand node FI Invoices Approval Actors.4. Right-click on the FII Completer position, choose Assign and select Holder User in the Choose Relationship window.
5. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will have to complete the parked FI invoice; select the retrieved entry and validate your choice.
6. Right-click on the FII Approver position, choose Assign and select Holder User in the Choose Relationship window.
7. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will have to approve the completed parked FI invoice; select the retrieved entry and validate your choice.
8. Save your settings and leave the transaction.
Result
Workflow activities will be sent to the defined users, ensuring they will be performed accordingly.
4.3 Users for Release of MM Invoices workflowUse
This activity is necessary in order to indicate the users who will receive the workflow activities as completer and approver of the MM parked invoice.
Procedure
1. Access the activity using one of the following navigation options:
SAP MenuTools ( Business Workflow ( Organizational Plan ( Organizational Plan ( Organization and Staffing ( Change
Transaction CodePPOME
2. On the Organization and Staffing change screen, if you do not see the Workflow Organizational Unit in the upper-right pane, click on Search Term , enter WF_ORG in field With name and press ENTER ; then double click the Workflow Organizational unit.
3. On the Organization and Staffing change screen, in the upper-right pane, expand node MM Invoices Approval Actors.4. Right-click on the MMI Completer position, choose Assign and select Holder User in the Choose Relationship window.
5. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will have to complete the parked MM invoice; select the retrieved entry and validate your choice.
6. Right-click on the MII Approver position, choose Assign and select Holder User in the Choose Relationship window.
7. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will have to approve the completed parked MM invoice; select the retrieved entry and validate your choice.
8. Save your settings and leave the transaction.
Result
Workflow activities will be sent to the defined users, ensuring they will be performed accordingly.
4.4 Users for Release of pre-posted Budgets workflowUse
This activity is necessary in order to indicate the users who will receive the workflow activities as 1st and 2nd approvers of a pre-posted budget.
Procedure
1. Access the activity using one of the following navigation options:
SAP MenuTools ( Business Workflow ( Organizational Plan ( Organizational Plan ( Organization and Staffing ( Change
Transaction CodePPOME
2. On the Organization and Staffing change screen, if you do not see the Workflow Organizational Unit in the upper-right pane, click on Search Term , enter WF_ORG in field With name and press ENTER ; then double click the Workflow Organizational unit.
3. On the Organization and Staffing change screen, in the upper-right pane, expand node Budget Approval Actors.4. Right-click on the BCS Approver 1 position, choose Assign and select Holder User in the Choose Relationship window.
5. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will be the 1st approver of the pre-posted budget; select the retrieved entry and validate your choice.
6. Right-click on the BCS Approver 2 position, choose Assign and select Holder User in the Choose Relationship window.
7. On the User (1) window enter necessary search term in order to retrieve the user-id of the employee who will be the 2nd approver of the pre-posted budget; select the retrieved entry and validate your choice.
8. Save your settings and leave the transaction.
Result
Workflow activities will be sent to the defined users, ensuring they will be performed accordingly.
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