Flexible workflows for Purchase Requisition is a powerful application that allows you to define pre-conditions and approvers for workflows. Two types of approvers can be configured – User based, and Role based. We are going to get to know more about Role Based approvers.

 

Setting up Employees and Employment Data 

In order to configure Role-based approvers we need to import employee and the manager information into the system. This is done through the Import Employees application.

Business Case

VP_TEST is the head of the purchasing department of an organization. MANAGER_TEST reports under him and manages the unit that procure raw materials. EMPLOYEE_TEST works in this unit and creates Purchase Requisitions for raw materials.

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Step

Description

 

     1.      Log onto Fiori Launchpad

Log onto the SAP Fiori launchpad using a user that has the SAP_BR_ADMINISTRATOR role.

 

     2.      Access the app Import Employees

 

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     3.      Download the templates from the link provided        in the app.

 

     4.      Fill the details in both the downloaded excels          with the values provided in the screenshots.

 employeedata.JPG

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     5.      Upload both the filled excels in the application

 

Pls note: Upload needs to be done twice. The first upload will fail because employment will get updated only in the second upload.

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      6.       Check the application logs to see if the upload         was successful.

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      7.    Log on to the app Maintain Business Users.

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      8.     Search for the user EMPLOYEE_TEST and             assign the role SAP_BR_PURCHASER

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      9.       Search for users MANAGER_TEST and                 VP_TEST assign the                                                 role SAP_BR_MANAGER_PROCUREMENT

 

Business Case

EMPLOYEE_TEST creates multiple Purchase Requisitions. However, the Purchase Requisitions created from the Purchasing Organization 1010 need to be approved by EMPLOYEE_TEST’s manager and manager’s manager.

Step

Description

 

     1.      Log onto Fiori Launchpad                

Log onto the SAP Fiori launchpad using a user that has the SAP_BR_BPC_EXPERT role.

 

     2.      Access the app Manage Workflows for                 Purchase Requisitions .

 

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     3.      Select Release of Purchase Requisition Item        from the drop down.

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     4.      Add a new workflow with Pre-condition as              Purchasing Organization = ‘1010’.

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     5.      Add a step sequence and chose Role based         approver from the drop down. Choose                   Manager of  Workflow Initiator as the role.

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     6.      Add another step sequence for Manager of            Workflow Initiator’s Manager.

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      7.      Save and activate the workflow

     

     8.     Log on with EMPLOYEE_TEST user. Initial           password will be ‘Initial1!’ for all users                   created from Import Employees

 

     9.     Open the Manage Purchase Requisitions             Professional app and create a PR with                   document category ‘NB’ and Purchasing               Organization ‘1010’.

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     10.  Once the PR is created, note down the                 number

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     11.  Log in as MANAGER_TEST and the access          My inbox  app. Search for the PR and                    approve the PR.

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      12.  PR will move to VP_TEST’s inbox. Log in as         VP_TEST and approve the PR. Now the PR         is fully approved and ready for next level of           processing.