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 corresponding work items in the app My Inbox.

You can do the following with App Manage Workflows for Purchase Requisitions:

·         Define preconditions for a workflow. The preconditions that you can select are determined based on whether the workflow is for the overall release or item-level release of a purchase requisition.

Note: The document type NB is for item level approval and document type NBS is for header level approval. These settings can be changed in the Activate Flexible Workflow for Purchase Requisitions app under the Manage Your Solution app.

·         Determine the approver of the workflow, for example, the manager of the last approver, or directly assign a specific user.

·         Add new workflows, copy existing ones or modify them according to your requirements.

·         Define the order in which the preconditions of existing workflows are checked.

·         Activate or deactivate a workflow.

·         The app Manage Workflows for Purchase Requisitions – Obsolete as of 2005 is planned to be deprecated with SAP S/4HANA Cloud 2005, so we recommended that you use app Manage Workflows for Purchase Requisitions New.

Note:

·         Currently PR comes from MRP Lives will not trigger flexible workflow.

·        Purchase Requisition doesn’t allow to edit if the status of PR is Rejected. 

Import Employees

The employee data for PR creator and approval must be existed in system.

  What to do

  When importing employees into your system, you can also import the relationships of managers and employees. Doing this is a mandatory     prerequisite if you want to use recipient determination rules  such as “Manager of Workflow Initiator”, “Manager of Last Approver” and “Manager of   Workflow Initiator‘s Manager” for your workflows. This is not required if you use Accounting Object Responsible to determine the recipient.

  Where to do it

  In the app Import Employees, before you import the employee data.

  Required role

  Administrator (SAP_BR_ADMINISTRATOR)

 

PR Related APP:

Manage Purchase Requisitions - Professional

Create Purchase Requisition

Create Purchase Requisition-Advanced

 

Business Case1:

The purchase requisition only for Self-Service Procurement needs flexible workflow process, and no approval process is needed for others like direct procurement case.

Ø  Total net amount of purchase requisition is smaller than 500 EUR, then the PR approved automatically.

Ø  Total net amount of purchase requisition is equal to or greater than 500 EUR and smaller than to 6000 EUR, then the PR needs to be approved by the

manager of PR creator.

Ø  Total net amount of purchase requisition is equal to or greater than 6000 EUR, then the PR needs to be approved by the manager of manager of PR creator.

The following release condition for purchasing approval is carried out for Self-Service Procurement:

Overview Table

The documentation consists of configuration steps provided in the table below.

Step

App

Business Role

Configure Flexible Workflow for Purchase Requisitions

Manage Workflows for Purchase Requisitions New

SAP_BR_ BPC_EXPERT

Approval Purchase requisition

My Inbox

SAP_BR_MANAGER_PROCUREMENT

Procedure

Test Step #

Test Step Name

Instruction

1

Log onto Fiori Launchpad

Log onto the SAP Fiori launchpad using the Configuration Expert role.

2

Access the App

 Open Manage Workflows for Purchase Requisitions New

3

Check Automatic Release of Purchase Requisitions

Choose Workflows: Overall Release of Purchase Requisition, make sure workflow Automatic Release of PR is in active status.

  Note

The Automatic Release of PR is delivered by SAP. By default, this workflow is activated.

4

Create Flexible Workflow

On the screen Manage Workflows, choose Add to create Flexible Workflow.

Create step 1

On the New Workflow screen, make the following entries:

Name: Test Workflow for SSPPR

 

In the PRECONDITIONS area, select Company Code of purchase requisition is 1010. 

Choose Add another condition, then select Creation indicator of Purchase Requisition is S.

 

In STEP SEQUENCE area, choose Add.                                 

 

On the New Step screen,  make the following entries:

Name : PR 1-500 EUR

Type: Automatic Release of Purchase Requisition.

 

In the PRECONDITIONS area, choose Total net amount of purchase requisition is equal or greater than 1 EUR

 

Choose Add and go back to the New Workflow screen.

Create step 2

In STEP SEQUENCE area, choose Add.                                 

 

On the New Step screen,  make the following entries:

Name : PR 501-6000 EUR

Type: Release Purchase requisition

 

Go to the RECIPIENTS area:

Assignment By: Role

User: Select User with Manager of Workflow Initiator.

Step to be completed by: One of the recipients.

 

In the PRECONDITIONS area, choose Total net amount of purchase requisition is equal or greater than 500 EUR

 

Choose Add and go back to the New Workflow screen.

Create step 3

In STEP SEQUENCE area, choose Add.                                 

 

On the New Step screen,  make the following entries:

Name : PR >6000 EUR

Type: Release Purchase requisition

 

Go to the RECIPIENTS area:

Assignment By: Role

User: Select User with Manager of Workflow Initiator's Manager

Step to be completed by: One of the recipients.

 

In the PRECONDITIONS area, choose Total net amount of purchase requisition is equal or greater than 6000 EUR

 

Choose Add and go back to the New Workflow screen.

5

Save Manage Workflow

Choose Save.

6

Activate Workflow Item

Choose Activate on the top right of the screen.

 

 

Business case2:

A group company has two subsidiary companies, one is company 1010, and another is company 1020.

For company 1010, all purchase orders should have the approval process. No approval process is needed for company 1020.

Ø  Total net amount of purchase requisition is smaller than 500 EUR, then the PR needs the approval of the purchasing manager.

Ø  Total net amount of purchase requisition is equal to or greater than 500 EUR and smaller than to 6000 EUR, then the PR needs to be approved by the purchasing manager, project manager

Ø  Total net amount of purchase requisition is equal to or greater than 6000 EUR, then the PR needs to be approved by purchasing manager and project manager and manager.

 

The following release condition for purchasing approval is carried out for Company Code 1010:

Overview Table

The documentation consists of configuration steps provided in the table below.

Step

App

Business Role

Configure Flexible Workflow for Purchase Requisitions

Manage Workflows for Purchase Requisitions New

SAP_BR_ BPC_EXPERT

Approval Purchase requisition

My Inbox

SAP_BR_MANAGER_PROCUREMENT

Procedure

Test Step #

Test Step Name

Instruction

1

Log onto Fiori Launchpad

Log onto the SAP Fiori launchpad using the Configuration Expert role.

2

Access the App

 Open Manage Workflows for Purchase Requisitions New

3

Check Automatic Release of Purchase Requisitions

Choose Workflows: Overall Release of Purchase Requisition, make sure workflow Automatic Release of PR is in active status.

  Note

The Automatic Release of PR is delivered by SAP. By default, this workflow is activated.

4

Create Flexible Workflow

On the screen Manage Workflows, choose Add to create Flexible Workflow.

Create step 1

On the New Workflow screen, make the following entries:

Name: Test Workflow for Purchase requisition

In the PRECONDITIONS area, select Company Code of purchase requisition is 1010. 

In STEP SEQUENCE area, choose Add.                                 

On the New Step screen,  make the following entries:

Name : PR 1-500 EUR

Type: Release Purchase requisition

Go to the RECIPIENTS area:

Assignment By: User

User: Select User with Purchasing_manager from F4 help.

Step to be completed by: One of the recipients.

In the PRECONDITIONS area, choose Total net amount of purchase requisition is equal or greater than 1 EUR

Choose Add and go back to the New Workflow screen.

Create step 2

In STEP SEQUENCE area, choose Add.                                 

On the New Step screen,  make the following entries:

Name : PR 501-6000 EUR

Type: Release Purchase requisition

Go to the RECIPIENTS area:

Assignment By: User

User: Select User with proj_manage_comm from F4 help.

Step to be completed by: One of the recipients.

In the PRECONDITIONS area, choose Total net amount of purchase requisition is equal or greater than 500 EUR

Choose Add and go back to the New Workflow screen.

Create step 3

In STEP SEQUENCE area, choose Add.                                 

On the New Step screen,  make the following entries:

Name : PR >6000 EUR

Type: Release Purchase requisition

Go to the RECIPIENTS area:

Assignment By: User

User: Select User with resource manager from F4 help.

Step to be completed by: One of the recipients.

In the PRECONDITIONS area, choose Total net amount of purchase requisition is equal or greater than 6000 EUR

Choose Add and go back to the New Workflow screen.

5

Save Manage Workflow

Choose Save.

6

Activate Workflow Item

Choose Activate on the top right of the screen.