Contents
Document Management and Workflow: Configuration Guide...................................................5
1
Purpose............................................................................................................................. 5
Preparation........................................................................................................................ 5
2.1
Configuration..................................................................................................................... 5
3.1
Preparation of Workflow Environment.....................................................................5
3.1.1
Automatic Workflow Customizing (manual).........................................................5
3.1.2
Change Personal Pre-settings for Workflow........................................................6
3.1.3
Workflow organizational unit for approvers (manual)...........................................6
3.1.4
Setting General Tasks (manual)........................................................................10
3.1.5
Application linkage to workflow (manual)...........................................................10
3.2
Release of Purchase Requisitions.........................................................................11
3.2.1
Connect release codes to workflow...................................................................11
3.2.2
Assign positions for purchase req. approval (manual).......................................12
3.3
Release of FI Invoices........................................................................................... 13
3.3.1
Create workflow variant.....................................................................................13
3.3.2
Assign company code to workflow.....................................................................14
3.3.3
Define release approval path.............................................................................14
3.3.4
Assign document type to release approval path................................................15
3.3.5
Define approval levels on basis of amount........................................................16
3.3.6
Define possible assignment for users / positions...............................................16
3.3.7
Assign positions for completion and approval (manual)....................................17
3.4
Release of MM Invoices........................................................................................ 18
3.4.1
Define release criteria (manual)........................................................................18
3.4.2
Assign positions for completion and approval (manual)....................................19
3.5
Prerequisites............................................................................................................ 5
Release of pre-posted Budgets.............................................................................20
3.5.1
Define Account Assignment Group....................................................................20
3.5.2
Define Amount Group........................................................................................ 21
3.5.3
Define header entries for role definition.............................................................22
3.5.4
Assign positions for budget approval (manual)..................................................23
Workflow users definition................................................................................................. 26
4.1
Users for Release of Purchase Requisitions workflow...........................................26
4.2
Users for Release of FI Invoices workflow.............................................................27
4.3
Users for Release of MM Invoices workflow..........................................................28
4.4
Users for Release of pre-posted Budgets workflow...............................................29
Page 1 of
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 Environment
3.1.1
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 Menu
SAP NetWeaver Application Server Business
Management SAP Business Workflow Maintain
Standard Settings
Transaction Code
SPRO or SWU3 for direct access to transaction
2. Click on the generate button Perform Automatic Workflow Customizing or press F9
3. 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 Menu
SAP NetWeaver Application Server Business
Page 2 of
Management SAP Business Workflow BasicSettings
(Workflow System) Change Presettings for Personal
Workflow Settings
Transaction Code
SPRO
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 Menu
Tools Business Workflow Organizational Plan
Organizational Plan Organization and Staffing Create
Transaction Code
PPOCE
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 name
Description
User action and values
Organizational
Unit
Object
Abbreviation
WF_ORG
Organizational
Unit
Object Name
Workflow Organizational
Unit
Note
Page 3 of
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 name
Description
User action and values
Organizational
Unit
Object
Abbreviation
BCS_ACTORS
Organizational
Unit
Object Name
Budget Approval Actors
Note
6. Repeat step 4
7. Repeat step 5 with following values:
Field name
Description
User action and values
Organizational
Unit
Object
Abbreviation
PUR_ACTORS
Organizational
Unit
Object Name
Purchase Request
Approval Actors
Note
8. Repeat step 4
9. Repeat step 5 with following values:
Field name
Description
User action and values
Organizational
Unit
Object
Abbreviation
MMI_ACTORS
Organizational
Unit
Object Name
MM Invoices Approval
Actors
Note
10. Repeat step 4
11. Repeat step 5 with following values:
Field name
Description
User action and values
Organizational
Unit
Object
Abbreviation
FII_ACTORS
Organizational
Unit
Object Name
FI Invoices Approval
Actors
Note
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 name
Description
User action and values
Position
Object
Abbreviation
BCSApprover1
Position
Object Name
BCS Approver 1
Note
Page 4 of
14. Repeat step 12 on the BCS_ACTORS unit
15. Repeat step 13 with following values:
Field name
Description
User action and values
Position
Object
Abbreviation
BCSApprover2
Position
Object Name
BCS Approver 2
Note
16. Repeat step 12 on the PUR_ACTORS unit
17. Repeat step 13 with following values:
Field name
Description
User action and values
Position
Object
Abbreviation
PURApprover1
Position
Object Name
PUR Approver 1
Note
18. Repeat step 12 on the PUR_ACTORS unit
19. Repeat step 13 with following values:
Field name
Description
User action and values
Position
Object
Abbreviation
PURApprover2
Position
Object Name
PUR Approver 2
Note
20. Repeat step 12 on the MMI_ACTORS unit
21. Repeat step 13 with following values:
Field name
Description
User action and values
Position
Object
Abbreviation
MMICompleter
Position
Object Name
MMI Completer
Note
22. Repeat step 12 on the MMI_ACTORS unit
23. Repeat step 13 with following values:
Field name
Description
User action and values
Position
Object
Abbreviation
MMIApprover
Position
Object Name
MMI Approver
Note
24. Repeat step 12 on the FII_ACTORS unit
25. Repeat step 13 with following values:
Field name
Description
User action and values
Position
Object
Abbreviation
FIICompleter
Position
Object Name
FII Completer
Note
Page 5 of
26. Repeat step 12 on the FII_ACTORS unit
27. Repeat step 13 with following values:
Field name
Description
User action and values
Position
Object
Abbreviation
FIIApprover
Position
Object Name
FII Approver
Note
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 Menu
Tools Business Workflow Development Definition
Tools Tasks/Task Groups Display
Page 6 of
Transaction Code
PFTC_DIS
2. On the Task: Display screen, enter the following:
Field name
Description
User action and values
Task Type
Standard Task
Task
65400034
Note
3. Click on the Display button or press F7
4. 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 Task
6. 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 Menu
Tools Business Workflow Development Definition
Tools Tasks/Task Groups Change
Transaction Code
PFTC_CHG
2. On the Task: Maintain screen, enter the following:
Field name
Description
User action and values
Task Type
Workfow Template
Task
65400029
Note
Purchase requisition
release refusal
Page 7 of
3. Click on the Change button or press F6
4. 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 process
9. 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 Requisitions
3.2.1
Connect release codes to workflow
Use
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 Menu
Materials Management Purchasing Purchase
Requisition Release Procedure Procedure with
Classification Set Up Procedure with Classification
Transaction Code
SPRO
2. On the Choose Activity screen double-click the activity Release Codes
3. On the Change View Release Codes: Purchase Requisition: Overview screen enter the
following values:
Field name
Workflow
Description
User action and values
Note
Do this for both entries
01 A1 and
01 A2
Page 8 of
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 Menu
Materials Management Purchasing Purchase
Requisition Release Procedure Procedure with
Classification Set Up Procedure with Classification
Transaction Code
SPRO
2. On the Choose Activity screen double-click the activity Workflow
3. 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 name
Description
User action and values
Note
Grp
Release group
01
Code
Release code
A1
Plnt
Plant
OT
Agent object type
Agent ID
Agent object ID
<Approver 1 position
object id>
ID of the position
PURApprover1 defined
in 3.1.3
Field name
Description
User action and values
Note
Grp
Release group
01
Code
Release code
A2
Plnt
Plant
OT
Agent object type
Agent ID
Agent object ID
<Approver 2 position
object id>
ID of the position
PURApprover2 defined
in 3.1.3
5. Save your settings and leave the transaction.
Result
Page 9 of
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 Menu
Financial Accounting(New) Financial Accounting Global
Settings(New) Tools Workflow Workflow for
Document Parking Create Workflow Variant for Parking
Documents
Transaction Code
SPRO
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 name
Description
User action and values
Workflow var.
BP01
Currency
EUR
WF var. name
Best Practice PS
Posting
release
Note
If flag not set, workflow
does not start
Release from
Subworkflow
WS10000052
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 Menu
Financial Accounting(New) Financial Accounting Global
Settings(New) Tools Workflow Workflow for
Document Parking Assign Company Code to a Workflow
Page 10 of
Variant for Parking Documents
Transaction Code
SPRO
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 ENTER
4. 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 Menu
Financial Accounting(New) Financial Accounting Global
Settings(New) Tools Workflow Workflow for
Document Parking Define Release Approval Paths for
Parking Documents
Transaction Code
SPRO
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 name
Description
User action and values
Approval path
BP01
App. path
name
Best Practice PS
Note
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
Page 11 of
5. Access the activity using one of the following navigation options:
IMG Menu
Financial Accounting(New) Financial Accounting Global
Settings(New) Tools Workflow Workflow for
Document Parking Assign Release Approval Paths for
Parking Documents
Transaction Code
SPRO
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 name
Description
User action and values
Workflow
variant
BP01
Doc. Type
KR
Note
Invoices
Release
Group
Approval path
Field name
BP01
Description
User action and values
Workflow
variant
BP01
Doc. Type
KG
Note
Invoices
Release
Group
Approval path
BP01
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 Menu
Financial Accounting(New) Financial Accounting Global
Settings(New) Tools Workflow Workflow for
Document Parking Assign Release Approval Procedure
for Parking Documents
Page 12 of
Transaction Code
SPRO
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 name
Description
User action and values
Wrkf
BP01
APth
BP01
Amount to
999999999999
Rel. levels
Swf amnt rel.
WS10000052
Note
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 / positions
Use
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 Menu
Financial Accounting(New) Financial Accounting Global
Settings(New) Tools Workflow Workflow for
Document Parking Define Users with Release
Authorization for Parking Documents
Transaction Code
SPRO
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 name
Description
User action and
values
Wrkf
BP01
APth
BP01
Lv
Release_to_amount
999999999999
Note
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.
Page 13 of
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 Menu
Tools Business Workflow Development Definition
Tools Tasks/Task Groups Change
Transaction Code
PFTC_CHG
2. On the Task: Display screen, enter the following:
Field name
Description
User action and values
Task Type
Standard Task
Task
00407848
Note
3. Click on the Change button or press F6
4. Confirm the information screen
5. On the Standard Task: Change screen, navigate in the menu to Additional Data Agent
Assignment Maintain
6. On the Exit processing window, message Do you want to save data first ?
select No
7. 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 Position
9. On the Choose position window enter FIICompleter as search term, select the retrieved
entry and confirm your selection
10. 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 Menu
Financial Accounting(New) Financial Accounting Global
Settings(New) Tools Workflow Workflow for
Document Parking Define Users with Release
Authorization for Parking Documents
Transaction Code
SPRO
On the Change View People with Release Authorization (Parked Documents):
Overview screen scroll down to and select line
12.
BP01 | BP01 | 1 | 999.999.999.999,00 | EUR
13.
Click on Details (OrgObject) button or press CTRL+F7
14.
On the Allocate OrgObjects view screen, click on Org Object button or press F5
Page 14 of
15.
On the Choose org. unit windows, double-click on entry Position
16.
On the Choose position window enter FII* and press ENTER
17.
On the Position (1) window double-click on FIIApprover
18.
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 Menu
Materials Management Logistics Invoice Verification
Document Parking Define Release Criteria
Transaction Code
SPRO
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 name
Description
User action and values
Note
CoCode
Company code
BP01
Rel. group
Release group
D/C indic.
Debit / Credit
indicator
Rel.St >=
Minimum amount
for release
0,00
Currency
Currency
EUR
OT
Agent object type
Agent ID
Agent object ID
<MMIApprover position
object id>
ID of the position
MMIApprover defined in
3.1.3
Field name
Description
User action and values
Note
CoCode
Company code
BP01
Rel. group
Release group
Page 15 of
Field name
Description
User action and values
D/C indic.
Debit / Credit
indicator
Rel.St >=
Minimum amount
for release
0,00
Currency
Currency
EUR
OT
Agent object type
Agent ID
Agent object ID
<MMIApprover position
object id>
Note
ID 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 Menu
Tools Business Workflow Development Definition
Tools Tasks/Task Groups Change
Transaction Code
PFTC_CHG
2. On the Task: Display screen, enter the following:
Field name
Description
User action and values
Task Type
Standard Task
Task
20000878
Note
Page 16 of
3. Click on the Change button or press F6
4. Confirm the information screen
5. On the Standard Task: Change screen, navigate in the menu to Additional Data Agent
Assignment Maintain
6. On the Exit processing window, message Do you want to save data first ?
select No
7. 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 Position
9. On the Choose position window enter MMICompleter as search term, and confirm your
selection
10. 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 Group
Use
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 Menu
Public Sector Management Funds Management
Government Workflow Role Definition Define FM
Account Assignment Groups
Transaction Code
SPRO
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 name
Description
User action and values
FMA
BP01
Year
2006
Note
Page 17 of
Field name
Description
User action and values
FMAAG
BP01
Commitment
item
Funds Center
Fund
Note
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 Menu
Public Sector Management Funds Management
Government Workflow Role Definition Define FM
Amount Groups
Transaction Code
SPRO
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 name
Description
User action and values
FMA
BP01
Amount grp
APP0
From amount
To amount
999
Field name
Description
User action and values
FMA
BP01
Amount grp
APP1
From amount
1000
To amount
9999
Field name
FMA
Description
User action and values
Note
Note
Note
BP01
Page 18 of
Field name
Description
User action and values
Amount grp
APP2
From amount
10000
To amount
999999999999
Note
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 Menu
Public Sector Management Funds Management
Government Workflow Role Definition Define FM
Role Definition
Transaction Code
SPRO
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 name
User action and values
Note
WF level
1st approver
Doc. Class
BCSBU
BCS pre-posted budget
Activity
01
Approve
FM Area
BP01
Fisc. year
2006
Field name
Description
Description
User action and values
Note
WF level
2nd approver
Doc. Class
BCSBU
BCS pre-posted budget
Activity
01
Approve
FM Area
BP01
Fisc. year
2006
4. Save your settings and leave the transaction.
Result
Entries for assignment of approvers roles are now ready for the 1st and 2nd approver.
Page 19 of
3.5.4
Assign positions for budget approval (manual)
Use
In this activity we assign the BCSApprover1 position to the 1 st release step, and the
BCSApprover2 position to the 2nd release step.
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu
Public Sector Management Funds Management
Government Workflow Role Definition Define FM
Role Definition
Transaction Code
SPRO
2. On the Change View Header entries for role definition: Overview screen scroll down to
and select line
1 | BCSBU | 01 | BP01 | 2006
3. Double click on Role Definition Entries
4. 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 name
Description
User action and values
FM act ast grp
BP01
Amount group
APP0
Object type
Agent ID
<Approver 1 position
object id>
Note
ID 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 name
Description
User action and values
FM act ast grp
BP01
Amount group
APP1
Object type
Agent ID
<Approver 1 position
object id>
Note
ID of the position
BCSApprover1 defined
in 3.1.3
Page 20 of
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 name
Description
User action and values
FM act ast grp
BP01
Amount group
APP2
Object type
Agent ID
<Approver 1 position
object id>
Note
ID of the position
BCSApprover1 defined
in 3.1.3
Save your settings and return to the Change View Header entries for role definition:
Overview screen
12.
On the Change View Header entries for role definition: Overview screen scroll down
to and select line
13.
2 | BCSBU | 01 | BP01 | 2006
14.
Double click on Role Definition Entries
15.
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 name
Description
User action and values
FM act ast grp
BP01
Amount group
APP0
Object type
Agent ID
<Approver 2 position
object id>
Note
ID of the position
BCSApprover2 defined
in 3.1.3
Return to Change View Role definition entries: Overview screen by pressing Back
button or F3.
17.
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 name
Description
User action and values
FM act ast grp
BP01
Amount group
APP1
Object type
Agent ID
<Approver 2 position
object id>
Note
ID of the position
BCSApprover2 defined
in 3.1.3
Page 21 of
Return to Change View Role definition entries: Overview screen by pressing Back
button or F3.
20.
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 name
23.
Description
User action and values
FM act ast grp
BP01
Amount group
APP2
Object type
Agent ID
<Approver 2 position
object id>
Note
ID of the position
BCSApprover2 defined
in 3.1.3
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.
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4 Workflow users definition
4.1 Users for Release of Purchase Requisitions
workflow
Use
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 Menu
Tools Business Workflow Organizational Plan
Organizational Plan Organization and Staffing Change
Transaction Code
PPOME
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.
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4.2 Users for Release of FI Invoices workflow
Use
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 Menu
Tools Business Workflow Organizational Plan
Organizational Plan Organization and Staffing Change
Transaction Code
PPOME
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.
Page 24 of
4.3 Users for Release of MM Invoices workflow
Use
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 Menu
Tools Business Workflow Organizational Plan
Organizational Plan Organization and Staffing Change
Transaction Code
PPOME
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.
Page 25 of
4.4 Users for Release of pre-posted Budgets workflow
Use
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 Menu
Tools Business Workflow Organizational Plan
Organizational Plan Organization and Staffing Change
Transaction Code
PPOME
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.
Page 26 of
