Workflow in SAP MM

What is a Workflow in SAP?

In SAP, a workflow is a tool that automates business processes. It ensures that tasks are
assigned to the right people at the right time with proper approvals and notifications.

Think of it as an automated flowchart that moves documents (like Purchase Orders,

Invoices, PRs) through different approval steps.

Why Workflows Matter for an MM Consultant

As an MM Consultant, you typically use workflows to:

 Automate Purchase Requisition (PR) approvals

 Automate Purchase Order (PO) approvals
 Notify users when GR/IR mismatches or contract expirations occur
 Support Release Strategies for PRs and POs

Your role is to analyze business requirements and configure the appropriate workflow
(standard or custom) to meet those needs.

Types of Workflows in SAP

1. Standard Workflow (Predefined by SAP)

 Delivered by SAP and ready to use.

 Example: PO Approval workflow (WS20000075)
 Requires minimal customization.

2. Custom Workflow

 Built using SAP Business Workflow tools in SWDD (Workflow Builder)

 You define:
o Triggering events (e.g., PO creation)
o Steps (e.g., approval, notification)
o Agents (who approves what)
o Outcomes (approve/reject)

3. Flexible Workflow (for S/4HANA)

 Configuration-based (no coding).

 Uses Fiori apps.
 Easier to maintain and extend.
 Example: Create multi-level PO approvals based on amount, cost center, etc.

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 Workflow in SAP MM

Workflow Tools Used by MM Consultants

Tool / T-Code Purpose
SWDD Design workflow logic (Workflow Builder)
PFTC Create and manage tasks
SWU3 Workflow configuration (one-time setup)
SWEL View triggered events (Event Log)
SWIA Administer workflows in process
ME51N/ME21N Trigger workflows (by creating PR/PO)
SBWP User's Business Workplace for approvals

Common Use Cases for MM Workflows

Scenario Workflow Use
PR needs manager approval Auto-routes PR to manager
PO > $10,000 requires finance approval Triggers multi-level approval
Contract expiration alert Sends reminder to purchasing
PO change approval Routes modified PO for re-approval

As an MM Consultant, You Should Be Able To:

✅ Understand and document approval processes
✅ Configure release strategies (with or without workflow)
✅ Work with workflow consultants or ABAPers for custom logic
✅ Test and troubleshoot workflows (monitoring, simulation)
✅ Train business users to interact with workflows (approve/reject, track status)

MM Consultant Role in Flexible Workflow

As an MM Consultant, you're the bridge between the business needs and the SAP system. Your
main responsibilities include:

1. Understand Business Requirements

 Gather workflow approval logic (e.g., “PR > ₹50,000 needs 2-level approval”).
 Identify approval levels, criteria (amount, cost center, plant, etc.), and agents (approvers).

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 Workflow in SAP MM
2. Configure Workflow Scenarios

 Use Fiori apps like:

o "Manage Workflows for Purchase Requisitions"
o "Manage Workflows for Purchase Orders"
 Set up:
o Preconditions (when should the workflow trigger?)
o Steps (what happens? who approves?)
o Conditions (e.g., document type = ZNB)
o Recipients (agents, roles)

3. Link to Release Strategies (if needed)

 Combine Flexible Workflow with traditional Release Strategy config (if required).

4. Test & Troubleshoot

 Simulate scenarios to ensure correct behavior.

 Use apps like "My Inbox" to test task routing.
 Analyze using SWF_CPWF_MON or Manage Workflow Instances.

5. Documentation & Training

 Create SOPs and walkthroughs for business users.

 Support during UAT and Go-live.

Business User Role in Flexible Workflow

Business users are usually the owners of the business process and workflow participants. Their
main responsibilities include:

1. Define Approval Logic

 Describe the business rules:

o “If PO > ₹10L, escalate to CFO.”
o “All PRs from Plant 1000 go to Head of Procurement.”
 Provide org structure (who approves what and when).

2. User Acceptance Testing (UAT)

 Review actual workflows in Fiori apps.

 Test various approval paths (approve, reject, send back).
 Confirm that the correct person receives each task.

3. Daily Usage

 Approve or reject documents in My Inbox (Fiori app).

 Track workflow status, pending approvals, etc.
 Escalate issues if tasks are not routed correctly.

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 Workflow in SAP MM
4. Feedback and Enhancements

 Suggest changes to approval paths or conditions based on real use.

 Provide feedback for improvements.

Summary: Roles in Flexible Workflow

Task / Activity MM Consultant 👨 💼 Business User ❢💼
Define workflow process ✅ Collaborate ✅ Lead
Configure workflow in Fiori ✅ Main task ❌
Set recipients & conditions ✅ ❌
Test & simulate scenarios ✅ With business ✅ UAT
Approve/reject tasks in My Inbox ❌ ✅ Daily task
Monitor running workflows ✅ (optional) ✅ (for status)
Change request for new rules ✅ Implement ✅ Request

Useful T-Codes & Tools

 SWF_CPWF_APPL_DISPLAY – Overview of active workflows

 SWDD_SCENARIO – Workflow scenario modeling

 SWI1 – Work item monitoring

 SWIA – Admin access to workflows

 ST22 – Dump analysis

 SM37 – Job logs

 BRF+ – Rule configuration

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 Workflow in SAP MM
Real time errors & solutions in SAP MM Flexible
workflow?
Here are some real-time errors and their solutions commonly encountered in SAP MM Flexible
Workflow, especially during Purchase Requisition (PR) and Purchase Order (PO) approvals:

1. Workflow Not Triggering

Error/Issue: Workflow does not start after PR/PO creation or change.

Root Cause:

 No workflow template activated.

 Missing or incorrect start conditions.
 Agent determination failure.

Solutions:

 Check SWF_CPWF_APPL_DISPLAY for flexible workflow status.

 Use SWDD_SCENARIO to verify and activate the workflow scenario.
 Check start conditions in Manage Workflows for Purchase Orders.
 Validate agent assignment (e.g., via Manage Teams and Responsibilities or BRF+ rules).
 Run report R_EWF_CHECK_CUSTOMIZING for a health check.

2. Error: "No agent found" / "Workflow was started without any agents"

Root Cause:

 Agent rule (e.g., BRF+) is not returning any approver.

 Responsible team not defined.

Solutions:

 Go to app Manage Teams and Responsibilities and ensure team is set up for the
relevant category.
 Check BRF+ rule in Transaction BRF+ or via app Manage Workflows for Purchase
Orders.
 Ensure the agent has a valid email/work inbox and is part of the team role.

3. "Flexible Workflow not possible; document already released"

Root Cause:

 Document already approved or released by another method.

Solutions:

 Flexible workflow applies only to documents not fully released.

 Verify document release strategy (Classic vs. Flexible); avoid conflicts.

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 Workflow in SAP MM
4. Duplicate Workflow Triggers

Root Cause:

 Multiple workflows active with overlapping start conditions.

Solutions:

 Deactivate unwanted workflows in Manage Workflows for Purchase Orders.

 Refine start conditions using document types, plant, value thresholds, etc.

5. "Workflow in Error" status in My Inbox

Root Cause:

 Runtime error or exception in background step or rule resolution.

Solutions:

 Check in SWIA or SWI1 for the work item status.

 Review workflow log (SWWWIHEAD, SWWLOGHIST) and related short dumps in ST22.
 Check job SAP_WORKFLOW_RUNTIME is active (SM37).

6. Changes Not Triggering Workflow Re-approval

Root Cause:

 Not marked as “relevant for restart”.

Solutions:

 Maintain change-relevant fields in SPRO → Materials Management → Purchasing →

Purchase Order → Define Workflow-Relevant Changes.

7. "No Release Strategy Found" (when classic strategy is expected)

Root Cause:

 Conflict between Classic and Flexible workflows.

Solutions:

 Only one release method should be active at a time.

 Turn off classic release via SPRO if using flexible.
 Or, deactivate flexible workflows if classic is required.

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 Workflow in SAP MM
8. E-Mail Notifications Not Sent

Root Cause:

 Missing notification settings.

Solutions:

 Activate notifications in app Manage Workflows for Purchase Orders.

 Maintain SWNCONFIG for email template and frequency.
 Ensure agents have valid SU01 user and email ID.

Comparison: SAP ECC vs SAP S/4HANA

Feature SAP ECC SAP S/4HANA
Flexible Workflow ❌ Not Available ✅ Available (Fiori-based)
Classic Workflow (WS9XXX) ✅ Available ✅ Still Available (optional)
Fiori-based Workflow Management ❌ Not supported ✅ Supported
BRF+ Integration ❌ Not standard ✅ Native integration for rules

What You Have in ECC

In SAP ECC, you can use the classic workflow (SAP Business Workflow) which is:

 Template-based (e.g., WS20000075 for PR release).

 Less flexible and more technical.
 Managed via transactions like PFTC, SWDD, SWU3, SWI1, etc.

What You Get in S/4HANA (with Flexible Workflow)

 Fiori app-based configuration.

 No coding required for most logic.
 Easy conditions setup via GUI.
 BRF+ based agent determination.
 Dynamic approver determination.
 Email and Fiori inbox integration.

If you're on ECC and want similar functionality to Flexible Workflow, you'd need:

 Custom development in classic workflow.

 Enhancement with BRF+ or custom rules (complex setup).
 Or upgrade/migrate to S/4HANA.

[email protected] Ph: 8500420368