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Flexible workflow for purchase order Labels In This Area

"Best Practice" 1 "mm02" 1

kunju1991  $session in CDS 1 - SAP 1

Participant ‎2020 Nov 01 7:09 PM
2023 Upgrade 1 @expertsap 1

@sapcommunity 1
 33 Kudos  80,509
A_PurchaseOrderItem additional… 1
SAP Managed Tags: SAP Fiori, MM (Materials Management), MM Purchasing,
ABAP 5 abap cds 1
SAP Business Workflow
ABAP CDS VIEW 2

Dear SAP Friends, ABAP CDS Views 2

ABAP CDS Views - BW Extraction 1

Flexible workflow allows us to define condition-based workflows for approval
processes. For purchase orders, setting up automatic, one-step, or multi-step ABAP CDS Views - CDC (Change… 2
approval workflows has been made super simple. Once done, the approvers can then
ABAP DDIC CDS view 1
approve or reject the work items in the My Inbox app.
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ABAP Development 2
This blog is about our experience with Customization of flexible workflow for
ABAP Extensibility 1
Purchase Orders, the issue we faced and the resolutions for the same. The below
information can also be used as a reference for the configuration of flexible workflow ABAP Programming 1 abapGit 1
for other scenarios. ACCOSTRATE 1 ACDOCP 1

Prerequisite: Adding your country in SPRO -… 1

Adobe form binding 1

Adobe forms 1 Adobe Printing 1

Ensure that the automatic Customizing is active for the workflow functionality in
SWU3 TCode. Advance Return Management 1

Advanced Intercompany Sales… 1

My Inbox relevant customizing should be in place
Advanced SAP Techniques 1
Manage Workflows for Purchase order and Maintain Email template tile is
ADVANCED VARIANT… 1
available in the Fiori Launchpad
AI and RPA in SAP Upgrades 1

API and Integration 1

Now Let’s start with the step-by-step Journey! Application Development for SAP… 1

Approval Workflows 1 Ariba 1

1. Open the Manage Workflow for Purchase Orders. The application is blank with ARM 1 Artificial Intelligence (AI) 1
the message “There are currently no scenarios available”.
ASN 1 ASSET MANAGEMENT 1

Asset under construction 1

Assigned budget 1

Associations in CDS 1

Associations in CDS Views 2

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2. Go to the following the path in SPRO: SAPNETWEAVER--> Application Server -- Attachment List 1 auditlog 1
> Business Management --> SAP Business Workflow --> Flexible Workflow -->
authorization 1
Scenario Activation
Auto PO from GR 1
3. Maintain new entry for WS00800238 and set it as active Availability date 1

Azure Center for SAP Solutions 1

AzureSentinel 2 BADI 1

Bank 1

BAPI_SALESORDER_CREATEFR… 1

Billing 1 BRF+ 1 BRFPLUS 1

4. If the issue on point 1 still persists assign the below authorization object:
Budget for PRs 1

Bundled Cloud Services 1

1. Authorization Object: S_WFFLXDEF
business participation 1

2. SWFFLEXSCN -> Scenario Id (for example, WS00800157) Business Partner Master Data 1

Business Processes 2
3. ACTVT -> At least you will need to have authorization to display (03)
Business Trends 1

Business Trends 1

5. This should solve the issue in point 1 Capacity Planning 1 CAPM 1

Carbon 1 CDS Annotations 2

6. Click the Add button to create a new workflow for purchase orders. This will
CDS View with Parameter 2
open the New workflow page
Cental Finance 1

Central finance 1 CFIN 2

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CFIN Document Splitting 1

Charge calculation 1

Classical MRP 1 Cloud ALM 1

Cloud Integration 1

COGS SPLIT 1

Commitment Cost 1

Commitments by Cost Center 1

condition contract management 1

Condition Records 1

Condition technique 1

Connection - The default… 1

Consignment Process using MRP… 1

Controlling 1 COPA 1

Copy Control 1

7. Enter Workflow Name, Description, Valid From, Valid To. Enter the Start Copy Inspection Results 1
Condition for the workflow. cost distribution TM 1

Cost plan 1 CPI 1

CRM_PRICING_CUSTOMER_USE… 1

Custom Table Creation 1

Customer Screen in Production… 1

Customizing 1 Data Analytics 1

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Data Analytics & AI 1

Data Quality Management 1

Date required 1 Decisions 1

desafios4hana 1

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9. For Recipients Select User for Assignment By. For the user field, select a user
from the Search help.
Popular Blog Posts
10. If the search help return no data follow the below steps

1. Activate HR Integration --> Goto SM30 --> Maintain table T77S0 -->
search for entry group: HRALX, sem.abbr.: HRAC and set the value
abbreviation value to X

IDoc Basics For Functional

Consultants

former_member213836
Active Participant

 1049999  319  672

2. Go to the customizing path
SPRO -> Cross-Application Components -> SAP Business Partner ->
Business Partner -> Basic Settings -> Identification Numbers -> Define
Identification Categories.

3. unSet Identification Categories for HCM0001 for Disp. Only

LSMW for Functional Consultants in

simple step-by-step way

former_member182098
Active Contributor

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 619060  295  390

4. Check the below blog for the step by step instruction to fix this issue.
Make sure to finish steps 10.i, 10.ii, 10.iii before going to the blog employee
as a business partner and synchronization with hr data Once done the data will be visible in the search help

Pricing procedure Steps and Details

in SAP MM

former_member183424
Active Contributor

 749977  161  324

Top Kudoed Authors

11. In the Step Conditions tab, provide the relevant triggers for this specific step.
We can provide as many conditions as we want, these conditions will be
zunaid_hingora2  3
responsible for triggering this step

12. No change is needed for Deadlines or Exception Handling, click the Add Button aditya_sibal_sap  2
to Add the above step to the workflow.

13. Click the Save button to save the workflow.

jaskisin  2

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14. Repeat Steps 8-9-11-12 to add additional steps to the workflow. Click the
arafatajmal  2
Activate Button for the workflow to be activated.

Raja_S_Reddy_B  2

nipunr  2
15. Click the Define Order button to ensure that the workflow gets triggered if the
Start conditions are met.
former_member18
4574  2

SOZE73  2

Ruthvik_Chowdary  2

View all

16. Once done our workflow will appear on top.

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Significance of Order field: If the start/trigger conditions of our workflow at

order 1 are not met then it will check the start/trigger conditions of the workflow
at order 2 (given the status is active) and so on. Now, let us test it!

17. create a Purchase order in the Manage Purchase order application. We can see
the Approval Details for the Purchase Order in the Approval Details tab.

18. Open the My Inbox application for If the relevant task is not visible do the
below steps

19. In SPRO goto Materials Management --> Purchasing --> Purchase Order -->
Flexible Workflow for Purchase Orders --> Activate Flexible workflow for
Purchase Orders

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20. goto SAP Gateway Service Enablement --> Content --> Workflow Settings -->
Maintain Task Names and Decision Options

1. In the Step Name: Overview

2. Select the above entry and click on Decision Keys and maintain the two
Decision keys as below

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21. Assign Agents and Activate Event Linkages for Workflow ID WS 00800238 and
TS 00800531

1. SAP Netweaver --> Application Server --> Business Management -->

SAP Business -->Workflow --> Perform task-specific Customizing

2. Navigate to the SAP application component MM-PUR-PO

3. Click Assign Agents --> select line with TS00800531 -->

Click Attributes and select General Task-->clickTransfer

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4. Click Activate Event Linking-->Expand the hierarchy to display the

relevant event for WS00800238 -->Activate the linkage for the listed event
by clicking on the Deactivated button

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5. Once done the task will be visible in the My Inbox application, but still,
there is no mail received by the recipient.

22. Now let’s set up the Email transmission. The prerequisite to set up the Email
is as below:

1. In Transaction Code S_ATO_SETUP, set up Adaptation Transport

organizer with specific data using YY1_ as prefix and sandbox prefix as
YY9_.

2. SOST and SCOT configuration should be in place

3. Ensure Email address is maintained for the users in su01

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23. Open the Maintain Email Template application. In the pre-delivered section find
the template SWF_CRT_NOTIFY_RECIPIENTS.

24. Copy the above-mentioned template for each of the workflow scenarios. e.g.
YY1_00800238_CRT_ALL for PO. This workflow template will be triggered to
notify the recipients of the newly created PO, or whenever there is a PO task for
approval.

25. Copy the pre-delivered template SWF_WORKFLOW_COMPLETE_NOTIFY for

each of the workflow scenarios. e.g. YY1_00800238_COMPLETE_POSITIVE for
PO. These workflow templates will be triggered to notify the recipients of the
completed POs, whether completed positively or negatively.

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26. Test again by creating a PO. If the mail is still not getting triggered Report
RSWF_OUTPUT_MANAGEMENT needs to be executed manually with
parameter productive in order to release the emails manually

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With this, we conclude the configuration required for Flexible Workflow for Purchase
Order including the email trigger functionality. Please do share in the comments if
there are issues apart from the ones mentioned in the blog.

Thank You! Please share your feedback.

Tags:

flexibleworkflow manageworkflowapp purchaseorder

13 Comments

former_member498483 
Member ‎2020 Nov 22 1:50 PM

 1 Kudo

Nice blog Kunj. Very Informative.

M_Abdelaziz 
Participant ‎2020 Dec 08 9:59 AM

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 0 Kudos

Thanks for this blog , it's really helpful .

I have question regarding the email sending , where can i change the sender email ?
as it's uses the SAP_WFRT user and i want to send it from another email ?

rohit_dutta2 
Explorer ‎2021 Apr 27 7:38 PM

 1 Kudo

It's great, clear each and every steps. Thank you for this information.

I have a question regarding deadline monitor for PO. Is there any option to sent
reminder mail if approval is not approving after certain time. Why because, I can't see
that option in Fiori app.

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Regards,

Rohit

kunju1991 
Participant ‎2021 Apr 28 11:52 AM

 0 Kudos

Please check the link Deadline handling in Flexible Workflows. May be helpful to you.
If you find a better solution do let us know too.

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former_member317107 
Discoverer ‎2021 Jun 30 2:56 PM

 0 Kudos

hi kunjshukla

1 I have the same problem - I can't configure the deadlines.

mbaconsky 
Explorer ‎2021 Oct 01 7:48 PM

 0 Kudos

Hi! Thanks for the info! I have one question: is possible to create a flexible workflow
to trigger a notification/mail to the user who created the purchase requistion when the
goods recepit is confirmed? Thank you

former_member767988 
Explorer ‎2021 Oct 08 1:26 AM

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 0 Kudos

Hi ,

I have activated standard flexible workflow for PR header level approval :

WS02000458. I need notification sent to requester/Creator whenever PR is Rejected.
I created template YY1_02000458_COMPLETE_NEGATIVE. But email notification to
the requester is not generated when PR header level is Rejected in FIORI . How to
generate Rejected notification for Flexible workflow : WS02000458 , TASK
TS02000702 ( Overall Release of purchase requisition) ?

Does Push notification configurations is something i'm missing ?

Please note I also created YY1_02000458_CRT_19 which is working as expected.

Thanks,

Subha

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Venkatakrishnan 
Participant ‎2021 Nov 09 5:30 PM

 1 Kudo

Hi kunjshukla

Thank you soo much for this blog

Thanks

Venkatakrishnan Subramani

former_member764281 
Explorer ‎2022 Mar 25 9:43 AM

 0 Kudos

it depends from the action reslut you set up for the rejection.

If you set up as "Cancel workflow" it should work, the constraind it should be the PR
cannot be anymore changed and so you need to create a new one.

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But probably you already solved it.

BR.

Bruno

former_member837377 
Privacy ‎2023 Jan 16 2:42 PM Terms of Use
Member

Copyright Legal Disclosure

 0 Kudos

Guys, can i change a PO which is in process of approval with flexible workflow?

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former_member542334 
Participant 2023 Feb 07 3:25 AM

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