Mickael QUESNOT © https://s4hclub.

com/
http://www.youtube.com/user/MrSharesap

SAP MM SPRO FOR DUMMIES

Flexible workflow for purchase order

Flexible workflow allows us to define condition-based workflows for approval processes. For purchase
orders, setting up automatic, one-step, or multi-step approval workflows has been made super simple.
Once done, the approvers can then approve or reject the work items in the My Inbox app.

This guide is about our experience with Customization of flexible workflow for 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 for others scenarios.

Pre requisite:

Ensure that the automatic Customizing is active for the workflow functionality in SWU3 TCode.

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

My Inbox relevant customizing should be in place

Manage Workflows for Purchase order and Maintain Email template tile is available in the Fiori
Launchpad

Go to the following the path in SPRO: SAPNETWEAVER–> Application Server –> Business
Management –> SAP Business Workflow –> Flexible Workflow –> Scenario Activation

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

Maintain new entry for WS00800238 and set it as active

Open the Manage Workflow for Purchase Orders. The application is blank with the message “There are
currently no scenarios available

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

Click the Add button to create a new workflow for purchase orders.

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

This will open the New workflow page

Enter Workflow Name, Description, Valid From, Valid To.

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

Enter the Start Condition for the workflow

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

To add the Step sequence click the add button in the Step Sequence Section.

In the New Step page, Enter the Step Name and Step Type as Release of Purchase Order

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

For Recipients Select User for Assignment By. For the user field, select a user from the Search help.

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

If the search help return no data follow the below steps

Activate HR Integration

Go to SM30

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

Maintain table T77S0

search for entry group: HRALX

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

sem.abbr.: HRAC and set the value abbreviation value to X

Go to the customizing path

SPRO -> Cross-Application Components -> SAP Business Partner -> Business Partner -> Basic Settings
-> Identification Numbers -> Define Identification Categories.

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

unSet Identification Categories for HCM0001 for Disp. Only

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

Before, employee has to be created as a business partner and synchronization with hr data Once done
the data will be visible in the search help

*
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 responsible for triggering this step

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

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

Click add then Save button to save the workflow.

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

Click the Activate Button for the workflow to be activated.

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

Click the Define Order button to ensure that the workflow gets triggered if the Start conditions are met.

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

Once done our workflow will appear on top.

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.

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.

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

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

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

In SPRO go to Materials Management –> Purchasing –> Purchase Order –> Flexible Workflow for
Purchase Orders –> Activate Flexible workflow for Purchase Orders

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

Go to SAP Gateway Service Enablement –> Content –> Workflow Settings –> Maintain Task Names
and Decision Options

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

In the Step Name: Overview

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

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

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

Assign Agents and Activate Event Linkages for Workflow ID WS 00800238 and TS 00800531
SAP Netweaver –> Application Server –> Business Management –> SAP Business –>Workflow –>
Perform task-specific Customizing

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

Navigate to the SAP application component MM-PUR-PO

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

Click Assign Agents –> select line with TS00800531 –> Click Attributes and select General Task–
>click Transfer

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

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

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

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

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

Now let’s set up the Email transmission. The prerequisite to set up the Email is as below:
In Transaction Code S_ATO_SETUP, set up Adaptation Transport organizer with specific data using
YY1_ as prefix and sandbox prefix as YY9_.

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

SOST and SCOT configuration should be in place

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

Ensure Email address is maintained for the users in su01

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

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

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.

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.

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

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

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

SLG1

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR
Mickael QUESNOT © https://s4hclub.com/
http://www.youtube.com/user/MrSharesap

MICKAEL QUESNOT🎯🇪🇺
Directeur BU SAP SCM & CONCUR