6718/24, 1:55 AM Flexible Workflow for Sourcing and Procurementin ..~ SAP Community SAP Community > Products and Technology > Enterprise Resource Planning > ERP Blogs by Members > Flexible Workflow for Sourcing and Procurement in Enterprise Resource Planning Blogs by Members Gain new perspectives and knowledge about enterprise resource planning in blog posts from community members. Share your own comments and ERP insights today! Allcommunity ¥ What are you looking for today? Flexible Workflow for Sourcing and Procurement in SAP SI4HANA L_ Lingeswar_1437 Participant ° 04-26-2023 10:21 PM 13 Kudos Flexible Workflow for Sourcing and Procurement in SAP S/4HANA Flexible Workflow is a new concept introduced in SAP S/4HANA with the objective of simplifying workflow configuration. Documents in Sourcing and Procurement, such as purchase requisition, purchase order, request for quotation, etc., usually go through an approval process. In the SAP ERP system, we used Release Procedure and, in some cases, SAP Business Workflow to accomplish this process. For example, the approval process for a PO could be as simple as the following: any PO exceeding $1000 requires a manager’s approval and any PO exceeding $5000 requires two levels of approval. Even though both Release Procedure and SAP Business Workflow are still available in S/4HANA, it is recommended that you use the new Flexible Workflow functionality in S/4HANA. The flexible workflow is based on a set of predefined workflow scenarios and tasks. This provides the functionality to define condition-based workflow for different processes in sourcing and procurement. It is possible to define single or multi step approval processes, and the relevant workflow items are made available in the My Inbox ntps:communiy sap.comslenterpse-resource-planning-blogs-by-memborsitexible-worklow-forsourcing-and-procurementin-sap-s-dhanalba-p.. 1/33.e7ei24, 1:55AM Flexible Workiow fr Sourcing and Procurement in. = SAP Community Fiori App for the approvers. Manage Workflows Fiori Apps are available for different purchasing documents, and these apps allow the Business process specialist to set up workflows based on the business requirement In this blog, | will explain the configuration steps and provide screenshots for workflows for Purchase Order. The steps to implement workflows for other purchasing documents are similar, and the information provided in this blog may be used as reference material. Prerequisites: Maintain Workflow ID and Task ID for Purchasing Documents + Manage Workflows for Purchase order and Maintain Email template tile is available in the Fiori Launchpad + Ensure that the automatic Customizing is active for the workflow functionality in ‘SWU3 T- Code. + My Inbox relevant customizing should be in place + Business Partners with Personal Number must be generated for the user (Purchasing Manager) who is going to approve purchase documents in the system. Differences and Advantages between Classic Release strategy and Flexible Workflow: ntps:/community sap.comslenterpse-resource-planning-blogs-by-memborsitexble-worklow-forsourcing-and-procurementin-sap-s-dhanalba-p... 2/386718/24, 1:55 AM Flexible Workflow for Sourcing and Procurementin ..~ SAP Community Starting , Validity Step Class! HCM Strategy Operation Condition Period Sequence Characteristics Required Net Value, CO-Code, Classic PUR.Grp, Release SAP GUI Material No No Yes No Strategy group, Currency etc., Cost center, Currency, Company Fiori APP Code, Net Yes Yes No Yes order Value, PUR.Group etc, Flexible Workflow ntps:community sap.comslenterpse-resource-planning-blogs-by-memborsitexible-worklow-forsourcing-and-procurementin-sap-s-dhanalba-p.. 3/336718/24, 1:55 AM Flexible Workflow for Sourcing and Procurementin ..~ SAP Community Flexible Workflow for Purchase Order - Configuration step: ntps:/community sap.comslenterpse-resource-planning-blogs-by-memborsitexble-worklow-forsourcing-and-procurementin-sap-s-dhanalba-p.. 4/33.6718/24, 1:55 AM Step -1 Step — 2 Step -3 Step - 4 Step —5 Step -6 Step -7 Flexible Workflow for Sourcing and Procurementin ..~ SAP Community Flexible Scenario Activation Activate Flexible Workflow for Document Types Maintain Task Names and Decision Points Client Dependent Configuration Perform Task Specific Configuration Activate Push Notification 2.0 Manage Workflows for Document Types 1. Automatic Workflow Customizing ‘SPRO => IMG => Material Management => Purchasing Workflow For Purchase Order => Maintain Standard Settings This Customizing activity has the following areas tps: community sap.comslenterpse-resource-planning-blogs-by-membersitexble-worklow-forsourcing-and-procurement-in-sap-s-shanalbapl Runtime Environment Definition Environment Additional Settings and Services Classify Tasks as General MM Consultant MM consultant ABAP Consultant Basis Consultant ABAP Consultant ABAP Consultant MM Consultant Purchase Order => Flexible 51336718/24, 1:55 AM Flexible Workflow for Sourcing ana Procurement ..~ SAP Community AP 5s: Aumtc Work ow Cactoning ° = «uieee! azo 0 5/AUANA: Autor Wort Curtariiog Open the Manage Workflow for Purchase Orders. The application is blank with the message “There are currently no scenarios available”. < ey Manage Workflows ¥ a 3 There are currently no scenarics available. 2. Activate flexible workflow scenarios SPRO => IMG => Material Management => Purchasing => Purchase Order => Flexible Workflow for Purchase Order => Scenario Activation Activate the workflow scenario ID as shown in the table below. Scenarios will become visible in the Manage Workflows for Purchase Order Fiori App once activated here. ntps:/community sap.comslenterpse-resource-planning-blogs-by-memborsitexble-worklow-forsourcing-and-procurementin-sap-s-dhanalba-p.. 6/33.6718/24, 1:55 AM Flexible Workflow for Sourcing and Procurementin ..~ SAP Community Scenario ID Workflow Name WS02000238 Release of Purchase Order (Manual) New Entries: Overview of Added Entries SRE EE ls ‘Activating a scenaro, Scenario Active (Changed by Changed at ws00800238 3. Activate Flexible Workflow for Purchase Order Doc. Types SPRO => IMG => Material Management => Purchasing => Purchase Order => Flexible Workflow for Purchase Order => Activate Flexible Workflow for Purchase Orders Document Types Purchase order Change '% Newenties (1 ES 9) Eh AR EM fe Type|Doc. Type Desert. |S NE Standard PO Zz NE2_ Enh. Rets to Vandor NEC Enh, Rets STO CC 4, HR-BP-User synchronization: Itis the prerequisite to use HR and BP to assign the task of releasing PO for a user, assign a user to the Personnel number with the communication type. Step:1 Create a Personnel Number with the transaction PA30: ntps:/community sap.comslenterpse-resource-planning-blogs-by-memborsitexble-worklow-forsourcing-and-procurementin-sap-s-dhanalba-p.. 7/33.6718/24, 1:55 AM Flexible Workflow for Sourcing and Procurementin ..~ SAP Community Maintain the Communication as System User ID Name. os eee sneinnnn snios Click on Overview see their details. 31.12.9999 010 Ea ii Step: 2 Create a business partner with the transaction BP hntps:ileommunty.sap.comSenterprise-esource-planning-blogs-by-memibersiexible-workowfor-sourcing-and-procurementin-sap-s-dhanalba-pl.... 8/836718/24, 1:55 AM Flexible Workflow for Sourcing and Procurementin ..~ SAP Community + Create the Business partner as a Person + In the Standard BP Role of 000000 we can assign the ID Type and Personnel Number in the Identification tab as shown in the below picture. ( le Anies & ny Person : 600001 See een Conte ne eens Sees dss \ nb née asc Sot Wha ott Togs Testa Warton esd 0 8 eorary cae leettson Nona = : =a ear fumennie neman —Extwate seam sero EE) aa toi At the end-run report /SHCM/RH_SYNC_BUPA_EMPL_ SINGLE to synchronize created master data. Back End Settings Maintain Before HR-BP-User synchronization: ntips:community sap.comslenterpse-resource-planning-blogs-by-memborsitexble-worklow-forsourcing-and-procurement-in-sap-s-dhanaba-p.. 9/33