SAP Workflow PR Approval

Customization Technical Design for

Workflow

Contents

3.1 SAP BUSINESS OBJECTS...4

3.2 BUSINESS WORKFLOW DETAILS...4

3.2.1 Workflow Template...4

3.2.2 Trigger Mechanism...4

3.2.3 Methods... 5

3.2.4 Tasks... 5

3.2.5 Workflow Steps...6

3.3 AGENT ASSIGNMENT DETAILS...7

1. Overview

A workflow is a sequential flow of tasks and activities in a business process that is supported by SAP ECC.

Workflow for Purchase Requisition (PR) approval is to support approving Purchase Requisitions to ensure the commitment of financial resources is appropriate.

Conversion of approved Purchase Requisitions to Purchase Orders will be automated whenever possible.

Approval Process

Each purchase requisition workflow process to go through an approval process: All Purchase requisitions on or above the prescribed value will need to be approved.

1) First Report to Approver. If the Report to Approver does not have the appropriate spend limit.

2) Next level of approver will be determined based on Purchase Requisition value at the header level.

3) If approval is necessary, the Purchase Requisition will need to route to the Financial Manager.

2. Technical flow:

Step1: user submits Purchase Requisition.

Business object: BUS2105

Agent: Agent will be determined using rule .Rule is to be created using method MMGETAPPROVERS.

Method: MMGETAPPROVERS

Step2. 1st _{Level Financial Approver Approve/Reject}

Agent: 1st _{Level Financial Approver fetched from HR Mini Master Table}

Business object: BUS2105 Method: MMGETAPPROVERS Decision Step.

1st _{Level Financial Approver approves or rejects .if it is rejected , a notification mail} is sent to

Requestor. If it approves then go to step-3. (If Financial Approver has an active delegate/substitute approver in effect in the SAP Portal, re-assign Financial Approval role to active substitute approver.)

Step3. Does 2nd _{Level Financial Approver approval required.}

Agent: 2nd _{Level Financial Approver fetched from HR Mini Master Table}

Business object: BUS2105 Method: MMGETAPPROVERS

Decision Step

If 1st _{level financial approver is not authorized to approve invoice based upon dollar} value amount of invoice, 2nd _{level financial approver is fetched from HR mini master}

and custom table. (If Financial Approver has an active delegate/substitute approver in effect in the SAP Portal, re-assign Financial Approval role to active substitute approver.)

Step4. If the outcome of step2/step-3 is rejected, a notification should go to workflow initiator intimating the Non PO line item has been rejected.

Step5. If the outcome of step-4 is approved, Release flag will be set and parked document will be posted. A notification mail should go to workflow initiator intimating the Non PO line item has been approved.

3. Work Flow

3.1 SAP Business Objects

Object Types / Class Attributes Methods Events

ZBUS2105 Business Object Subtype of BUS2105

3.2 Business Workflow Details

3.2.1 Workflow Template

Workflow Name Will be mentioned while code building.

Workflow Description Purchase requisition workflow

Workflow Container Elements

Name Description Data Type

Source company code Source company code VBKPF-AUSBK DocumentNo Accounting document number VBKPF-BELNR

FlagComplet Completion Flag VBKPF-XPREG

FiscalYear FiscalYear VBKPF-GJAHR

FlagReleased Release flag VBKPF-XFRGE

UserRelease User (Release) VBKPF-USREL

UserChange Change By VBKPF-USUPD

UserComplete Created By VBKPF-USCMP

UserName User Name VBKPF-USNAM

LevelCounter Amount Release Approval Levels VBKPF-SUBN1_LVL

Business Object Type / Class

Name Event Workflow Template

BUS2105 CREATED BUS2105

3.2.3 Methods

Method Name MMGETAPPROVERS

Method Description provide Non PO creator functionality to choose Approver Exception

Logic Interface

Parameter Data Type Import Export Mandatory

IM_ReleaseCode RM06B-FRGAB _{X X}

EX_TECHAPPROVER

SWDSSTEPS-DEADL_ROLE X X

Non PO Invoice RE_BELNR _{X X}

ItemOf Non PO Invoice RBLGP _{X X} EX_DOAAPPROVER SWDSSTEPS-DEADL_ROLE X X EX_Comments SY-LISEl _{X X} Status RV86E-FLAg _{X X} ReleaseStatus RBKP-FRGKZ _{X X} 3.2.4 Tasks Task Name TS00008142

Task Abbreviation Post the parked document

Task Description Post the parked document

Task Type Dialog

Task Update Type Synchronous

Task Container Elements

Name Data Type Import / Export Value

_Attach_Objects BOR OBJECT(SOFM) Import /Export _Wi_Actual_Agent WFSYST-AGENT Export _Rule_Result BOR OBJECT(AAGENT) Import/Export

Task Name TS20000139

Task Abbreviation Enter and Send short messages

Task Description Enter and Send short messages

Task Type Dialog

Task Update Type Synchronous

Task Method COMPOSE

Task Container Elements

Name Data Type Import / Export Value

_Wf_Initiator WFSYST-INITIATOR Import &_WF_INITIATOR&

Express SOS04-L_SEX Import &EXPRESS&

TypeId SOS04-L_ART Import &TYPEID&

AddressStrings SOXNA-FULLNAME Import &ADDRESSSTRINGS&

3.2.5 Workflow Steps

Step Name Will be mentioned while code building.

Step Description Document sent to approval

Task Name TS20000139

Step Type Send Mail

Step Logic Send mail to approver

Agent Assignment Will be done through rule created.

Deadline Monitoring If applicable

Binding

Workflow Container Elements Flow Task Container Elements

Step Name If applicable.

Step Description Approval/Rejection from 1st _Level

Task Name TS00008142

Step Type User Decision

Step Logic

Agent Assignment Will be done through rule created.

Deadline Monitoring If applicable

Binding

Step Name

Step Description Approval/Rejection from 2nd _{Level Approval}

Task Name TS00008142

Step Type User Decision

Step Logic

Agent Assignment Will be done through rule created.

Deadline Monitoring If any

Binding

Workflow Container Elements Flowlogic Task Container Elements

3.3 Agent Assignment Details

Agent is to be determined through rule.

3.3.1 Rule

Rule Name

Rule Description To get agent name.

Abbreviation To get agent name.

Logic HR Mini master and custom table used to fetch agent.

Functional Module Container

Workflow Container Elements Flowlogic Rule Container Elements Interface of Functional Module