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SAP BLOG Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise

SAP Blog

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22 Ara 2017
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Background


With S4 HANA on premise version 1709 SAP has been bringing lots of innovations in Sourcing and procurement line of business. One of the most notable of them is Flexible workflow for Purchase requisition , Supplier invoice and Purchase order.

Note: This blog is created with S4 HANA On premise version 1709 FPS01 in mind, If SAP releases more features in further release then i will update this blog with more details.

What is it?

  1. Flexible workflow is a scenario based workflow which can have more than one start conditions
  2. Has a possibility of determining approvers through lot of different options
  3. Has an option to specify under which condition should the workflow step be triggered / applicable?
  4. It can be configured using a Fiori app and approval action can be taken from Fiori App
  5. Supports Fiori 2.0 push notifications
  6. Its an alternate to Release strategy
Features :

Flexible workflow scenario


You can create multiple flexible workflow scenarios for a procurement document instead of making one big complicated workflow

Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise


Pre conditions


For triggering workflow and for determining if a step in the workflow is applicable you can use these pre conditions

Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise


This is how conditions can be seen in SAP gui

Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise


Agent determination


For each workflow steps , you can specify how the approver determination should happen

Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise


This is how agent determination configuration is seen in SAP Gui

Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise


Exception handling


When the approver decides to reject a work item – you can define what should happen next

Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise


Supports push notifications


It supports push notifications which is Fiori 2.0 feature

Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise


Supports integration with Fiori My inbox


It supports integration with Fiori Myinbox app which is SAP ’s suggested inbox for all the workflow actions in S4 HANA

Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise


Pre requisites:

  1. Define scenarios – Follow this link and link for defining scenarios in SPRO node SAP NetWeaver –> SAP Gateway Service Enablement –> Content –> Task Gateway –> Task Gateway Service –> Scenario Definition
    Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise
  2. Scenario activation in SPRO node Sap Netweaver -> Application Server->Business Management->Sap Business Workflow->Flexible Workflow->Scenario Activation.
    Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise
  3. Follow OSS note 2441740 and Fiori App library links in references for needed gateway services configuration
  4. Activate Flexible workflow at document type level – For Purchase Order
    Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise
  5. Activate Flexible workflow at document type level – For Purchase requisition:
    Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise
  6. Configure decision buttons for my inbox at path : SAP NetWeaver-> SAP Gateway Service Enablement-> Content-> Workflow Settings-> Maintain Task Names & Decision Options
    Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise
  7. Activate Fiori 2.0 Notifications at task and workflow level in tcode : SWF_PUSH_NOTIF1
    Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise



How to configure it?


Follow the blog Flexible Workflow for Purchase Order and PO to Invoicing Process in S/4HANA Cloud

What can be improved?

  1. Possibility to edit an existing active version of Flexible workflow, instead of creating a copy of workflow scenario everytime.
  2. Provide step details in BADI MMPUR_WORKFLOW_AGENTS_V2 as an importing parameter so that for each step’s agent determination a new badi implementation can be written
  3. Provide an approval preview in Flexible workflow tab to see with which approver is the document waiting for approval – something like –
    Features and Limitations – Flexible workflow For PR and PO in S4 HANA on premise
  4. Provide a transport mechanism for Flexible workflow, currently it has to be recreated in each environment
  5. Provide approval or rejection comments in the Header/ item text of the PR/PO document
  6. A consistent template between PO and PR flexible workflow template , same BADI , same agent determination criteria
  7. Apart from Fiori Myinbox app, Provide a way to approve PR/PO from SAP Gui tcode
  8. Provide a way to configure email notification and allow customer to maintain their own email template and email subject



References:


Manage Workflow for Purchase Requisitions Fiori App library

Manage Workflows for Purchase Orders Fiori App library

Flexible workflow for purchase requisition

Manage workflow for purchase requisition

Flexible workflow for purchase order and po to invoicing process in s4hana cloud



Please leave your comments to help me improve the content of the blog.

Happy learning!!!!

Ashish Shah

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