Flexible Workflow in S4HANA

 Steps for Activation of Flexible Workflow

Go to SPRO → IMG → Materials Management → Purchasing → Purchase Order → Release Procedure for

Purchase Orders → Activate Flexible Workflow for Purchase Orders

• Based on document type we can activate flexible workflow. Here we have selected document

type NB. For other document types we can have classic release strategy.

• Save the changes and TR will be generated.

Note: I am using copied version of NB document that is RNB

Logon to your Fiori launchpad and open Manage Workflows for Purchase orders App.

• Go to app finder search for app

Once the App opened select Add to create new workflow.

Give a name and description to workflow. Even you can specify validity period (Optional).

Now select Preconditions Tab and choose predefined conditions from drop down as per requirement.

• We can add one or more conditions and once these conditions met workflow will be triggered or

it will be release automatically.

• select + button to add new condition.

• Select Step Sequence and choose Add to maintain Person responsible for approval and

other conditions.

• From drop down select Release of Purchase Order.

• Here Assignment can be either by Role/ User. Now selecting User.

To make Used ID visible, responsible person should be created as Employee (PA30) and

synchronized with Business partner.

Now select person responsible from list available.

• As we already maintained conditions this step can be optional.

• Now Choose Add and then Save.

• Go to starting screen, select the saved Workflow and Activate it. Until it is Active state

workflow will not get triggered.

• If we have multiple workflows we can even define the Order.

• **Workflow once activated can only be deactivated/deleted, no way to Edit.

• We have successfully activated Flexible workflow for Purchase Order, now lets Test the

same.

2. Testing of Flexible Workflow and Approval Process:

Now let’s create a purchase order which satisfies the given conditions of workflow. we have selected

below two conditions;

1. Document Type: NB (Standard PO)

2. Total Net Amount of PO > 500 USD

• If Purchase order status is seen, it shows in Approval.

• Approval details can be seen at Header Level, Flexible workflow Tab.

• Now go to My Inbox App.

• We can see the Purchase order which satisfied given conditions is waiting for Approval.

• Here the responsible person can Approve, Reject and Forward the PO.

To forward the PO for approval, select the other user from list.

• While Approving you can give your comments and submit.

• We have Successfully Activated and Tested the Flexible Workflow for Purchase Orders.

• The Same procedure can also be used to Activate Flexible workflow for Purchase

requisition, Contracts, supplier Quotations and Scheduling Agreements.

Tip:

You have taken the steps to set up a flexible workflow in your system for documents such as purchase

orders, purchase requisitions, etc. However, the workflow still is not triggered and the documents

shows status such as “Workflow not started yet” and “In Approval. In such case, please refer below

SAP Note:

2568271 – Change of workflow system user and workflow system jobs with S/4HANA On-Premise

1709

Author: SAP Shale, India