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Flexible Workflow using Responsibility Management in SAP Labels In This Area

S/4HANA
API and Integration 1

Artificial Intelligence (AI) 1

chelliah_soundar 
‎2023 Sep 12 7:21 PM Business Trends 361
Advisor
Business Trends 71

 8 Kudos  7,196 Customer COE Basics and… 1

Digital Transformation with Cloud… 1

SAP Managed Tags: SAP S/4HANA Cloud Private Edition
Event Information 454

Responsibility Management in SAP S/4HANA (private cloud, public cloud, and OP) Event Information 58
helps determine agents who are responsible for different tasks such as approving a
Expert Insights 109
Purchase Order or Sales Order. Responsibilities are determined based on
organizations such as Company Code, Plant, etc. and functions such as Operational Expert Insights​417 General 2
Purchaser, Cost Center Manager, Sales Order Management, etc. This makes it easy
Governance and Organization 1
to set up approval process in situations where the organizational structure is
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complex. That means the approval hierarchy in each area can be different from the Great Britain 1 Introduction 1
org structure.
Life at SAP 408 Life at SAP 6

In this blog post I am going to show you how to set up teams and use the team Product Updates 4,618
members to approve a Purchase Requisition. There are three Fiori apps that I will be Product Updates​533
using in this exercise and they are Manage Teams and Responsibilities
(Procurement), Manage Workflows for Purchase Requisitions, and Manage Purchase Roadmap and Strategy 1

Requisitions Professional. Technology Updates 1,491

Technology Updates​210
Let’s first look at the configuration and define a couple of new Functions. Follow the
configuration path below and define Functions if you are on S/4HANA Cloud, private
edition or OP. For S/4HANA Cloud, public edition, you will have to login to SAP Fiori
launchpad as a configuration expert (BPC_EXPERT role) and do the configuration by
using Manage Your Solution application under the application area Responsibility Related Content
Management.
SAP MM Questionnaire 
in Enterprise Resource Planning Blogs by
SPRO -> Cross-Application Components -> General Application Functions -> Members Friday
Responsibility Management -> Functions -> Define Functions
SAP MM Questionnaire 
in Enterprise Resource Planning Q&A
I have defined two new functions OP_LEVEL1 and OP_LEVEL2 as shown below. Wednesday

SAP S/4HANA Cloud Private Edition

| 2023 FPS02 Release – Part 1 
in Enterprise Resource Planning Blogs by
SAP a week ago

Times recordings are always sent to

project manager for approval, not to
the Task Responsible 
in Enterprise Resource Planning Q&A 2
weeks ago

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Asset Revaluation & Acquisition in

SAP S/4HANA Cloud Public Edition
via SAP Build Process Automation 
in Enterprise Resource Planning Blogs by
SAP 2 weeks ago

Popular Blog Posts

Now assign the Functions defined above to Function Profile PROC (Purchasing) by
following the path below. Useful documents on SCN

Nancy
SPRO -> Cross-Application Components -> General Application Functions -> Product and Topic Expert
Responsibility Management -> Functions -> Define Function Profiles
 143811  123  224

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Evolution of ABAP

karl_kessler
Product and Topic Expert

 36493  45  211

Analytics in S/4HANA - real shape of

embedded analytics and beyond
embedded analytics
Now let’s see how a team is set up using Manage Teams and Responsibilities app.
Masaaki
Open the app and click on Create. You can see in the screenshot below that I have Product and Topic Expert

given a name PR LEVEL 1 TEAM for the team and chosen Operational Purchasing  113145  32  188
(OPPUR) as the type. The system assigns the Global ID and uses Procurement
(PROC) as the category. Then you can see that I have chosen two items under
responsibility definitions. Company Code = 1710 and Material Group = L002 (Raw
Material) Finally I have added two team members APPROVER1 and APPROVER2
Top Kudoed Authors
with Operational Purchasing Level 1 as the Function for both.

Chr_Vogler  11

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stefan_walz  5

kovacsan  4

CharanRavikumar  3

henrietta_helen
a_erdei  3

andreas_madlenc
nik  3

Gerhard_Welker  3

takahiro_suyama  3

former_member24
5258  3

Robert_Qiu  3
We will create another team called PR LEVEL 2 TEAM as below.
View all
Type = Operational Purchasing (OPPUR)

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Category = Procurement (PROC)

Responsibility Definitions

Company Code = 1710

Material Group = L002 (Raw Material)

Team Member = APPROVER3

Function = Operational Purchasing Level 2

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The next step is to set up flexible workflow using Manage Workflows for Purchase
Requisitions app. Select Overall Release of Purchase Requisition and click on Create
and enter the values as below.

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Workflow Name = PR Workflow 1

Valid from = 09/05/2023

Valid = 12/31/2023

Start Conditions

Company Code of Purchase Requisition = 1710

Then click on Create under Steps

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After clicking on Create button in the screenshot above enter values as shown below

Step Name = Step 1

Step Type = Overall release of Purchase Requisition

Step Properties

Is Optional Step = No

Recipients

Assignment by = Role

Role = Operational Purchasing Level 1

Steps to be completed by = All of the recipients

Step Conditions

Total net amount of purchase requisition is greater than or equal to 1000 USD.

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Click on Create button as shown above to complete Step 1 (see screenshot below)

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Then click on Create under Workflow Steps as shown above to create another Step.
Enter the values as shown below.

Step Name = Step 2

Step Type = Overall release of Purchase Requisition

Step Properties

Is Optional Step = No

Recipients

Assignment by = Role

Role = Operational Purchasing Level 2

Steps to be completed by = One of the recipients

Step Conditions

Total net amount of purchase requisition is greater than or equal to 5000 USD.

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Click on Create button as shown above to complete Step 2 (see screenshot below)

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Then click on Save button as shown above to complete creation of the workflow.

Do not forget to activate the workflow.

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Now to test our workflow and teams we need to create a purchase requisition. Login
as a requester and open the Manage Purchase Requisition Professional app and
create a Purchase Requisition for Company Code 1710 and Material Group L002. If
the value of PR is less than $1000, you will see the approval details of the requisition
as below.

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If the value of PR is equal or more than $1000, you will see the approval details of
the requisition as below. Since we marked the Step to be completed by as All of the
recipients and we have two team members with the function Operational Purchasing
Level 1 this PR will appear in the Inbox of both approvers and they both need to be
approve the PR. Also notice that the second level approval will be skipped.

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If the value of PR is equal or more than $5000, you will see the approval details of
the requisition as below. Since we marked the Step to be completed by as All of the
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recipients and we have two team members with the function Operational Purchasing
Level 1 this PR will appear in the Inbox of both approvers and they both need to be
approve the PR. After approval by both level 1 approvers the PR will go to Level 2
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