SAP MM: Flexible Workflow in SAP S/4 HANA

The Flexible Workflow feature in SAP S/4HANA aims to streamline the configuration of workflows. In the Sourcing and Procurement module, documents like Purchase Requisitions,

Purchase Orders, Purchase Contract and RFQ typically undergo an approval process. Previously, the SAP ERP system relied on the Release Procedure and, in some instances, SAP Business Workflow to manage this process.

While both Release Procedure and SAP Business Workflow are still available in S/4HANA, it’s better to use the new Flexible Workflow feature.

Key Benefits of Flexible Workflow

  1. Simplified Configuration: Easily set up and modify workflows without complex coding.
  2. Enhanced Flexibility: Customize approval processes based on specific business needs and conditions.
  3. Improved Visibility: Track workflow status and approvals in real-time for better transparency.
  4. Streamlined Processes: Reduce delays and increase efficiency by automating repetitive tasks.
  5. User-Friendly Interface: Intuitive design allows users to navigate and manage workflows effortlessly.
  6. Scalability: Adapt workflows as your organization grows or changes.
  7. Integrated Notifications: Automatic alerts keep relevant stakeholders informed throughout the approval process.
  8. Consistency and Compliance: Ensure standardized approval procedures to maintain compliance with company policies.

Key Elements in Flexible Workflow

  1. Overall or Item Level Release ( PR Document)
  2. Approval Reject of document
  3. Managing Substitute
  4. Managing Escalation
  5. My Inbox Notification
  6. Email Notification                  

Flexible Workflow Configuration Steps

StepDescription
Access Workflow Customizing   Navigate to the Workflow customizing section in SAP S/4HANA.
Define Workflow ScenariosCreate and configure a new workflow scenario specifically for Purchase Orders. Specify the document type and relevant parameters.
Set Approval RulesDefine the approval conditions based on criteria such as PO amount thresholds (e.g., PO > $1,000 requires manager approval).
Assign Workflow AgentsDesignate roles responsible for approvals (e.g., Manager, Department Head) and specify user assignments.
Create Conditions and TriggersSet conditions that trigger the workflow and define transitions between different workflow stages.
Customize NotificationsConfigure email and in-system notifications to keep stakeholders updated on approval requests and statuses.
Test the ConfigurationValidate the workflow setup by creating test Purchase Orders and ensuring that the workflow operates as intended.
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SAP Configuration by in Sourcing and Procurement by MM Consultant

Purchase Order

  1. Scenario Activation

Path – SPRO->Material Management-> Purchasing ->Purchase Orders-> Flexible Workflow for Purchase Orders-> Scenario Activation.

DocumentScenarioTask
Purchase Order WS00800238TS00800531

2. Client-Dependent Configuration

Path – SPRO-> Material Management-> Purchasing -> Purchase Orders-> Flexible Workflow for Purchase Orders-> Client-Dependent Configuration.

3. Activate Flexible Workflow for Purchase Orders

Path – SPRO-> Material Management-> Purchasing -> Purchase Orders-> Flexible Workflow for Purchase Orders-> Activate Flexible Workflow for Purchase Orders.

4. Manage Conditions to Restart Flexible Workflow for Purchase Orders

Path – SPRO->Material Management-> Purchasing -> Purchase Orders-> Flexible Workflow for Purchase Orders-> Manage Conditions to Restart Flexible Workflow for Purchase Orders.

After the above configuration is completed , maintain the workflow condition and approver in the Fiori App-“ Manage Workflow for Purchase Orders.

Manage Workflows for Purchase Orders

With this app, you can configure workflows to optimize the approval process for purchase orders as a configuration expert. The app provides several options for determining the approver, such as the approval by the cost center responsible, but you can also assign users directly. If a workflow with one or more steps is activated and the configured start conditions are fulfilled, the approval process is initiated.

For more information about this app, visit to this link- https://fioriappslibrary.hana.ondemand.com/sap/fix/externalViewer/#/detail/Apps(‘F2872’)/S28OP

  1. Open the Fiori app “Manage Workflow for Purchase Orders

2. Create Workflow Scenario by using “CREATE” button.

a. Maintain the Heder Section

b. Maintain Properties Section.

c. Maintain Start Conditions Section.

d. Maintain Steps Section.

*Workflow Execution*

  1. Create Purchase Order using Fiori App” Manage Purchase Order” with below condition.
Document type of purchase order isStandard PO- (NB)
Purchasing organization of purchase order is
GP10
Total net amount of purchase order is greater than5.000,00 EUR
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Based on the approved maintain in the “Manage Workflow for Purchaser Orders Fiori App”, approvers are determined. (Above screen shot)

2. Open “My Inbox Fiori” app to approve the purchase order.

For more information about “ My Inbox Fiori” app visit to the link- https://fioriappslibrary.hana.ondemand.com/sap/fix/externalViewer/#/detail/Apps(‘F0862’)/S28OP

3. Click on the “Approve” button to approve the purchase order”

In My inbox Fiori app, there are many buttons and its features are as follow.

Sr NoButtonFunctionality
1ApproveUsers can approve tasks or items directly from the inbox.
2RejectUsers can reject tasks or items
3Show LogUsers can view the history or logs related to specific tasks.
4ClaimUsers can claim tasks to indicate that they are 5taking responsibility for t6hem
5ForwardUsers can forward tasks to other team members.
6SuspendUsers can suspend tasks temporarily
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Summary

Overall, Flexible Workflow in S/4HANA helps businesses to design workflows that align with their processes, collaboration, and efficiency. At SCM-Cloudbook, the esteemed SAP education center in Pune, get ready for an exhilarating journey of learning SAP. We take immense pride in our reputation as one of the best in the industry. Our exceptional SAP courses will equip you with the knowledge and skills to excel in this field.

Blog By: Gaurav Singh

SCM-CLOUDBOOK SAP S/4 HANA MM Trainer/Mentor

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