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Purchase Order Release/Approval Process – My Inbox Fiori App (Workflow and Organizational Plan Setup)

SAP S4 HANA 1511 versions uses SAP S4 HANA My Inbox App for carrying out most of approvals in S4 HANA. The process of complete Organization plan setup with SAP Workflow is used in this article to demonstrate the My Inbox App.


SAP has totally done away with Individual approval apps that were part of 1503 versions and before. My Inbox is the one stop shop for majority of the approvals in SAP.


This document gives an overview and detailed steps required for setting up My Inbox – PO Approval Process in S4 HANA 1511 version.


With the transactional app My Inbox, one can make important decisions via mobile or desktop devices anywhere and anytime. Using this app, one can process any standard and custom workflow tasks based on the decision options defined in the back-end system.

In this blog, we will see how the My Inbox App will be configured to enable PO Approvals.


Sample My Inbox App


Organization Structure Setup


Creating an Organization becomes very vital in case of implementations where release procedure needs to be configured at designation level. Not always we require a custom workflow and standard workflow is sufficient to take care of most of customer requirements.


For making sure that Workflow works on designation level and not individual’s Id, it is imperative to create the designations/Positions and assign users to these positions. So, in order to do this , we need to first create the organization plan in which we need to create the Positions and Users. Then the position needs to be assigned to the workflow.


Organization Structure Creation ( PPOCW)







Press Enter and click Create



DSC Organization Unit created on saving.


Select Organization Structure DSC001 and click on create again. Enter the validity and create “Sales department” under DSC Organization unit.




So sales Department created under the DSC001 Org Unit. On Saving the Transport Request is required.


Likewise all the departments can be created in DSC Organization.


Staff Assignment:


Once the Department is created the positions need to be created. For e.g – Manager. Typically below is the structure that we are trying to create.

In other words, Position, Job, User and Task need to be assigned to each Org Units


We now need to create Jobs, Positions and assign the users to Position in the below configuration.


Go in PPOMW(Change Mode), You will get the below screen




Click on “Organization Structure” in which we need to create Jobs



Put the Organization structure we created as “DSC001” and press enter



Double click on the Org Structure, we will get the below screen




Then Goto–> Edit–> Create Jobs



We need to put the Job name in there .For e.g – Sales Admin, HR Sales etc




Create Positions:


In this step, we will be creating positions under the Sub Departments for DSC001 Organization. For e.g – Sales in our case. The example for Positions can be Key Account Manager, GM Sales, Director Sales etc


Again get in the below screen via PPOMW T code,



Click on “Create Position” icon




By Clicking on Create Position, we will get the below pop up



Press Enter and we will get the below screen,



Save the data. Transport Request needs to be created.


Similarly create other Positions like Manager- Sales, Director-Sales etc

Now to see the Positions created under Sales Department, goto PPOMW and see the positions created as below


Assigning Jobs to Position


Double click on the Positions, a Detail page will open below.



In the Field Job, press F4 and assign Job to the position




Thus we have created the Organization, Jobs and Positions using PPOCW and PPOMW.


Now these positions can be assigned in the PO Approval workflow. Users are in turn assigned to Positions. So, this helps us in assigning multiple users to the position in the workflow.


Assign Users to Positions:




Since we need to assign users to the positions, select “Position”



Put the Position number there

Select the position on the left hand side and double click on this.



Select the 4th icon “Assign”,



Select the Holder “User” and you will get the below pop up



Put the search term value as the user name to be assigned, For e,g. – kumarshre




As can be seen the user got assigned to Position “ Key Acc Mgr”


Part 2

The Part 2 of this Blog can be navigated via below link.


Purchase Order Release/Approval Process – My Inbox Fiori App (Workflow and Organizational Plan Setup) Part 2


*****************End of Part 1*********************************

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      Author's profile photo Dai Nguyen Quang
      Dai Nguyen Quang

      Very informative doc, thanks in ton.