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

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.

Updated with additional Features in 1809:

In 1809 SAP has introduced some new Features as well as some of the limitations of 1709 are addressed.In this blog you will see those updates with #1809update.

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

Pre conditions

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

This is how conditions can be seen in SAP gui

Agent determination

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

This is how agent determination configuration is seen in SAP Gui below

 

Parallel Approval

If you want parallel approval for any of the steps then you can do it using below option.

 

Exception handling

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

Supports push notifications

It supports push notifications which is Fiori 2.0 feature

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

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
  2. Scenario activation in SPRO node Sap Netweaver -> Application Server->Business Management->Sap Business Workflow->Flexible Workflow->Scenario Activation.
  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
  5. Activate Flexible workflow at document type level – For  Purchase requisition:
  6. Configure decision buttons for my inbox at path  : SAP NetWeaver-> SAP Gateway Service Enablement-> Content-> Workflow Settings-> Maintain Task Names & Decision Options
  7. Activate Fiori 2.0 Notifications at task and workflow level in tcode : SWF_PUSH_NOTIF1

 

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. Allow triggering of PR flexible workflow from SAP GUI transactions , currently for PR created from SAP GUI, Flexible workflow doesn’t get triggered
  2. Ability to add own custom conditions for approver level / start conditions. Currently we can chose only from limited fields provided in workflow expression for each template.
  3. Possibility to edit an existing active version of Flexible workflow, instead of creating a copy of workflow scenario everytime.
  4. 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
  5. Provide an approval preview in Flexible workflow tab in ME23n tcode / Fiori app to see with which approver is the document waiting for approval – something like shown below :- #1809update: SAP has provided approval preview for purchase order in SAP GUI tcode ME23n however in Purchase Requisition , approval preview is still missing.
  6. Provide a transport mechanism for Flexible workflow, currently it has to be recreated in each environment
  7. Provide a way to control the authorizations using flexible workflow like we have authorization objects M_BANF_FRG via the release code (FRGCD) for PR, M_EINK_FRG via the release group (FRGGR) and which release codes (FRGCO) for PO with release strategy.
  8. Ability for requestor to add Ad-Hoc approver in Flexible workflow
  9. Ability to edit the document during approval and re-triggering workflow
  10. Provide approval or rejection comments in the Header/ item text of the PR/PO document
  11. consistent  template between PO and PR flexible workflow template , same BADI , same agent determination criteria, same flexible workflow config at document type level
  12. Apart from Fiori Myinbox app, Provide a way to approve PR/PO from SAP Gui tcode
  13. 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

 

Stay tuned for more innovations in sourcing and procurement line of business in S4 HANA 1809 like procurement hub – central purchase requisitions, central purchase orders and central contract  And many more.

 

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

Happy learning!!!!

Ashish Shah

19 Comments
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  • Hi All,

    I am on 1709 S/4 Hana (on premise), have a question can Manage workflow fiori app be used in below mentioned scenario:

    Have a custom workflow can that be used for managing workflows from Fiori.

    What are prerequisite for same on workflow end and Fiori end.As in Manage workflow we are able to see only standard workflows and not the custom created.

     

    Thanks & Regards,

    Ashwini

    •  

      Hi Ashwini,

      Yes ist possible to implement custom flexible workflow using manage workflow fiori app, i have tried it myself and it works well. However you Need to understand How Flexible workflow works!!!

      Regards,

      Ashish Shah

  • Hi Ashish,

     

    thanks a lot for your acticle.

    What is the current status/update regarding the newest release 1809?

    Which points “What can be imporoved” are implemented/solved in 1809?

     

    Thanks a lot and regards,

    Benedikt

    • Hi Benedikt,

      In 1809 None of the Features in “what can be improved” are implemented yet.

      In fact i updated the blog with the other Features that i discoved that are also not still available in 1809.

      Regards,

      Ashish Shah

  • SAP MM role in business process is as follows: A business process in SAP is termed as “Module”. SAP Materials Management (MM) is a part of Logistics area and helps to manage the procurement activity of an organization from procurement. It supports all aspects of material management (planning, control etc).

  • Hello Ashish Shah ,

    Thanks for the nice blog .

    In the section “What can be improved?” I have read this point .

    1. Ability to add own custom conditions for approver level / start conditions. Currently we can chose only from limited fields provided in workflow expression for each template.

    So do you mean , through1809 version , SAP is giving provision for customers to have their own set of preconditions along with those that are provided by SAP? or Do you want SAP to improve these things in the next version…

     

    Because I have a requirement to have custom start conditions . So if SAP is going to provide that functionality through 1809, we can take that upgrade . Please clarify

    • Hi Pawan,

      So far in 1809 i have not been able to add custom conditions in PR or PO standard flexible workflow.

      I had a similar requirement in 1809 and when i checked with SAP , i was told that adding a custom start condition in Standard PR / PO flexible workflow is not possible.

      I decided to copy the Standard template of PO/PR flexible workflow and i could add custom conditions.

      Regards,

      Ashish Shah

      • Hello Ashish Shah ,

        I am also having a similar requirement . Can you please guide me how and where did you do the changes in standard work flow(in a copied version) to consider other custom conditions as well?

         

        Thanks a lot

  • Dear all,

     

    due to the fact that advanced PR not run into the flexbile WF we activated the “classic” release strategy. Is there any option that the PRs created in FIORI App also run into the release strategy?

     

    How can we handle advanced POs – can we manage this with flexible workflow? We have to use the advanced POs, because the App not allows to enter text information on header or item level.

     

    Thank you.

    Christian

     

    Release: 1709

  • Hi All,

    How should I understand Flexible workflow for PO and PR in relation to Release Strategy? Is Flexible workflow an alternative to release strategy? Can both be working same time in the system?

    Best Regards,

    Naeem Khan

     

  • thank you for great blog

    but for Activate Flexible workflow at document type level – For Purchase Order

    ‘scenario based column ‘ not appear in our system as shoot below!!

  • Thank you for this informative blog.

    Just want to know that from where i can see preconditions in SAP GUI Screen. Can you please share a navigation or t-code

    Thank You in advance.

  • Hi Ashish Shah

    thank you for the great blog.

    It would be so great if you can point out the config was made on frond-end or back-end.

    I am struggling for this issue. We have hub deployment implemented, it would be so good if you can point out at “define scenario” part should be done in front-end (Gateway service) or back-end.

    Thank you in advance.