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[General Journal Entry workflow] How to set up approver based on submitter? How to enable Responsibility Extensibility?

[CE2102- update the step 4 : change CDS view from  I_BusinessUser (deprecated) to I_BusinessUserBasic ]

Nowadays, there are more and more customers benefit from the S/4 HANA flexible workflow. Specially for the general journal entries workflow, user could set up dynamic workflow. For example, set up multi-level workflow based on amount.

If you also want to take advantage, you just need to do 2-step settings, so that system will learn,‘

  1. When to trigger workflow – Using Fiori App ‘Manage Workflows for General Journal Entry Verification’
  2. Who to approve – Using Fiori app ‘Manage Teams and Responsibilities (General Journal Entry Verification)’

In SAP help portal, there is complete explanation about ‘Enabling and Extending Workflows’. It is strongly recommended that you could go through all the example settings, maybe play around in some test system. Practice makes perfect!

In this blog, I would like to show you how to enhance the ‘Who to approve’ part by illustration one typical use case – set up workflow approve based on submitter

What it looks like?

Step1: Logon with GL_ACCOUNTANT role and open Fiori APP ‘Manage Teams and Responsibilities (General Journal Entries Verification)

Step2: Create a new team with Type FI General Journal Entry Verification Default Team (FGLVG)

Step3: Then you could see the custom responsibility definition is also show in the section. Now you could set a value for the submit by and define a processor for this person.

9 Application.png

How to? ( Configuration)

(The screenshot is for CE1911 version)

Step1: Select ‘Manage Your solution’ app, in order to navigate to the Configuration screen

1 manage your solution.png

Within this app, Click the task ‘Configure your solution’ which will give you the possibility to maintain certain processes.

2 Configure your solution.png

Step2: Select configuration item ‘Responsibility definition’. The application Area is Application Platform and Infrastructure and the sub application area is Responsibility Management

3 Responsibility.png

Step4: Choose configuration step ‘Define Customer Responsibility Definition’ (SSCUI ID 102159) . Click New entries, add field and click save and exit

4 Responsibility Definition.png

4.1 Within this SSCUI, first click the ‘New entries’ button to create a new entry

4.2 Then input the resp. def. name as you need. for example, Z_SUBMITBY

4.3 Select CDS view ‘I_BusinessUserBasic ’, CDS field ‘USERID’.

*Tips* CE2102

update the step 4 : change CDS view from  I_BusinessUser (deprecated) to I_BusinessUserBasic

4.4 Input the resp. def. ext. name as you need. for example, Z_SUBMITBY

4.5 Save and Exit

i_businssuserbasic

Step5: Back to worklist and Choose configuration item Responsibility definition’. Select configure step ‘Assign Custom Responsibility Definition to CDS View’ (SSCUI ID 102163)

assign

assign

5.1 Within this SSCUI, first click the ‘New entries’ button to create a new entry

5.2 Then input the newly created Customer Responsibility Definition, the one you created in step4

5.3 Select the CDS VIEW name ‘C_GLJRNLENTRYTOBEVERIFIED and input the CDS field name ‘PARKEDBYUSER

5.4 Save and Exit

6 Mapping field.png

Step6: Select configuration item ‘Teams’. The application Area is Application Platform and Infrastructure and the sub application area is Responsibility Management. Select configure step ‘Assign Custom Responsibility Definitions to Standard Team Category (SSCUI ID 102160)

6.1 Within this SSCUI, first click the ‘New entries’ button to create a new entry

6.2 Select standard team category ‘FGJEV (G/L Journal Entry Verification)’

6.3 Then input the newly created Customer Responsibility Definition, the one you created in step4

6.4 Save and Exit

8 Mapping to team category detail page.png

Example – User Case

Different processors are needed in the following cases:

Manager X’s approval is needed when general journal entry is submitted by Employee A or B

Manager Y’s approval is needed when general journal entry is submitted by Employee C

Submit General Journal Entries by Approve by
Employee A or B Manager X
Employee C Manager Y

Settings in Managing Teams and Responsibilities

You need to create two team entries in the app for Manager X and Manager Y, and configure the settings as below:

Team Entry 1 Team Entry 2
Responsibility Definitions User Name = Employee A, B User Name = Employee C
Team Members Business partner = Manager X Business partner = Manager Y
Function = Group 1 for Verifying G/L Journal Entries Function = Group 1 for Verifying G/L Journal Entries

So far, you are able to have different approvals based on submitter. (known issue: the description is always blank )

image008.jpg

If you would like to extend more other dimensions to extend the ‘Who to approve’ part, you could just change corresponding fields in Configuration step 5 and 6. After that, you will could realize a more suitable approval.

Hope this blog could somehow save your time.

32 Comments
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  • Liling J Thank you so much for the blog to explain about the custom responsibility definitions in Responsibility Management and how it extends the standard workflow agent determination without any modification to existing code.

    ‎@All: You can know more about Responsibility Management via https://help.sap.com/viewer/8308e6d301d54584a33cd04a9861bc52/1909.000/en-US/a4a31dc3e2824cb1afc7be8eafc07f5c.html for On-Premise offerings and https://help.sap.com/viewer/a630d57fc5004c6383e7a81efee7a8bb/2002.500/en-US/a4a31dc3e2824cb1afc7be8eafc07f5c.html for Cloud offerings.

    Although SAP User (e.g. CBXXXXXXXXXX) or Business User or Business Partner or Material Number are technically allowed as custom responsibility definitions, you should consider custom responsibility definitions which are based on characteristics (e.g. Salary Group with values like Average Salary Group, High Salary Group or Material Type with values like Perishable goods and Non-perishable goods) which are non-personal and which have same value in Quality and Production. The advantage of that approach is that even if Person A is replaced by Person B in an organization/department or Material 123 is replaced by Material 456, the team definition doesn't need to change. Using in-app extensibility and custom logic, such characteristics can be maintained and even populated automatically from other data like salary of a person.

  • Hello Liling,

    Thank you for this step by step process.

    I have followed the process and created the additional field. I have then created 2 Teams in Manage Teams and responsibilities and have created 2 workflows in Manage Workflows for General Journal Verification Entries.

    The issue I am having is that when people submitted journals, all the journals are going to the approver of the workflow that is number 1 in the order of workflows. It is ignoring the Submitted by rule created.

    Please Help

  • Hi ,

    Version 2005 .

    After implementing above solution , we were trying to assign users in responsibility definition (Z_SUBMITBY)in teams and responsibility app . But user list is empty . I double checked in system as there quite number of users who has GL_Accountant role . Did any one faced similar issue ?

    Appreciate your help .

    • Hi Anand,

      thank you so trying this solution.

      1. 'users' here are those 'submitter'. which means, only those users who have submitted a journal entry would be listed in the value list. thus, at the begining, the value list is empty.

      2. don't worry. at same time system allow you to input the users who has gl_accountant role.

      hope this expains.

      best regards,

      liling

    • HI Anand,

      We also faced a similar issue - so the list will not show any names when trying to search for a user, unless they have submitted a journal via the verify app. You can also enter their "CB - user ID" in the custom field added and that should work.

      Hope this is useful.

      Thanks.

    • Hi Anand,

      1. Usually, the search help of the new created custom responsibility definitions will take long time to get result for the first time. Please wait few minutes.

      2. Also you can directly input the correct user ID( CBXXXXXXXX) without using search help. It also works.

      Best regards,

      Take

    • Hi Anand,

      SSCUI 102159 Define Customer Responsibility Definition’ (Blog Step 4)

      In this SSCUI , you need to define a new responsibility definition name which should start with Z. Also, you need to maintain a CDS view and one field that belongs to this CDS view. This CDS view that maintained here will be used as search help of the newly created responsibility definitions.

      Actually it is not a good solution that uses CDS view C_GLJRNLENTRYTOBEVERIFIED here. It will cause the issue that pointed out by Tamlyn Pillay -->User can be selected only after he/she submitted JE by verify app.

      Please try to use view I_BusinessUser and field USERID.

      Best regards,

      Take

    • Hi Anand, Submitted By is a custom field that needs extra configuration. For information about how to, please look at the topic on help portal: https://help.sap.com/viewer/0fa84c9d9c634132b7c4abb9ffdd8f06/latest/en-US/9cd674525d2b4a07ba5c577522f0b551.html

  • Liling, hi, on the last step when I try to add the custom responsibility definition to the standard team ccategory I get the following error:

     

    Custom resp. def. mapping for the FGJEV team category is not supported

    Message no. RSM_TEAM039

     

    Thanks

    Daniel

     

  • Hello Jia,

    Do you know the steps to configure the agent determination for 'Teams & Responsibility' Application for customized flexible workflow created without taking reference of any other standard workflow in S/4 HANA 1909 On premise version?

     

    • Hi Krishna Upadhyay ,

      As you know, the S4HANA OP version enables more flexibility. Here is what i know.

      Geneally speaking, you could check this document for 'Definition of an Agent Determination Rule' and the relevant document for SAP Business workflow.

      https://help.sap.com/viewer/a602ff71a47c441bb3000504ec938fea/201909.004/en-US/4eebac630d3e57e0e10000000a421bc1.html

      As for agent determination, there are  a few scenario based BAdIs. for example, purchase order workflow scenario.

      https://blogs.sap.com/2020/05/19/s-4-purchase-order-flexible-workflow-agent-determination-by-badi/

      https://help.sap.com/viewer/af9ef57f504840d2b81be8667206d485/1909.002/en-US/fb148364c6ee49758df5b76737ce4020.html?q=agent%20determination

      hope this helps.

      best regards,

      liling