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

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,‘

• When to trigger workflow – Using Fiori App ‘Manage Workflows for General Journal Entry Verification’
• 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’.

• SAP Help Portal – Verify General Journal Entries 

It is strongly recommended that you go through all the example settings mentioned above, better to 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) for General Journal Entry workflow

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.

How to? ( Configuration)

(The screenshot is for CE1911 version)

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

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

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

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

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’.

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

4.5 Save and Exit

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

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‘. (for General Journal Entry Workflow )

5.4 Save and Exit.

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

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

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:

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

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.