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Author's profile photo Parul Kapur

Which fields are relevant for the restart of flexible workflow in purchase orders?

Fields relevant for the restart of an approved purchase order

By default, workflow retriggers whenever changes to the values of the following fields are made in an approved purchase order:

Fields (applicable to the apps Manage Purchase Orders or Create Purchase Order – Advanced):

  • Company Code*

  • Purchasing Organization*

  • Purchasing Group*

  • Currency*

  • Incoterms (Header Level) *

  • Plant*#

  • Material Group*#

  • Total Net Order Value*

  • Outline Agreement* #

  • Invoicing Party

Fields (applicable only to the app Create Purchase Order – Advanced):

  • Goods Supplier

  • Supplier Subrange

  • Collective Number

  • Validity Start

  • Validity End

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Notes:

· * indicates that the restart property of the field can be controlled by using the configuration step Manage Conditions to Restart Flexible Workflow. By default, the option to retrigger the workflow is enabled for all the available fields. If you do not want system to restart the approval workflow, then disable the below option.

· For all other fields where * is not mentioned, the workflow is retrigged whenever their values are updated in an approved purchase order.

Fields relevant for the restart of a rejected or withdrawn purchase order

By default, workflow retriggers whenever changes to the values of the following fields are made in a rejected purchase order:

Fields (applicable to the apps Manage Purchase Orders or Create Purchase Order – Advanced):

  • Company Code

  • Purchasing Organization

  • Purchasing Group

  • Currency

  • Incoterms (Header Level)

  • Plant#

  • Material Group#

  • Total Net Order Value

  • Outline Agreement#

  • Invoicing Party

Fields (applicable only to the app Create Purchase Order – Advanced):

  • Goods Supplier

  • Supplier Subrange

  • Collective Number

  • Validity Start

  • Validity End

Note: The configuration step Manage Conditions to Restart Flexible Workflow is not applicable to rejected or withdrawn purchase orders.

General Note (applicable to approved, rejected, and withdrawn purchase orders):

# indicates (in the marked attributes) that the workflow will be retrigged when the value of the updated attribute is identical in all the purchase order items before or after making the change. See the below table for examples:

Before Updating the Values

After Updating the Values

Will Workflow Retrigger?

Purchase Order Number: 10001

Item1: 10, Material Group: A001

Item2: 20, Material Group: A001

Purchase Order Number: 10001

Item1: 10, Material Group: A001

Item2: 20, Material Group: A002

Yes

Purchase Order Number: 10001

Item1: 10, Material Group: A001

Item2: 20, Material Group: A002

Purchase Order Number: 10001

Item1: 10, Material Group: A003

Item2: 20, Material Group: A002

No

Purchase Order Number: 10001

Item1: 10, Material Group: A003

Item2: 20, Material Group: A002

Purchase Order Number: 10001

Item1: 10, Material Group: A003

Item2: 20, Material Group: A003

Yes

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      4 Comments
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      Author's profile photo Eric Yu
      Eric Yu

      Hi Parul, thanks for sharing this useful information and our customer has concerns about these field, as we know the approval agent can be determined by Cost Center, in case a wrong Cost Centor is used and customer need to change it to correct cost center. But after changing the cost center there is no way to trigger the workflow.

      Author's profile photo Vijayendra Tiwari
      Vijayendra Tiwari

      Thanks for sharing this!

      Author's profile photo Devendra Sharma
      Devendra Sharma

      Question- I don't think this feature is available for S/4HANA 1909 STE version. What is the alternate option to achieve this. Is there any BADI?

      Author's profile photo Hermann Ebert
      Hermann Ebert

      Hello Devendra,

      If I am not mistaken a BAdI will most likely be introduced in the next S/4HANA 2021 OP version.

      Best,
      Hermann