S/4Hana Sourcing & Procurement Flexible Workflow

Introduction:

Flexible Workflow is a scenario-based workflow which can have more than one start conditions. It has a possibility of determining approvers through a lot of different options. It has an option to specify under which conditions the workflow step should be triggered / applicable. It supports integration with Fiori My inbox app, which is SAP’s suggested inbox for all the workflow actions in S4 HANA. Flexible Workflow can be configured using a Fiori app, and approval action can be taken from My Inbox Fiori App. Flexible Workflow Supports the Fiori 2.0 push notifications. It’s an alternative to the Release strategy.

Setup Steps:

1. Activate FWF:

Go to IMG → Materials Management → Purchasing → Purchase Order → Release Procedure for Purchase Orders → Activate Flexible Workflow for Purchase Orders

2. PO Doc type assigned to FWF

Go to IMG → Materials Management → Purchasing → Purchase Order → Release Procedure for Purchase Orders → Activate Flexible Workflow for Purchase Orders à Document Types

3. 3. Saved. Transport request were generated.
   4. Open Fiori App “Manage Workflows for Purchase Order”
   5. Add workflow name and Description with validity dates
   6. Add conditions:

7. Add step sequence to have more conditions:
8. By default, the step type is set “Automatic Release of Purchase Order”
9. The approver can be picked by User Role or by User ID
10. The release can be managed by one approver or all approver based on the selection:
11. Save and Activate. Once activated then we can deactivate or delete. It can’t be edited
12. Process Steps
    1. PO is created.
    2. Setup Conditions are maintained.
    3. All conditions are met, and PO creation message is displayed like “Standard PO is created with the number 45xxxxxxxx.
    4. While PO are in approval, it cant be edited.
    5. FWF was triggered with the approval conditions.
    6. Open My Inbox app.
    7. Based on the user role or user id, PO approval notification is received to Inbox.
    8. PO approval will have the following options:Author – Sumit De.