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Purchase Requisition Completion in Central Procurement with Workflow

Introduction:

Workflow needs to be handled in the Hub system for purchase requisitions which are created in the connected by the replication process of self-service requisition from the Hub. Workflow managers needs to know the changes which are done to purchase requisition in the connected system and approve the same in the Hub system.

Here we can configure the workflow in the Hub system in central requisitioning scenario(1XI) or central purchasing scenario(2XT) depending on the requirement. But always central purchasing scenario will take the precedence if both are configured.

Workflow scenario’s:

In case of only central requisitioning scenario(1XT) activated in the hub system, changes to connected system purchase requisitions are synced backed to hub system and purchase requisition workflow will be triggered in the hub system for the managers to approve the changes.

In case of central purchasing scenario(2XT) and central requisitioning scenario(1XI) are activated in the hub system, changes to connected system purchase requisition are synced backed to hub system, purchase requisition workflow will not be triggered instead after the extraction of connected system purchase requisitions to hub system, proxy purchase requisition workflow is triggered.

Example for purchase requisition completion with workflow in central requisitioning scenario(1XI):

Step-1: Purchase requisition is 10002540 created in hub system by using create purchase requisition app. It was subjected to item level approval in the hub system. Status of purchase requisition is “Awaiting Approval” in my purchase requisition app.

Step-2: Purchasing requisition 10002540 is approved in the hub system by manager user by using my inbox app.

Step-3: Status of the purchase requisition 10002540 is changed to “Approved” in my purchase requisition app.

Step-4: After approval in the hub system purchase requisition 10002540 got replicated to connected system. Purchase requisition 10072918 got created in connected system.

Step-5: In the connected system new item is added to purchase requisition 10072918.

Step-6: Added new item is synced back to hub system purchase requisition 10002540 and workflow in the hub system is triggered for new item. After approval status of purchase requisition 10002540 is “Approved: PR Modified” is shown in my purchase requisition app.

 

Example for purchase requisition completion with workflow in central purchasing scenario (2XT) where both central purchasing and central requisitioning scenario active:

Step-1: Purchase requisition is 10002523 created in hub system by using create purchase requisition app. It was subjected to item level approval in the hub system. Status of purchase requisition is “Awaiting Approval” in my purchase requisition app.

Step-2: Purchasing requisition 10002523 is approved in the hub system by manager user by using my inbox app.

Step-3: Status of the purchase requisition 10002523 is changed to “Approved” in my purchase requisition app.

Step-4: After approval in the hub system purchase requisition 10002523 got replicated to connected system. Purchase requisition 10072933 got created in connected system.

Step-5: In the connected system below configuration is maintained so that purchase requisition created in the connected system is subjected to proxy purchase requisition workflow in the hub system after extraction.

Step-6: In the connected system new item is added to purchase requisition 10072933.

Step-7: Added new item is synced back to hub system purchase requisition 10002523 and workflow in the hub system is not triggered. Purchase requisition 10002523 is “Approved: PR Modified” is shown in my purchase requisition app.

Step-8: Extraction of purchase requisition is triggered for purchase requisition 10072933 to hub system by using schedule import of purchasing documents app.

Step-9: After extraction process completes, purchase requisition is extracted to hub system and workflow of proxy purchase requisition is triggered. Purchase requisition 10072933 can be seen in process purchase requisition centrally app with approval status “03” (In release).

Step-10: Newly added item for the proxy purchase requisition 10072933 can be approved by manager in the hub system.

Step-11: Status of the proxy purchase requisition 10072933 is changed to “05”(release completed) in the process purchase requisition centrally app.

Conclusion

By giving this provision, approval manager can approve or reject in the Hub system for the changes done to purchase requisitions in connected system in the central procurement scenario which will helps in efficiency of the process.

Kindly share your feedback, thoughts or any queries regarding this post, in the comments section below. In case of any further queries, feel free to write back to ask or ask a question in the forum!

Central Procurement Community Page – Ask a question

For more information on SAP S/4HANA for Central Procurement, check out the below links:

SAP Help Portal Product page

Central Procurement Community Page

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