Manage Workflows for Purchase Contracts
Application component: Fiori UI for Manage Purchase Contracts
App type: Transactional
Line of business: Sourcing and Procurement
Leading industry: Cross Industry
Solution capability: Purchase Contract Management (S/4)|Source Assignment (S/4)
Scope items: Purchase Contract
Description:  With this app, you can configure workflows to enhance the approval and review processes for purchase contracts. 
A Fiori application for managing approval workflows for Contracts
Key features:    Create a new workflow.   Define the validity period of the workflow.   Define start conditions for a workflow, such as the company code, purchasing group, document type of the purchase contract, and so on.   Define the order in which the start conditions of existing workflows are checked. If you have defined several workflows, the start conditions are checked in the order you have defined. As soon as the start conditions for a workflow are met, that workflow is used. This ensures that only one workflow in the list of your defined workflows is started, even if several workflows have matching start conditions.   Define the step sequence by adding and configuring the approval steps in the workflow.   Define the review steps in the workflow. In the review steps, you can define the reviewers or people responsible for monitoring the progress of the workflow. When a workflow is started, all the reviewers are notified. The reviewers can then track the progress of the workflow. Workflow items pertaining to review steps can only be monitored, and cannot be approved, rejected, or sent back for rework.  Step Information For Approval Steps For Review Steps  Step Name Enter the name of the approval step. Enter the name of the review step.  Step Type The step type can be one of the following:  Automatic Release of Purchase Contract - Release of the purchase contract is performed automatically. By default, this workflow is activated.Recommendation Always use the Automatic Release of Purchase Contract as the last workflow in your list of ordered workflows.   Release of Purchase Contract - You can define the recipients and other step details for the release of the purchase contract.   Release of Reworkable Purchase Contract - You can define the recipients and other step details. This step type provides approvers with an additional option to send back purchase contracts to creators for rework. For purchase contracts subject to this workflow, approvers have an additional option Request Rework in the My Inbox app. Approvers can choose this option and request the creator to make some changes in the purchase contract.Note To utilize this step type, you need to create a new workflow scenario or copy an existing one and activate it. Workflow scenarios created before SAP S/4HANA 2022 will be invalid.   The step type is Review Workflow of Purchase Contract. You can define the recipients and other step details for the review of the purchase contract.  Step Properties - Is Optional Step You can mark a workflow step as optional using the step property, Is Optional Step. This is an optional field, and by default a step is considered as mandatory. If a workflow step is marked optional and an approver cannot be determined for the step, then the step gets skipped and the workflow automatically moves to the next step, if any.  Not Applicable  Step Properties - Exclude Restricted Agents You can choose to exclude restricted agents from being approvers of the purchase contract. By default, the restricted agents are not excluded. On choosing the option Exclude Purchase Contract Creator, creators of purchase contracts will not receive contracts created by them for approval in their inbox. Note that this option is not relevant for automatic release of purchase contracts. After exclusion if no recipients are determined, the workflow will give an error unless the step is marked as optional. Not Applicable  Recipients The recipient selection can be as follows:  User-based - You can choose a specific user from the People Picker for Contract Approver.   Role-based  Choose the appropriate role. For certain roles, it is necessary to define their team functions using the the app Manage Teams and Responsibilities - Procurement.   If you use either the role Manager of Last Approver, Manager of Workflow Initiator or Manager of Workflow Initiator's Manager, you have to maintain the relationships between the employees and their managers. This ensures that the workflow can find the correct approver.   If you use the role Person Responsible for Specific Accounting Object with Highest Debit, the recipient is determined based on the accounting objects - cost center, internal order, and WBS element.   If you use the role Agent Determination by BAdI, the recipients are determined based on the custom logic defined in the BAdI Determination of Workflow Agents for Purchasing Documents ( MMPUR_WORKFLOW_AGENTS_V2)..Note   An additional importing parameter STEPINFO in this BAdI provides the current step number and the total number of steps in the workflow. However, to make use of this new parameter, please ensure that you not only adapt your BAdI implementation, but also create a new workflow  The importing parameter TASKTYPE in the BAdI provides the information about the type of task in context of which the BAdI is invoked. Ensure the value you provide here is Approval.     You can also add multiple recipients, and choose if the step needs to be approved by one or all of the recipients. The recipient selection can be as follows:  User-based - You can choose a specific user from the People Picker for Contract Approver.   Role-based  Choose the appropriate role. For certain roles, it is necessary to define their team functions using the the app Manage Teams and Responsibilities - Procurement.   If you use either the role Manager of Last Approver, Manager of Workflow Initiator or Manager of Workflow Initiator's Manager, you have to maintain the relationships between the employees and their managers. This ensures that the workflow can find the correct approver.   If you use the role Person Responsible for Specific Accounting Object with Highest Debit, the recipient is determined based on the accounting objects - cost center, internal order, and WBS element.   If you use the role Agent Determination by BAdI, the recipients are determined based on the custom logic defined in the BAdI Determination of Workflow Agents for Purchasing Documents ( MMPUR_WORKFLOW_AGENTS_V2)..Note The importing parameter TASKTYPE in the BAdI provides the information about the type of task in context of which the BAdI is invoked. Ensure the value you provide here is Review.      Step Conditions You can define the step conditions that need to be satisfied before the approval step is executed. You can define the step conditions that need to be satisfied before the review step is executed.  Deadlines  You can define the deadline by which the approval step should be completed, beyond which an overdue notification is sent to the approver. The workflow deadline can be specified in minutes, hours, days, or workdays. Workdays are determined based on the factory calendar. The factory calendar can be defined using the BAdI Determination of Factory Calendar for Workflow Deadline (MMPUR_PROC_WF_FACTORY_CALENDAR) in the app Custom Logic. If there is no custom logic defined, all days of the week are considered as workdays. Refer to the BAdI documentation for more details. You can define timelines for workflow steps to start either after a workflow has been approved or after a workflow step has been created. If a workflow step exceeds the defined timeline, you can choose to either Mark step as overdue or Send mail notification. Deadline Email Notification To send deadline notifications via email, you can choose the action Send mail notification. You can then select the desired email template, and the recipients to whom you wish to send the email notification. Note The email templates must be maintained by the administrator using the app, Manage Email Templates. For more information, see How to Configure the Flexible Workflow for Central Purchase Contracts.   You can define the deadline by which the review step should be completed, beyond which an overdue notification is sent to the reviewer. The workflow deadline can be specified in minutes, hours, days, or workdays. Workdays are determined based on the factory calendar. The factory calendar can be defined using the BAdI Determination of Factory Calendar for Workflow Deadline (MMPUR_PROC_WF_FACTORY_CALENDAR) in the app Custom Logic. If there is no custom logic defined, all days of the week are considered as workdays. Refer to the BAdI documentation for more details. You can define timelines for workflow steps to start either after a workflow has been approved or after a workflow step has been created. If a workflow step exceeds the defined timeline, you can choose to either Mark step as overdue or Send mail notification. Deadline Email Notification To send deadline notifications via email, you can choose the action Send mail notification. You can then select the desired email template, and the recipients to whom you wish to send the email notification. Note The email templates must be maintained by the administrator using the app, Manage Email Templates. For more information, see How to Configure the Flexible Workflow for Central Purchase Contracts.   Exception Handling  By default, the workflow is canceled when an exception occurs in its step sequence. You can choose actions and action results for these exceptions.  Exception: Purchase Contract Rejected   Action: Do nothing -There is no action required.   Action Result: When a step is rejected, you can configure the action result to cancel the workflow, repeat the step, continue from subsequent step, or restart the workflow from beginning.    Exception: Rework Requested  Action: Rework Purchase Contract - The chosen recipients rework on the purchase contract and resubmit.   Recipients: The recipients to whom the purchase contract is sent for rework.Note Currently, you can only choose the value Determined automatically. In this case, the purchase contract is sent back to the creator for rework.  Deadline: The deadline by which the purchase contract must be resubmitted after rework. Action Result: When a purchase contract is submitted after rework, you can configure the action result as continue from subsequent step, repeat the step, or restart the workflow from the beginning. Note that if the rework changes are restart-relevant, then the workflow is restarted irrespective of the action result chosen.    Not Applicable    Activate or deactivate an existing workflow. You can activate a workflow by selecting it and choosing Activate. Once you have activated a workflow, you can no longer change it. You can deactivate it and create a new one.   View the list of workflows existing in the system.    Navigate into the details of a workflow.   Copy an existing workflow and modify it according to your requirements.    Use the automatic approval feature of the purchase contract delivered by SAP as a contingency option. By default, this workflow is activated. Recommendation Do not deactivate or delete the standard delivered workflow. Even if you define your own default workflow, you must ensure that the standard workflow is positioned at the end of the defined order and is active.  Critical changes made to the existing purchase contracts will re-trigger the workflow. The following configurations are available to determine what shouldn't retrigger the workflow:  To maintain the fields for which restart of workflow is applicable, use the configuration step Manage Conditions to Restart Flexible Workflow for Purchase Contracts in your configuration environment.  To decide which critical changes lead to restart, you can create an implementation in Definition of Conditions to Restart Workflow in Purchase Contracts in the Custom Logic app.  Send e-mail notifications when a purchase contract is approved or rejected, by choosing the desired email template and the recipient in the Workflow Notifications section.  Define approvers or reviewers for the workflow. For approval or review steps in purchase contracts, you have an option to define approvers or reviewers in the Manage Teams and Responsibilities - Procurement app. For more information, refer to Manage Teams and Responsibilities - Procurement.Note You need to configure the function in the Manage Teams and Responsibilities - Procurement app and ensure to select the same function as a recipient in the Manage Workflows for Purchase Contracts app. While creating a team ensure you use the following configurations:  Select Type as Operational Purchasing or Strategic Purchasing. You can also define team types using the activity Define Team Types in your configuration environment.  Assign the functions Operational Purchasing and Workflow Administration or Strategic Purchasing and Workflow Administration to the team members to make them approvers of the purchase contract workflow. For more information on how to define the attributes and functions, you can refer Team Attributes and Functions.    Note The purchase contract gets approved automatically in the background when none of the preconditions in the active workflows are met, and when the Automatic Release of Purchase Contract is active.If a purchase contract is Rejected, the current workflow will be canceled. You can then make the required changes to the contract. This will start a new workflow. Note If a purchase contract is subjected to the flexible workflow and is approved, its status changes from In Approval to Approved. However, if the purchase contract is not subjected to the flexible workflow, then the status directly changes to Released.  
Business roles: Configuration Expert - Business Process Configuration
Configuration Expert - Business Process Configuration : 
Performs business process configuration and other tasks required for implementing SAP solutions, such as scoping the solution, configuring the business processes, performing manual rework activities, and changing business process configuration.

Purchaser : 
Ensures that demands of materials and services are fulfilled by creating and monitoring purchase orders.