Manage Workflows for Centrally Managed Purchase Orders
Application component: Central Purchase Order
App type: Transactional
Line of business: Sourcing and Procurement
Leading industry: Cross Industry
Solution capability: Central Purchasing (S/4, Ariba Ctrl Proc.)
Scope items: Central Purchasing
Description: With this app, you can configure workflows for the approval of centrally managed purchase orders as a configuration expert. The app provides several options to define preconditions for the release of centrally managed purchase orders. It also provides options to determine the approvers for their release. Additionally, you can determine the workflow approvers of the document by using roles delivered by Responsibility Management.
A Fiori application for managing approval workflows for Centrally Managed Purchase Orders
Key features:  You can use this app to:  Define your workflow process.   Define the validity period of the workflow.   Define start conditions for a workflow, such as the company code, purchasing group, purchasing organization, and total net amount. You can also use the value help enabled for these filters to define the start conditions for a workflow.  The preconditions that you can select are determined based on whether the workflow is for the overall release or item-level release of a purchase requisition. You can add multiple preconditions, if required. The workflow starts only if all the preconditions are satisfied.   Define the order in which the start conditions of existing workflows are checked. If you defined several workflows, the start conditions are checked in the order you defined the workflows. 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. However, a reviewer cannot approve or reject workflow steps.   Step Information For Approval Steps For Review Steps   Step Name   This field is optional. Enter the name of the approval step   This field is optional. Enter the name of the review step    Step Type   The step type can be one of the following:  Automatic Release of Centrally Managed Purchase Order: Release of the centrally managed purchase order is performed automatically. By default, this workflow is activated. Recipients are determined automatically   Release of Centrally Managed Purchase Order: You can define the recipients and other step details for the release of the centrally managed purchase order.    Release of Reworkable Centrally Managed Purchase Order: This step type provides approvers with an additional option to send back centrally managed purchase orders for rework. For items subject to this workflow, approvers have an additional option Request Rework in the My Inbox app. Approvers can choose this option and request the central purchaser to make changes.     The default step type selected is Review Workflow of Central Purchase Orders.    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   Recipients  The recipient selection can be User-based or Role-based:  User-based: You can choose a specific user from the people picker for central purchase order approver.   Role-based: You can choose the appropriate role:  Agent Determination by BAdI: If you use this role, 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.     Central Purchasing: You can choose the central purchasing scenario.   Manager of Last Approver: If you use this role, you have to maintain the relationships between the employees and their managers. This ensures that the workflow can find the correct approver.   Workflow Administration: If you use this role, it is necessary to define the team functions using the Manage Teams and Responsibilities - Procurement app.    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 User-based or Role-based:  User-based: You can choose a specific user from the people picker for central purchase order workflow reviewer.   Role-based: You can choose the appropriate role:  Agent Determination by BAdI: If you use this role, 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 Review.     Central Purchasing: You can choose the central purchasing scenario.   Manager of Last Approver: If you use this role, you have to maintain the relationships between the employees and their managers. This ensures that the workflow can find the correct approver.   Workflow Administration: If you use this role, it is necessary to define the team functions using the Manage Teams and Responsibilities - Procurement app.        Step Conditions   You can define the preconditions that need to be satisfied before the step is executed. You can also define a set of alternate preconditions.   You can define the preconditions that need to be satisfied before the step is executed. You can also define a set of alternate preconditions.    Deadlines   You can define the deadline by which the 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). If there is no custom logic defined, all days of the week are considered as workdays. 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 Centrally Managed Purchase Orders.   You can define the deadline by which the 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). If there is no custom logic defined, all days of the week are considered as workdays. 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 Centrally Managed Purchase Orders.    Exception Handling   By default, the workflow is cancelled when an exception occurs in its step sequence. You can choose actions and action results for these exceptions.  Exception: Rejected   Action: 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 Required Action: Rework Centrally Managed Purchase Order Recipients: The recipients to whom the centrally managed purchase order is sent for rework.  User-based: You can choose a specific user from the people picker.   Role-based: You can choose the appropriate role:  Determined automatically: Not to be selected in case of rework. An error message is displayed if this option is selected.   Agent Determination by BAdI: If you use this role, the recipients are determined based on the custom logic defined in the BAdI Determination of Workflow Agents for Purchasing Documents ( MMPUR_WORKFLOW_AGENTS_V2).   Workflow Administration: If you use this role, it is necessary to define the team functions using the Manage Teams and Responsibilities - Procurement app.     Deadlines: You can define the deadline by which the rework should be completed, beyond which the step is marked as overdue. The rework 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). If there is no custom logic defined, all days of the week are considered as workdays. Action Result: When a centrally managed purchase order is submitted after rework, you can configure the action result to continue to next approver, repeat the step to same approver, or restart the workflow from beginning. Note that if the rework changes are restart-relevant, then the workflow is restarted irrespective of the action result chosen. Note Also applicable for the exception Rejected, if the required action is Rework Centrally Managed Purchase Order.    Not Applicable   Additionally, for approval or review of central purchase orders, 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 Central Purchase Orders app.   Navigate to the details of an existing workflow from the list page.   Activate or deactivate an existing workflow.   Copy an existing workflow and modify it according to your requirements or add a new workflow.   Use Responsibility Management to determine the workflow approvers of the document. To determine the workflow approvers of the document, you can use the existing roles such as the Agent Determination by BAdI, Manager of Last Approver, Central Purchasing, or you can use the role Workflow Administration delivered by Responsibility Management. For more information, see Manage Teams and Responsibilities - Procurement.   Use the feature Automatic Release of Centrally Managed Purchase Requisition delivered by SAP as an alternative option. By default, this workflow is activated.   Note Workflow activity of central purchase order from third party systems are supported. For more information see the section SAP S/4HANA Central Purchasing Integration with Third Party System in SAP Best Practices Explorer at https://rapid.sap.com/bp/ under SAP S/4HANA  On Premise  SAP Best Practices for S/4HANA  Sourcing and Procurement  Central Procurement  Central Purchasing (2XT)    guide.  
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.