Manage Workflow for Purchase Requisitions
Application component: Release (Approval)
App type: Transactional
Line of business: Sourcing and Procurement
Leading industry: Cross Industry
Solution capability: Requirements Processing (S/4)
Scope items: Procurement of Services|Requisitioning
Description:  With this app, you can configure workflows to optimize the approval process for purchase requisitions as a business process specialist. You have several options to define preconditions and approval steps for the overall release and for the item level release of a purchase requisition. Depending on the role you are assigned to, you can determine an approver. The approval process starts when a workflow with one or more steps is activated and the preconditions you have assigned to it are met. 
You can use the Manage Workflow for Purchase Requisitions to create rules for approval of  Purchase Requisitions.
Key features:    Create a new item level or header level workflow. Note   It is recommended to use the new scenarios Overall Release of Purchase Requisition, Release of Purchase Requisition Item, Overall Release of Central PR, and Release of Central PR Item, instead of the old scenarios Old - Overall Release of PR and Old - Release of Purchase Requisition Item. Starting from release SAP S/4HANA 1909, only the new scenarios have been enhanced. To get benefits of the new features, start using the new scenarios.   To activate workflows for the scenarios Overall Release of Purchase Requisition, Release of Purchase Requisition Item, Overall Release of Central PR, and Release of Central PR Item you must deactivate the corresponding workflows for the scenarios Old-Overall Release of PR and Old-Release of Purchase Requisition Item, and vice versa.   Note In the case of hierarchy list, item sets are not considered for both item and header level approval. This is because item sets are only used to organize and group the functional items into a hierarchy structure.  Create a new item level or header level workflow in the Central Requisitioning scenario in Central Procurement using the scenarios Overall Release of Central PR and Release of Central PR Item.Note SAP S/4HANA can be configured as a hub system. You can activate Central Requisitioning scenario in Central Procurement, where SAP S/4HANA, SAP S/4HANA Cloud and SAP ERP can be set up as connected systems.  Define the validity period of the workflow.   Define the  for a workflow which determines when a particular workflow should be picked up. 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.   In the  section, choose, for example, Company Code of Purchase Requisition for the overall release of purchase requisitions. Note that, this precondition is applicable only if all items of the purchase requisition have the same company code. You can configure additional preconditions using BAdIs Providing Additional Conditions for Scenarios and Value Evaluation of Additional Conditions for Scenarios. You can add multiple preconditions, if required. The workflow starts only if all the preconditions are satisfied.    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 Optional. Enter the name of the approval step. Optional. Enter the name of the review step.  Step Type  For example, for the scenario Release of Purchase Requisition item, the step type can be one of the following:  Automatic Release of Purchase Requisition item - Recipients are determined automatically   Release of Purchase Requisition item - You can define the recipients and other step details   Release of Reworkable PR Item - You can define the recipients and other step details. This step type provides approvers with an additional option to send back requisitions to requestors 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 requestor to make some changes in the requisition. Note Only purchase requisitions of origin 'S' (Self-Service Procurement) and 'R' (Realtime) can be sent for rework.    For example, for the scenario Release of Purchase Requisition item, the step type is Review Workflow of Purchase Requisition Item.   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 requisition. By default, the restricted agents are not excluded.  Exclude Requestors: By choosing this option, requestors or creators of purchase requisitions will not receive requisitions that are created by them for approval in their inbox.   Exclude Restricted Agents Determined by BAdI: By choosing this option, the agents set by the the BAdI Enhancement of Flexible Workflow Properties are excluded from being approvers of the workflow step.  After exclusion, if no recipients are determined, the workflow will move to error unless the step is marked optional.  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 PR Approver   Role Based   Choose the appropriate role. For certain roles, it is necessary to define their team functions using the app Manage Teams and Responsibilities - Procurement. Ensure to select the same function as a recipient. For more information, refer to Manage Teams and Responsibilities - Procurement.   If you select the recipient category as , the person assigned as a recipient depends on the account assignment category that is assigned in the purchase requisition, for example A, F, K, P. For other account assignment categories, the manager of workflow initiator is assigned as a recipient. If you use either the role , , or , you have to maintain the relationships between the employees and their managers. This ensures that the workflow can find the correct approver. If the HR function is not activated, then you cannot use team member functions when defining Role based workflow recipients.   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 STEPINFO in the BAdI provides the current step number, total number of steps and the step details such as skip status, rule type of the steps in the workflow. Field isadhocstep indicates whether the workflow step has been added via the Manage Workflow Instances app or not. However, to make use of this parameter in the BAdIs created before SAP S/4HANA 2020, please ensure that you not only adapt your BAdI implementation, but also create a new workflow.  The parameter PREVIOUSAPPROVERLIST in the BAdI contains only the approvers who have approved the purchase requisition in the previous levels. The approvers corresponding to steps that have been skipped, are not included in this list.   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.      A fiori notification is generated when an agent could not be determined while execution of a purchase requisition workflow. This notification is sent to a team of users who have the function Workflow Administration assigned to them informing them about the error and how to rectify it.After rectifying the error, click on the notification to navigate to the app Flexible Workflow Administration. In the app Flexible Workflow Administration, choose Resume Workflow.Note These notifications are triggered only if a team is created in the Manage Teams and Responsibilities - Procurement app with users having the function Workflow Administration assigned to them.Note   Translation for this notification text happens only when the person who created the purchase requisition and the person who receives the notification are using the same logon language.   If the person who receives the notification logs in with a different language (other than default language), then he will not be able to see the place holder values (eg. purchase requisition number, agent determination role etc) in the fiori notification.  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 PR Approver   Role Based   Choose the appropriate role. For certain roles, it is necessary to define their team functions using the app Manage Teams and Responsibilities - Procurement. Ensure to select the same function as a recipient. For more information, refer to Manage Teams and Responsibilities - Procurement.   If you select the recipient category as , the person assigned as a recipient depends on the account assignment category that is assigned in the purchase requisition, for example A, F, K, P. For other account assignment categories, the manager of workflow initiator is assigned as a recipient. If you use either the role , , or , you have to maintain the relationships between the employees and their managers. This ensures that the workflow can find the correct reviewer. If the HR function is not activated, then you cannot use team member functions when defining Role based workflow recipients.   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.  Note The reviewer determination is step-agnostic. Hence it is recommended to avoid configuring multiple role-based review steps with the same role.  Step Conditions You can define the preconditions that need to be satisfied before the step is executed. You can also define a set of alternative preconditions. You can define the preconditions that need to be satisfied before the step is executed. You can also define a set of alternative 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 Purchase Requisitions.   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 Purchase Requisitions.   Exception Handling     Exception: Rejected   Action: Do Nothing - There is no action required   Action Result: When a step is rejected, you can configure the action result as cancel workflow, repeat step, continue from subsequent step, or restart workflow from beginning.     Exception: Rework Requested   Action: Choose Rework PR Item - The chosen recipients rework the requisition and resubmit.   Recipients: The recipients to whom the requisition is sent for rework.Note Currently, you can only choose the value Determined automatically. In this case, the purchase requisition is sent back to the requestor for rework.   Deadline: The deadline by which the purchase requisition must be resubmitted after rework.   Action Result: When a purchase requisition is submitted after rework, you can configure the action result as repeat the step, continue from subsequent step, 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.        Not applicable     Send email notification when a purchase requisition is approved or rejected, by choosing the desired email template and the recipient in the Workflow Notifications section.Note The email templates must be maintained by the administrator using the app, Maintain Email Templates. For more information, see How to Configure the Flexible Workflow for Purchase Requisitions.   Activate the workflow by choosing . 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.   Define the order in which the start conditions of existing workflows are checked by choosing . If you have several active workflows, the start conditions are checked in the order you have defined. Once the start conditions for a workflow are met, that workflow is used. This ensures that only one workflow in the list of your active workflows is started, even if several workflows have matching start conditions.   Activate or deactivate an existing workflow.   Copy an existing workflow and modify it according to your requirements.   Navigate into the details of a workflow.   Use the automatic approval feature of the purchase requisition delivered by SAP as an alternative option. By default, this workflow is activated. It is recommended that you do not deactivate or delete this standard delivered workflow. Always position this at the end of the defined order of workflows. Also, if you define your own default workflow, you must ensure that it is positioned at the end of the defined order and that it is active.   Configure the purchase requisition changes that 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 customizing activity Manage Conditions to Restart Flexible Workflow for Purchase Requisitions available under Materials Management  Purchasing  Purchase Requisition.   To decide which critical changes lead to restart, you can also create an implementation in Definition of Conditions to Restart Flexible Workflow in PR.     Add custom workflow scenarios with custom start conditions and agent rules. For more details, please refer to the SAP Note 3055150 .   
Business roles: Configuration Expert - Business Process Configuration
Purchaser : 
Ensures that demands of materials and services are fulfilled by creating and monitoring purchase orders.

Administrator (Marketing Cloud) : 
An administrator who configures the settings and functionalities in SAP Marketing Cloud

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.