LEARNING DEMO SCRIPT

CLASSIFICATION: INTERNAL & PARTNERS.

Workflow- Rejection & Resubmission of Park documents

SCENARIO ID: 15450
LAST UPDATE: June 29, 2018
SCENARIO OWNERS: I073646, C5229285

TABLE OF CONTENTS
1. DEMO SCRIPT OVERVIEW ......................................................................................................... 2
1.1. HIGHLIGHTS/DEMO DESCRIPTION ........................................................................................... 2
1.2. WHY NOW? ................................................................................................................................. 2
1.3. WHY SAP? .................................................................................................................................. 2
2. TECHNICAL REQUIREMENTS.................................................................................................... 2
2.1. SYSTEM ACCESS INFORMATION.............................................................................................. 2
2.2. USER INFORMATION.................................................................................................................. 3
3. DEMO SCRIPT............................................................................................................................. 3
3.1. STEP-BY STEP GUIDE................................................................................................................ 3
4. PREREQUISITES....................................................................................................................... 12
4.1. BEFORE YOU RUN THIS DEMO ............................................................................................... 12
4.2. HOW TO RESET THIS DEMO.................................................................................................... 13
1. DEMO SCRIPT OVERVIEW

1.1. HIGHLIGHTS/DEMO DESCRIPTION

The main objective is to showcase the enhanced capabilities of Workflow functionality based on sequence
and evaluation of conditions needed to complete a business process, thereby enabling business users to
significantly improve the efficiency and automate the approval process by utilizing the features of workflow
and facilitate segregation of duties in the organization. In this demo, we have demonstrated the workflow
functionality for rejection and then the approval of Parked Vendor Invoice.

With SAP S/4HANA, workflow end-users manage tasks and processes with My In-box Fiori app in a simple
and intuitive way. In this demo, upon creation of Parked Vendor Invoice by initiator, workflow is triggered
and a notification mail is sent to the approver. Approver logs in and finds a notification alert for Parked
document. After evaluation the document is rejected. Upon rejection, a notification mail is triggered to
initiator for correction and resubmission of parked document.

The initiator logs into My Inbox Fiori app to process the document, necessary corrections are incorporated
and document is saved. Upon saving the document, workflow is regenerated with notification mail to
approver for approval of Vendor Invoice. Approver logs in and finds notification alert for Parked document.
Once approved, Vendor Invoice is created with necessary G/L postings.

1.2. WHY NOW?

• Lack of simple, transparent and streamlined approval processes.
• Disconnect between various departments of the organization.
• Monitor tasks performed by multiple users.

1.3. WHY SAP?

• With SAP S/4HANA, previously isolated processes are re-invented for a more inter-connected
business landscape. Workflow process in SAP S/4HANA is more flexible and agile.
• Efficient way of approval process across the organization for better transparency in a digitized
way.
• Clear segregation of duties with necessary controls while processing approval of Vendor Invoice
document.

2. TECHNICAL REQUIREMENTS

2.1. SYSTEM ACCESS INFORMATION

SAP Demo Cloud

This demo scenario can be executed in the following showrooms: • Green Phoenix (CSA)

You can directly register for the showroom from the Cloud Self-Service Portal:
http://www.sapdemocloud.com/

How To (SAP internal only):

2
 1) For details on how to use the SDC portal please watch this Smart Video on “How to Access the SAP
Demo Cloud Showrooms"

2) In case you need to access the showroom via VPN, e.g. for showing the demo scenario from your
mobile, please check out this video: “How to Access the SDC Showrooms via VPN F5”.

Access the demo in the CSA / Green Phoenix: Fiori Launchpad URL (can only be accessed from
showroom desktop)

https://cimg4.wdf.sap.corp:44302

2.2. USER INFORMATION

User ID: CONTROLLER
Password: Welcome1

3. DEMO SCRIPT

3.1. STEP-BY STEP GUIDE

What to do and say

What you should see

Enter CONTROLLER in the

User text field.

Enter the Password as

Welcome1 (W Caps)

3
What to do and say
What you should see

FLP- Home page is

displayed

Select group ‘Preliminary

Posting & Approval
workflow’

Click on ‘Park Incoming

Invoice’ Tile

Create Vendor Invoice for

$12000

Input below data

Header:
Company Code: ‘1710’
Vendor: 17300006
Amount:12000
Invoice date & Posting date:
30.05.2018
(Input Current date)

Line item:
G/L Account: 61002000
Tax code: I0
Amount: 12000
Cost Center:17101101

Click on

Document is Parked

Notification mail triggered to

approver (GLMGR)

Note down the document no.

4
What to do and say
What you should see

Login with user

GLMGR/Welcome1

FLP-Home page is
displayed

Check for Notification alerts

Select Notification
‘Document 1900000493’

Double click

5
What to do and say
What you should see

You will find the notification

mail on the left-hand side for
action.

Select document
1900000493

Click on ‘Reject’ button

Input comments in the

decision box

Click on ‘submit’

Document is rejected and

task completed

Upon rejection, notification

mail is triggered to initiator
(CONTROLLER) for
correction

6
What to do and say
What you should see

Now login with the user

CONTROLLER to access
the FLP-Home page.

To check on notification mail

click on My Inbox

Select the appropriate

document

To display the Workflow log

Click on ‘Show log’

7
What to do and say
What you should see

Workflow log is displayed

Log shows the status and

tasks performed

Click on ‘Open Task’ tab

Document is displayed in
Edit mode

8
What to do and say
What you should see

Change the Cost centre to

17101401

Click on ‘Save parked

document’

Message: preliminarily
posted document changed
appears.

Workflow is re-generated for

resubmission of document
for approval.

Notification mail triggered to

approver

Login with the user GLMGR

for Approval

FLP home page is displayed

Check for notification

Click on Notification
‘Document 1900000493’

9
What to do and say
What you should see

Select the appropriate

document

Click on ‘Show log’

Workflow log displays the

complete flow of Tasks
executed by Initiator and
Approver

Click on ‘Release’ tab

Input comments in decision

box

Click on ‘Submit’

Workflow completes the task

with posting of FI document

10
What to do and say
What you should see

Click on

Notification for Document

Posted appears

Click on attachments

To display the document

Click on

Posted document
1900000493 is displayed

This completes the workflow

process

11
 4. PREREQUISITES

4.1. BEFORE YOU RUN THIS DEMO

Just make sure all necessary Fiori Tiles are available in the Fiori Launchpad (FLP).

In case the shown four tiles

are not available as shown
in this screen, then follow
the next steps.

Then Click on App Finder

12
 In Search type: Display
‘Parked’ and press Enter,
the related tiles will appear.

Then Click on Pin Icon to

Add the tiles to the relevant
group and then click on
Close.

Then click home to access

the tile from a particular
Group.

4.2. HOW TO RESET THIS DEMO

N/A

Copyright/Trademark

13