E Mail Notification For PR PO Approver in SAP 1690981867

SAP S4 Hana Finance
E-mail Notification for PR/PO Approver in SAP

E-mail Notification for PR/PO Approver in SAP
Release Procedure for PR/PO
Approvers may want to be instantly informed about the documents for approval. There are some
standard and non-standard ways to do this. Some BADIs can be used for this process. Also, the
workflow can be copied and a mail step can be added to the new workflow. But I want to show the
standard way for this process. I will try to explain it step by step as much as I can.
PRE REQUIS
Define Release Procedure for Purchase Orders
In this step, you set up the release procedure for purchase orders (POs) and can link it to workflow.
(Note that in this context "releasing" means "approving", or giving the "green light" to a document.)
Requirements
• In the case of a release procedure linked to workflow, you must have previously created the
user names, positions, jobs, etc. that you here assign to the release code in the organizational
plan and must have linked them to the relevant standard tasks in task-specific Customizing
(Basis -> Business Management -> Business Workflow -> Perform Task-Specific Customizing).
• You must assign the authorization M_EINK_FRG to the persons who are to be involved in the
release procedure (Authorization Management -> Create Authorization Profiles and Assign to
Users).
Activities
Here you define the following:
• Release group
• Release codes
• Release indicator
• Release strategy
• Workflow
Release group
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Directeur BU SAP SCM & CONCUR
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Create a release group for your release procedure and assign it to a class. In the process, you
assign release conditions to the release procedure.
Release codes
Here you create the release codes you need for your release strategy and assign the codes to your
release group. If a release code is to be used in workflow, indicate this accordingly in
the Workflow field
The Workflow indicator is also used to control role resolution:
• "1 - Role Resolution with Group, Code and Plant (T16FW)"
Here you use a role resolution that is supplied in the standard system. To do so, you must
assign the release point in the section Workflow (see below).
• "9 - Role Resolution via User Exit"
Here you use the customer exit M06E0005 to define a role resolution of your own.
Release indicators
A release indicator shows the release status of a PO.
Via the following settings, you can define the release indicators you need for your release procedure:
• The Released indicator is used to specify whether messages (PO documents in output format)
may be transmitted for a purchase order with this indicator.
• The Changeability indicator shows the effect of changes to the PO (a change to a PO may
require a new release strategy to be determined, for instance).
• By means of the Value change indicator, you can specify that the release strategy is to be re-
started if a PO is changed and the value of a PO item thereby increases by a certain
percentage (e.g. 10%). Set the Changeability indicator to "4 - Changeable, new release in case
of new strategy or value change" or "6 - Changeable, new release in case of new strategy or
value change/outputted" and enter a percentage in the Value change field.
Attention:
The following release indicators are necessary for every release procedure:
o Release indicator for initial status

If the PO is subject to a release strategy, it must normally be released before it can be
transmitted to the vendor. Therefore, when a PO is created, it is assigned a release
indicator that blocks it from being outputted in message form.
The Released indicator must not be selected for this indicator.

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o Release indicator for released status
This indicator is assigned to the PO when it is released.
The Released indicator must be selected for this indicator.
Release strategies
Create a release strategy for your release group and assign your release codes accordingly.
• Release prerequisites
With the release prerequisites, you specify the order in which the individual release points
(individuals or departments) represented by the release codes may release the document.
Example
The following table shows release prerequisites for a strategy with four release codes.
Code/Release prerequisite
01 02 03 04
01 - [ ] [ ] [ ]
02 [x] - [ ] [ ]
03 [x] [x] - [ ]
04 [x] [x] [x] -
In this release strategy, the codes 01, 02, 03, and 04 must successively release the purchase
order.
Read the table from left to right. For instance, the third line for release code 03: For code 03,
release via code 01 and code 02 is a prerequisite. That is to say, the PO must be released via
codes 01 and 02 before it can be released via code 03.
• Release statuses
Here you specify the status a PO has after certain release points have effected release.
Specify which release indicator/status a PO is to have after having been released via a certain
release code.
• Classification
In classification, you maintain the values assigned to the characteristics. Via the characteristics
and their values, you specify the POs to which your release strategy is assigned.
Maintain values (individual values or intervals) for your characteristics.
Example

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Two characteristics and their values have been maintained in classification for release strategy
'EA':
- Document type - 'NB - standard purchase order'
- Total value - above $10,000
All POs with the document type 'NB' and a total value in excess of $10,000 are thus subject to
a release procedure with the release strategy 'EA'.
• Release simulation
The release simulation function enables you to check which status a PO will achieve with your
release strategy if release is effected by a certain release point.
Choose "Simulate release" and release the document with the desired release code by
double-clicking. The system shows you which status the PO now has as a result of this release.
Workflow
Assign a processor ID to your workflow-relevant release codes. The processor (member of

staff responsible for processing the document) will then receive a work item when he or she is
required to effect release.
You can assign a processor ID either directly or indirectly:
o Direct processor assignment:
Enter a user name.
o Indirect processor assignment:
Enter a job, for example, or a position. At runtime, the system will then determine the
member(s) of staff responsible for processing the document.
Customer exit
Customer exit M06E0005 enables you to define your own role resolution which determines the
person responsible for releasing purchasing documents in workflow.
Further notes
Further information on how to set up a release procedure linked to workflow is available via the menu
options Help -> Application Help.

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ME21N

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Firstly, if the workflows are activated in the system, the workitems on the user’s will fall into the user’s
“Business Workplace”.
You can go to the business workplace by clicking the button marked or with the “SBWP” transaction
code.

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Documents falling into the inbox on the business workplace will look like the following.

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The next step is to forward the document in the inbox by e-mail.
1. Activating the Business Workplace
Workitems do not fall directly into the inbox. Workflows must be active for this.
1.First of all, there are a few small steps to complete in the “SWU3” transaction code.
2.Then, the workflow belonging to the document(PR/PO) that is requested to drop to the inbox from
the “SWDD operation” code must be activated.
3.Then the mail server must be activated.
1.1 SWU3 – Automatic Workflow Customizing
BASIS must complete this process. After completing the steps in this process, you should see the lines
in the SWU3 transaction code with a green tick as below.

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1.2 SWDD – Activating Workflow
In this step, the worklow (WS20000077) belonging to the document (for example PR) to be inboxed
must be activated.
The relevant workflow should be entered and the header button should be clicked.

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Then the marked yellow button must be clicked.

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Then the line should be selected and the “attributes” button should be clicked.

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Then come back and click on the “Start Event” tab. The BUS **** object must be activated by clicking
on the marked icon.

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When saved, Workflow activation process is completed. The workitems that fall into the user’s inbox
after the workflow is activated will be listed as follows.

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2. Activating Mail Server
BASIS must complete this process. It can be checked whether the domain is correct in the “SCOT”
transaction code.
SCOT/SOST

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3. Mail Forwarding Process
There are 2 different ways for forwarding mail. One of them is individual forwarding. In this forwarding
type, each approver should make settings for the routing process specific to its own user. After the
user has made this setting, the workitems falling into the user’s inbox will be forwarded to the desired
e-mail address. This individual action required by each approver is described in section 3.1.
The second of these is to activate the mail forward operation for all users in the system. With a simple
operation, the mail forwarding process can be activated. It is ensured that the e-mail address defined
in the information of the users is used for this process. This process is explained in detail in 3.2.
3.1 Mail Forwarding Activation From Inbox (Individual)
SU01

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First of all, the business workplace must open.
SBWP>Settings>Office settings – Automatic forward tab

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In the automatic forward tab, “A external address” must be selected and the mail address must be
entered.

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Mail forward activation has been completed. After this stage, the workitem ids and document
numbers are expected to flow into the email entered, but the RSWUWFML program must be run
regularly for this flow to occur. For this, a job must be set up.

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3.2 Mail Forwarding Activation From Inbox (Mass)
With this transaction, mail forwarding from inbox is activated for all users in the system. It is more
useful than individual forwarding. You must go to t-code SO16.

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SO16>Send tab
“External sending only using address management” should be selected.

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SO16>Mail Group tab
“Send to home addresses of user” should be selected. When this button is clicked, the workitems are
forwarded to the e-mail address in the user information(SU01) for each user.

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Mail forward activation has been completed. After this stage, the workitem ids and document
numbers are expected to flow into the email entered, but the RSWUWFML program must be run
regularly for this flow to occur. For this, a job must be set up.
4. RSWUWFML Program
The mails to be forwarded are triggered by this program. This program determines the way the mail is
forwarded (collective or per), the text of the mail and the workitems of which task ID you will forward.
The task ids of the document types to be forwarded must be entered into the program. If this
restriction is not entered, all workitems falling into the user’s inbox will be forwarded by e-mail. (Task
ID: TS20000159-PR, TS20000166-PO, TS20000172-Contract)

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“One mail per workitem” must be clicked.
There is a standard dialog text for the content of the mail. You can use this standard dialog text if you
want.

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Standard dialog text is as follows.
You have new work items in the SAP System. Log on to the corresponding system. Start the
Business Workplace and process your work items.
If you have problems logging on, contact your system administrator.
SE61

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If desired, a new dialog text can be created in the se61 transaction code, thus changing the content of
the mail.
new dialog text, example:

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This program must be run in order to trigger e-mails falling into the inbox. Therefore, job should be
established for the program to work regularly. The program should be saved as above or as a variant
as you wish. This variant job should also be used.
When the program runs, the workitems that fall into the inbox are sent to the approver by mail in the
format below.
I hope that will be useful.

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E Mail Notification For PR PO Approver in SAP 1690981867

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SAP S4 Hana Finance

E-mail Notification for PR/PO Approver in SAP

Define Release Procedure for Purchase Orders

Here you define the following:

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

The Workflow indicator is also used to control role resolution:

• "1 - Role Resolution with Group, Code and Plant (T16FW)"

• "9 - Role Resolution via User Exit"

A release indicator shows the release status of a PO.

o Release indicator for initial status

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

04 [x] [x] [x] -

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- Document type - 'NB - standard purchase order'

- Total value - above $10,000

Assign a processor ID to your workflow-relevant release codes. The processor (member of

You can assign a processor ID either directly or indirectly:

o Direct processor assignment:

Enter a user name.

o Indirect processor assignment:

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

1. Activating the Business Workplace

3.Then the mail server must be activated.

1.1 SWU3 – Automatic Workflow Customizing

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MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

3.1 Mail Forwarding Activation From Inbox (Individual)

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SBWP>Settings>Office settings – Automatic forward tab

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

“External sending only using address management” should be selected.

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

If you have problems logging on, contact your system administrator.

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

new dialog text, example:

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

I hope that will be useful.

MICKAEL QUESNOT🎯🇪🇺 https://www.linkedin.com/in/mickaelquesnot/

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