Objective

After completing this learning module, you will be able to:

• Understand the prerequisites necessary to enable notifications and

approvals for sales document workflows
• Understand the tasks/actions to be performed by the Sales Manager
• Understand the tasks/actions to be performed by the Internal Sales
Representative

2
Business Example

An Internal Sales Representative creates a sales document* that requires

the approval of a Sales Manager.

Prerequisites:
• The BAdI has been implemented and the authorizations are set by the
Administrator.
• The teams and responsibilities have been defined by the Business
Process Specialist.
• The workflow has been defined by the Configuration Expert.

Several sales documents are supported in the Fiori application Manage Sales Document Workflows. The
sales document Sales Order is used as example in this document.
3
Settings relevant to approval management
• Approval request reasons and assignment to sales document categories
• Approval relevance using BadI implementation
• Authorizations for the Fiori My Inbox
• Teams & Responsibilities
• Sales Document Workflows

Sales Manager – Approver Level 2

• Sales Document Workflow Processing
• Sales Document Workflow Actions

Sales Supervisor – Approver Level 1

• Sales Document Workflow Processing
• Sales Document Workflow Actions

Internal Sales Representative – Initiator

▪ Sales Document Workflow Processing
▪ Sales Document Workflow Actions

4
Manage Sales Document Workflows

In the Manage Sales Document Workflows Fiori application, you can define four different workflows.

Manage Sales Document Workflows The information

provided in this document applies to three of these
workflows:
• Workflow for Credit Memo Requests
• Workflow for Sales Orders
• Workflow for Sales Quotations

5
Mandatory and Optional settings

Determine if Sales
Define Reasons for Assign Reasons for
Documents are
Approval Requests Approval Requests
relevant to Approval

Define Teams and Configure Sales

Responsibilities Document Workflows

Define Function
Define Functions
Profiles

Set Sales Document

Rejection Reasons for
Rejected Approval
Requests

6
Mandatory: Performed by Administrator (Client 100)
This is the only IMG configuration that is mandatory from the functional point of view. You will have to define
and assign Reasons for Approval Requests so the system will trigger a Workflow. If these Reasons are not
assigned to a Sales Document, then the workflow will not work. You can create as many reasons as you
require, and these reasons can be assigned to different Document Categories (i.e. Sales Order, Quotation and
Credit Memo Request)

Follow this IMG path to define your Reasons for Approval Request:
IMG: Sales and Distribution > Sales > Sales Documents > Sales Document Approvals > Define Reasons for
Approval Requests

7
Mandatory: Performed by Administrator (Client 100)
This one is more of Workflow Description
troubleshooting. Be
WS02000006 Workflow for Sales Orders
aware that the Flexible
Workflow relies on the WS02000029 Workflow for Credit Memo Requests
standard workflow WS02000447 Workflow for Sales Quotation
scenarios. You may
need help from Basis
and SAP Fiori experts Tcode: SWDD
to check missing
customizing and
settings.
These are the standard
workflows you should
worry about when using
the Flexible workflow
functionality in Sales for
SAP S/4HANA 1909.

8
Mandatory: Performed by Administrator (Client 100)
Some customizing settings need to be checked. Again, if you installed Best Practices for the latest SAP
S/4HANA release, all these customizing should be already in place.

First, make sure that make the scenario for the specific flexible Workflow is active.

IMG: SAP NetWeaver > Application Server > Business Management > SAP Business Workflow > Flexible
Workflow > Scenario Activation

Sales Order

Sales Quotation

9
Mandatory: Performed by Administrator (Client 100)

Then, make sure that all the Tasks Names and Decision Options are maintained so they are not filtered on My
Inbox App.

IMG: SAP NetWeaver > SAP Gateway Service Enablement > Content > Workflow Settings > Maintain Task
Names and Decision Options

10
Mandatory: Performed by Administrator (Client 100)

11
Prerequisite for Custom Fields and Logic
You can work with your Basis Expert and Fiori Consultant Expert to create a new Z-role through transaction
PFCG to include the SAP Fiori Tile Catalog SAP_BASIS_BC_EXT for activation Custom Fields and Logic in
Fiori Apps.

12
Mandatory: Performed by Administrator (Client 100)

Determine if the sales document is relevant for approval.

Define the BAdI for Approval Processes for Sales

Documents with the Fiori application in “Custom Fields
and Logic” :
• Set Approval Request Reasons for Sales
Documents.
• Set Sales Document Rejection Reasons for
Rejected Approval Requests
Implement the BAdI.

For example, to make sales documents type ZM21, ZM24

and ZM16 relevant for approval.

13
Mandatory: Performed by Administrator (Client 100)

Determine if the sales document is relevant for approval.

Define the BAdI for Approval Processes for Sales

Documents with the SAP Customizing Activity
application in “Custom Fields and Logic” :
• Set Approval Request Reasons for Sales
Documents.

14
Mandatory: Performed by Administrator (Client 100)

For example, to make

SO type ZM21, ZM24
and ZM16 relevant for
approval.

15
Optional: Performed by Administrator (Client 100)

Set Sales Document Rejection Reasons for Rejected Approval Requests

To determine which rejection reason is used for the

items of a sales document when an approval request
is rejected by the approver, you must use the
BAdI Set Sales Document Rejection Reasons for
Rejected Approval Requests. You can find this
BAdI in Customizing under Sales and Distribution -
Sales - Sales Documents - Business Add-Ins
(BAdIs).

You can define rejection reasons in the Define

Reasons for Rejection Customizing activity
under Sales and Distribution - Sales - Sales
Documents - Sales Document Item.

16
Optional: Performed by Administrator (Client 100)

Set Sales Document Rejection Reasons for Rejected Approval Requests

17
Prerequisite for Roles, Teams and Business Partner

Most of the apps required are already part of standard roles you can find on your SAP S/4HANA system. The
first two roles in the following table have been used to set up this scenario. The latter two were used to
perform the scenario in which the Sales Flexible Workflow is used. You can easily add the roles to your user
in a Development environment for initial testing, and then define the specific roles and users that will require
the apps and permissions that will be used effectively in a Quality and Production environment.

Role Description
SAP_BR_BPC_EXPERT Configuration Expert – Business Process
Configuration
SAP_BR_BUSINESS_PROCESS_S Business Process Specialist
PEC
SAP_BR_INTERNAL_SALES_REP Internal Sales Representative

SAP_BR_SALES_MANAGER Sales Manager

18
Prerequisite for Roles, Teams and Business Partner

19
Prerequisite for Roles, Teams and Business Partner
Users that are going to be used as approvers on the Manage Teams and Responsibilities App require to be
created both as an employee (Person Number) and a Business Partner. Also, the Business Partner needs to
be created linked to the employee, so the correct role is created in its Master Data. Steps described in the
below should be enough to do this. In the end, the Business Partner should have the correct BP role as in
the following image.

Basic HCM configurations that needs to be in place for creating employee (Please Contact your HCM
Consultant) :
1.Enterprise Structure
2.Personnel Structure
3.Infotype Configuration (HCM Mini Master)
• Infotype 0000 – Actions
• Infotype 0001 – Organization assignment
• Infotype 0002 – Personal data
• Infotype 0006 – Address
• Infotype 0009 – Bank details
• Infotype 0105 – Communication

20
How to create Employee using Transaction Code PA30

Tcode PA30, select Infotype as Actions

and press the creation button

For next step please follow Blogs SAP

below :

https://blogs.sap.com/2018/03/12/how-to-
create-employee-in-s4hana-for-customer-
management/

After Employee created using PA30 this

will be automatically create an Employee
as Business Partner because the switch
HRALX/PBPON = ON already set before.

21
How to create synchronize Employee Master Data and Business Partner
Run Report /SHCM/RH_SYNC_BUPA_EMPL_SINGLE from SE38

22
How to check log synchronize Employee Master Data and Business Partner
Execute tcode SLG1

Object SHCM_EE_INTEGRATION
Subobject BUPA_SYNC
For reference please
follow SAP Notes below :
https://launchpad.supp
ort.sap.com/#/notes/255
3518

23
 Tcode: BP

Tcode: PA30

Tcode: PA30
24
 Sales Man1:
Daniel Suganda

Sales Supervisor1:
Gregor Mack

Sales Manager:
Jaya Baya

25
26
27
28
Mandatory: Performed by Configuration Expert (Client 110)

Define the workflow for a sales document. For example, you can pick Workflow for Sales Orders to define
workflows for sales orders and Workflow for Sales Quotation to define workflows for sales quotations.

You can provide a description and validity dates.

29
Mandatory: Performed by Configuration Expert (Client 110)

Define the preconditions at workflow and step levels. Several precondition attributes can be used to refine
your workflow and steps. For example, you can use the Order Type at workflow level and the Total Value at
step level.

30
Mandatory: Performed by Configuration Expert (Client 110)

• Create step(s) of type Release of Sales

Order.

• Select the agent responsible for the

workflow step(s).

• Define the preconditions (if needed).

• Define the Rework exception.

31
Mandatory: Performed by Configuration Expert (Client 110)

Activate and define the order for all workflows that should be considered by the workflow process.

32
Mandatory: Performed by Business Process Specialist (Client 110)

Define Teams and Responsibilities.

33
Mandatory: Performed by Business Process Specialist (Client 110)

Define Teams and Responsibilities.

Define sales team information.

Define team members and assign

them as approvers.

34
Optional: Performed by Administrator (Client 100)

Define the authorizations for the My Inbox. This step is strongly recommended if you want to give the
authorization to approve sales document workflows solely to the approver.

35
Approval Process

36
Sales Document Workflow Processing – Sales Supervisor
Prerequisite: The Internal Sales Representative creates a sales quotation with net value under IDR 50
million relevant for approval to trigger the workflow process.

37
Sales Document Workflow Processing – Sales Supervisor

Login in SAP Fiori with user: SLSSPV1 (Gregor Mack)

Sales documents pending approval are visible in the Sales Supervisor’s

My Inbox.

38
Sales Document Workflow Processing – Sales Supervisor

When the Sales When the Sales Supervisor When the Sales Supervisor
Supervisor releases the asks that the sales document rejects the sales document,
sales document, the be reworked, the sales the workflow sets the
approval status is set to document is sent back to the approval status to Rejected,
Released and the sales Internal Sales Representative. and ends the process.
document process
continues normally. The Sales Manager should
leave a comment to explain
their decision.

39
Sales Document Workflow Processing – Sales Supervisor
Prerequisite: The Internal Sales Representative creates a sales quotation with net value over IDR 50 million
relevant for approval to trigger the workflow process.

40
Sales Document Workflow Processing – Sales Supervisor

Login in SAP Fiori with user: SLSSPV1 (Gregor Mack)

Sales documents pending approval are visible in the Sales Supervisor’s

My Inbox.

41
Sales Document Workflow Processing – Sales Supervisor
When the Sales
Supervisor releases the
sales document, the
approval status still set to
In Approval and need
approval from Sales
Manager to set status to
Released.
When the Sales Supervisor
asks that the sales document
be reworked, the sales
document is sent back to the
Internal Sales Representative.
The Sales Manager should
leave a comment to explain
their decision.
When the Sales Supervisor
rejects the sales document,
the workflow sets the
approval status to Rejected,
and ends the process.
42
Sales Document Workflow Processing – Sales Manager

Login in SAP Fiori with user: SLSMNG (Jaya Baya)

Sales documents pending approval are visible in the Sales Manager’s

My Inbox.

43
Sales Document Workflow Processing – Sales Manager

When the Sales When the Sales Manager asks When the Sales Manager
Manager releases the that the sales document be rejects the sales document,
sales document, the reworked, the sales document the workflow sets the
approval status is set to is sent back to the Internal approval status to Rejected,
Released and the sales Sales Representative. and ends the process.
document process
continues normally. The Sales Manager should
leave a comment to explain
their decision.

44
Sales Document Workflow Processing – Internal Sales Representative

Login in SAP Fiori with user: SLSMAN1 (Daniel Suganda)

Sales documents pending approval are visible in the Sales Supervisor’s

My Inbox.

45
Sales Document Workflow Processing – Internal Sales Representative

Login in SAP Fiori with user: SLSMAN1 (Daniel Suganda)

46
Sales Document Workflow Processing – Internal Sales Representative

Login in SAP Fiori with user: SLSMAN1 (Daniel Suganda)

47
Sales Document Workflow Processing – Internal Sales Representative
Having adjusted the sales
document based on the Sales
Manager’s comments, the
Internal Sales Representative
saves the sales document in the
Change Sales Document app
to trigger the workflow process
once again.
The Internal Sales
Representative decides that
updates are not required and
selects Rework not Required to
send the sales document back to
the Sales Manager’s My Inbox.
48
Sales Document Workflow Processing – Internal Sales Representative

The Internal Sales Representative can use the Withdraw option of a Sales Document pending for approval.

To change a sales document pending for

approval, go in the Display Sales Document
app and choose the Withdraw Approval
Request option.

The approval status of the sales document

changes to To Be Reworked.

49
Sales Document Workflow Processing – Reject Sales Document

50
Sales Document Workflow Processing – Reject Sales Document

51
Sales Document Workflow Processing – Internal Sales Representative
Prerequisite: The Internal Sales Representative creates a sales sales order with net value over IDR 50
million relevant for approval to trigger the workflow process.

52
Sales Document Workflow Processing – Sales Supervisor

Login in SAP logon with user: SLSSPV1 (Gregor Mack)

Sales documents pending approval are visible in the Sales Supervisor’s

My Inbox. Tcode: SBWP

53
Sales Document Workflow Processing – Sales Supervisor
When the Sales
Supervisor Release the
sales document, the
approval status still set to
In Approval and need
approval from Sales
Manager to set status to
Released.
When the Sales Supervisor
Reject the sales document,
the workflow sets the
approval status to Rejected,
and ends the process.
When the Sales Supervisor
asks that the sales document
be Request Rework, the sales
document is sent back to the
Internal Sales Representative.
The Sales Manager should
leave a comment to explain
their decision. 54
Sales Document Workflow Processing – Sales Manager

Login in SAP Fiori with user: SLSMNG (Jaya Baya)

Sales documents pending approval are visible in the Sales Manager’s My Inbox.

55
 Sales Document Workflow Processing – Sales Manager

When the Sales When the Sales Manager When the Sales Manager asks that the
Manager Release the Rejects the sales sales document be Request Rework,
sales document, the document, the workflow the sales document is sent back to the
approval status is set to sets the approval status to Internal Sales Representative.
Released and the sales Rejected, and ends the
document process process. The Sales Manager should leave a
continues normally. comment to explain their decision.

56
Summary

You should now be able to

• Understand the mandatory and optional settings necessary to
enable notifications and approvals for sales document workflows
• Understand the tasks/actions to be performed by the Sales Manager
• Understand the tasks/actions to be performed by the Internal Sales
Representative

57
Reference

1. https://support.sap.com/content/dam/productfeatures/assets/00026/005056821C321ED9A5CFBDAC08E2
610C/presentations/EKT_Manage_Sales_Document_Workflows_OP_1909.pdf
2. https://blogs.sap.com/2020/07/17/flexible-workflow-in-sales-documents/
3. https://help.sap.com/viewer/7b24a64d9d0941bda1afa753263d9e39/1909.001/en-
US/82db0a77a4ee48cda01f873d5a416bd2.html
4. https://help.sap.com/viewer/7b24a64d9d0941bda1afa753263d9e39/1909.002/en-
US/5a5f3f686c06490893a588c99b36adca.html
5. https://help.sap.com/viewer/7b24a64d9d0941bda1afa753263d9e39/1909.002/en-
US/d457e9e16faa4608be4e2b89a558dfeb.html

58
Thank you.
Name : Frederikus Dwiputra P.
Email Address : frederikus.dp@gmail.com
Contact Number : +62812 1800 6612