‘12423, 3:31 PM Flexible Workflow in SAP Sourcing and Procurement Introduction to Flexible Workflow in SAP Sourcing and Procurement g Mikota| Malick, SAP SRM Consultant 801 @ Soin Goole SAP Flexible Workflow simolifes the approach to document ‘low. Key users can manage approval processes easly and ina ser friendly environment, ‘The concept behind SAP Flexible Workflow Inmodern organizations, we're facing aninereasing number of processes. The application ofthe SAP Flexible Workflow concept makes it possible tomanage them efficiently ane brings a range of benefits, from optimizat ‘ough automation and systematizaton of work, to the protection of confidential information by eliminating unauthorized access to documents Due to business dynamics, some ofthe processes must be quickly adapted to changes, Previous solutions allowed great ‘exibity in developing workflow mechanisms, but their implementation and adaptation to the evolving environment were time-consuming Inresponse to these challenges, the SAP Flexible Workflow tool was launched t simplify the set-up and maintenance of workflow mecnanisms and approval processes What is SAP Flexible Workflow? ‘SAP Flexible Werkflow isa solution for creating and managing workflows. Asan extension of SAP Business Warkflow, this tool increases its usability, making process management more accessible and lexble. By implementing flexible workflows, wecan avoid using previously popularized software tools, and, therefore, direct workflow management to business process special'sts or key system users Predefined scenarios are availabe in SAP Eior applications, Cookies helpus delve our services withthe highest quality. y using our website you agreeto our useof cookies More... Gotit htips:fapotiogic.com/2023/02/Nexble-worklow-r-sap-sourcing! a0‘12423, 3:31 PM Flexible Workflow in SAP Sourcing and Procurement Flexible Workflow in procurement When t comes to purchasing, documents suchas a requisition purchase order, quote request, et, usually require an approval process. Currently Flexible Workflow can be used to create an acceptance path forthe following types of documents + Request for Quotation + Supplier Quotations + Scheduling Agreements + Purchase Contracts + Purchase Orders + Service Entry Sheets + Supplierinvoices + Awarding Scenarios + Sourcing Projects + Supplier Lists for Sourcing + Purchase Requisition ‘The process of creating an approval path for purchasing documents using Flexible Workflow is based on the following. predefined scenarios: ‘Tab, 1. Predefined SAP Flexible Workfiow scenarios wso0eo01s7 of Purchase TSo0800547 eta Quotation ekaseot Work tor wsooeo0238 so0s00531 Purchase Orde Purchase eter ana wseoeceso2 1300800875 Reese RFC. ara ‘wso0gon303 pated Ivoceas Compete lee omoete Rewerkinvle okaseot Wioriowtor wsoosse20¢ prc sscoaoosre Pues Cookies helpus delve our services withthe highest quality. By using our website you agree to our useof cookies More htips:fapotogic.com/2023/02Mexble-worklow-r-sap-sourcing! Gotit 210‘12423, 3:31 PM wsooe00221 wsozon0471 Flexible Workflow in SAP Sourcing and Procurement Wiortfowtor Serce Eey Managed PO ofPurchase Purenase centrally Wiortowtor centrally ‘som900599 sca0007te ota Purchase Rokaseot Purchase okaseot Contaly 4. Configuration of SAP Flexible Workflow fora purchase requisition Detailed instructions fr the configuration needed to run Flexible Workflow in SAP S/4HANA are available on SAP Help Portal Cookies helpus delve our services withthe highest quality. By using our website you agreeto our useof cookies More htips:fapotogic.com/2023/02Mexble-worklow-r-sap-sourcing! Gotit 310‘12423, 9:32 PM Cookies helpus delve our services withthe highest qual. By using our website you gre Flexible Workflow in SAP Sourcing and Procurement The steps highlighted in blue are necessary to run Flexible ‘Workflow on your system, The remaining steps are optional and allow you to cust business scenarios sme Flexible Workfiove for more complex 2. Creating a path fora purchase requisition approval process Building an acceptance path starts in the Manage Workflows for Purchase Requisitions application This app allows for ereating an acceptance process consisting of one or more workflows, the starting of which s determined by the conditions indicated while creating subsequent processes. We can activate, deactivate and organize the individual workflows an therefore establish the ‘order in which they are brought up Manage Workflows for Purchase Regu sions » Fig. 1 Flo App Fig.2.Floriapp -Ater clicking Crete the document workflow ereator opens, which s divided into four sections: 2) Header - contains a fel forthe name ofthe workflow. Properties - includes afield for an additonal description of the Workflow, as well 5 valid from:" and “valid unti fel for ‘managing the timing of the approval process. he changing intensity of purchases over the year can drive the variability of the process overtime. Ifwe expect many applications within specific time - we can involve additional approvers inthe ) Start conditions - this section allows adding conditions that will determine the start of a given workflow. The standard our use ot cookies More... Gotit htips:fapotogic.com/2023/02Mexble-worklow-r-sap-sourcing! ano‘12423, 9:32 PM Flexible Workflow in SAP Sourcing and Procurement available on the SAP Helo Portal under the Optional: Define Custom Feld and Logi section, Fig. 9. Creating a workflow - section Header, Properties, ial conditions ) Steps ~a section that allows creating the next steps of acceptance or document review. Fig.4. Creating workflow - section Steps ‘The approval/review step is added by clicking Create above the corresponding section. ‘The steps creator, justlike the document workflow creator is clvided into several sections 2} Header ~ a section where we specify the name of the step and ts type. For acceptance, there are three types of steps: + AutomaticRelease of PR item - recipients are designated automaticaly Release of PRitem~ the user Indicates recipients, details and conditions ofthe step, Release of Reworkable PRitem - operation issimilar tothe ‘ype described above. The significant advantage ofthis stepis giving the acceptor the ability to send therequest back t the requester. In this case, the requester will have an adaltional Request Rework feature in FariMy Inbox ap. 'b) Step Properties - this section contains two optional fields + Is Optional Step afield that indicates whether the steps ‘optional. In this case it an approver cannot be designated, ‘the document workflow moves tothe next step, + Exclude Restricted Agents - using this field, wecan exclude Individuals ereating or submitting a requisition from the approval path so thatthe requester cannot also be the acceptor ofits own requisition. In addlition, SAP allows submitting custom loge for excluding agents by using BAD. «Recipients ~Inthis section, we determine the approvers of a Cookies helpus delve our services withthe highest quality. By using our website you agree to our useof cookies More... Gotit htips:fapotogic.com/2023/02Mexble-worklow-r-sap-sourcing! 510‘12423, 3:32 PM Flexible Workflow in SAP Sourcing and Procurement indicating the roles that determine the recipients "Role Based ‘The system also enables us todecide whether the approval of ‘one person or all designated individuals willbe sufficient to complete the stp. Fig. 5 Creating a workflow step ) Step Conditions - this section allows defining canctions that ‘eed to be met to prompt individual workflow steps «Deadlines allows configuring the end date of the step, after hich an alert willbe sent tothe recipient when the deadlines exceeded ‘Exception Handling ~ ths section allows managing rejected requisition. The system allows both toend the document fow {ang toresend the demand for revision by the designated individuals Fig. 6Cresting a workflow step ‘We can create multiple steps foreach dacument workflow with various starting concitions and different recipients. The steps are executed according tothe order set inthe Steps section of the workflow creator, Fig. 7” Document workflow creator with set acceptance steps Torun the created workflow, after saving all changes, ou need Cookies helpus delve our services withthe highest quality. By using our website you agree to our useof cookies More... Gotit htips:fapotogic.com/2023/02Mexble-worklow-r-sap-sourcing! 6110‘12423, 3:32 PM Flexible Worklow in SAP Sourcing and Procurement Fi. 9 Monage Workflows aplication What business benefits does Flexible Workflow bring? ‘SAP Flexible Werkflaw isan effective toal for managing purchasing workflows. Using flexible workflows ofers many advantages + Usinga simple interface in the SAP Fiori apalication i's casy toredirect workflows from developers ta business process specialists + Applying SAP FW allows dividing exstng lage, single- purpose processes into smaller contingent ones, increasing their exbilty and adaptability to changing business environment. ‘+ The ability to quickly use predefined scenarios avatablein the SAPS/4HANA standare, Cookies helpus delve our services withthe highest quality. By using our website you agreeto our useof cookies More... Gotit htips:fapotogic.com/2023/02Mexble-worklow-r-sap-sourcing! 710‘12423, 3:32 PM Flexible Workflow in SAP Sourcing and Procurement + The apps interfaceisresponsve and adapts the user's devi ce allowing making decisions froma smartphone. Do you want to simplify your company's workflows? See also Modernize the planning process using SAP Analytics Cloud 0216,2023 How to save time and resources with process optimization. Learn about SAP Build Process Automation Cookies helpus delve our services withthe highest quality. By using our website you agree to our use of cookies More... Gotit htips:fapotiogic.com/2023/02/Nexble-worklow-r-sap-sourcing! 8110‘12423, 9:32 PM Flexible Workflow in SAP Sourcing and Procurement ‘SAP's Revolution in the World of Al: Meet Joule 4,202 Career tps Employee initves Knowledgebase Legal news Microsoft soiions fechnalogies of tomorrow ‘Trends in SAP Coons us delve our services with the highest qualty. By using our website you htips:fapotiogic.com/2023/02/Nexble-worklow-r-sap-sourcing! Lets meet ree to our use of cookies 910‘12423, 9:32 PM Flexible Worklow in SAP Sourcing and Procurement PoananSelence Careerat Avot > and Technol ny Bes > Park Rubee a6 151-612 Poxnas, Poland @pollogic Cookies helpus delve our services withthe highest quality. By using our website you agree to our use of cookies More... Gotit nitps/lapologie.con/2023/02/exible-worktowin-sap-sourcing! 10110