jaganathansuresh.kumar@gmail.

com
11/9/23

Purchase Requisition Flexible Workflow End to End Process Flow

Definition:
The Flexible workflow relies on a range of predefined implementation elements, including
workflow scenarios, activities, initiation, and step conditions, as well as rules for determining
agents. It seamlessly incorporates features like email notifications, monitoring for overdue
deadlines, and effective handling of exceptions during the approval process.

Do Flexible Workflow in SAP typically involve RFC connectivity?

The major functionality RFC (Remote Function Call) in SAP is to facilitate communication and data
exchange between various systems or components within SAP landscape.

In the context of Flexible workflows connections required for the following reasons.

 Data Exchange: Flexible workflow scenarios often involve the exchange of data and
information between different parts of an SAP system or even between different SAP systems.
RFC connections facilitate this data exchange by allowing one part of the systems. RFC
connections facilitate this data exchange by allowing one part of the system to call and
execute functions or retrieve data from another part.

 Integration: SAP systems are typically composed of multiple modules, and flexible workflows
may need to interact with these modules to gather information or trigger actions. RFC
connections help in integrating these different components and enabling them to work
together seamlessly.

 Automation: RFC connections enable automation of processes within the SAP landscape.
Workflows often require automated actions, such as triggering approvals, notifications, or
updates, which can be achieved through RFC calls.

 Real-time Updates: Flexible workflows may involve real-time updates and notifications to
relevant stakeholders. RFC connections enable real-time communication and updates,
ensuring that the workflow progresses smoothly and effectively.

 Data Validation: RFC connections can be used to validate data, execute business rules, and
perform necessary checks during the workflow. This helps ensure that the workflow follows
the correct path based on predefined criteria.

 Extensibility: SAP systems are highly customizable and can be extended with custom
functionality. RFC connections allow you to incorporate custom code or enhancements into
your flexible workflows, making them more adaptable to specific business requirements.

Overall, RFC connections are a crucial component in SAP flexible workflows because they
facilitate communication, data exchange, automation, and integration between different parts
of the SAP landscape, enabling efficient and effective workflows, making them more
adaptable to specific business requirements.

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Prerequisite:

Client Activate
Maintain Scenario
Dependent Flexible
Standard Activation
Configuration Workflow
Setting (RFC)

T-CODE: SWU3 SWFVMD1 SPRO SPRO

 Configure the “Maintain Standard” (RFC Connection).

 Configure the “Client Dependent Configuration”.
 Configure the “Scenario Activation”.
 Activate “Flexible Workflow for Purchase Requisitions”.

Note: The security teams will manage Steps 1, update the success configuration template
accordingly.

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Step # 1 Maintain Standard Setting

Path: Spro -> Materials Management -> Purchasing -> Purchase Requisition -> Flexible Workflow
for Purchase Requisition -> Maintain Standard Setting.

T-Code: SWU3

Before RFC Configuration Screen Shot :

After RFC Configuration Screen Shot :

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Step # 2 Client Dependent Configuration

Path: Spro -> Materials Management -> Purchasing -> Purchase Requisition -> Flexible Workflow
for Purchase Requisition -> Client Dependent Configuration.

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1. Start in the SAP Spro Menu and navigate to “SWFVMD1”.

2. By navigating to the “Worklist Client Tab” from the available options SAPUI5 My Inbox.
3. Choose Purchase Requisition (PR) Task with the Task Id TS02000702 after selecting the task ,
navigate the “Parameters Filed” execute the task which will automatically trigger the next screen.
4. On the next screen update the scheme details.
5. Modify the “Component Name” Query Parameters as follows:
 Update “Component _Name”,
 Update “Query _Param00”.
6. Continue updating additional parameters such as follows:
 Query_Param01,
 Query_Param02.
7. Afte making the desired updates, verify the data accuracy.
8. Save the updated data.
9. Finally, ensure that the “Task Parameters” are activated and functioning as expected.

Note:

You can obtain the details required for Steps # 4 to 6 by accessing the following transaction.

1. Begin by accessing Transaction Code: SWFVISU

2. Within the application, navigate to the “Position Tab” and execute it.
3. After accessing the “Position Tab”, update the Task ID, and the system will guide you to the next
screen.
4. Select the Task ID form the populated task list.
5. Simultaneously, choose the visualization parameter as well.
6. In the visualization parameter section, you can find the details for visualization parameters and their
corresponding values .Copy all this data and proceed to update it in the SWFVMD1 application.

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Step # 3 Scenario Activation

Path: Spro -> Materials Management -> Purchasing -> Purchase Requisition -> Flexible Workflow
for Purchase Requisition -> Scenario Activation.

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1.Start in the SAP Spro Menu.

2.Navigate to “Materials Management.”
3. Go to “Purchasing.”
4. Choose “Purchase Requisition.”
5. Select “Flexible Workflow for Purchase Requisition.”
6. Finally reach the “Scenario Activation” the user execute should execute a transaction, and the system
will then navigate to the next screen.
7.Navigate to “New Entries execute” the transaction, and the system will then take you to the next empty
fields.
8.Select a scenario & update the SAP Standard PR scenario details.
9.Choose & Active the updated Scenario.
10. Select all the data and execute the same.
11.You will receive the scenario object details.
12.Verify the data.
13.Save the data.
14.As a result, the Scenario will be activated accordingly Transport Request will be generated.

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Step # 4 Activate Flexible Workflow for Purchase Requisition

Path: Spro -> Materials Management -> Purchasing -> Purchase Requisition -> Flexible Workflow
for Purchase Requisition -> Activate Flexible Workflow for Purchase requisition.

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1. Start in the SAP Spro Menu.

2. Navigate to “Materials Management.”
3. Go to “Purchasing.”
4. Choose “Purchase Requisition.”
5. Select “Flexible Workflow for Purchase Requisition.”
6. Finally reach the “Activate Flexible Workflow for Purchase Requisitions” the user execute should
execute a transaction, and the system will then navigate to the next screen.
7. Select the Doc.Type Description and enable the overall release of requestion & scenario-based
workflow.
8. Verify the data.
9. After saving the data, the task to enable the document type -based flexible workflow activation will
be successfully completed accordingly Transport Request will be generated.

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Step # 5 To Create a new workflow approval User.

T-Code: PA30 Maintain HR Master Data

1. Start by accessing the SAP Spro Menu and navigate to OPA30.

2. Update Personal Number associated with the record.
3. Update Username.
4. Modify all the details within the Info type text fields as required.
5. Choose the Info type option drilldown and select relevant category, such as “0105
Communication”.
6. Select the subtype drilldown and choosing the specific category, for example “002 SAP2”.
7. Choose the “Create” option to prompt the system to update the data, then review and save.

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Step # 6 To Update the User personal action.

T-Code: PA40 Personal Action

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1. Begin by accessing the SAP Spro Menu and navigate to OP040.

2. Update Personal Number associated with the record.
3. In the Action Type Field, select “Hiring”.
4. Choose on the Execute tab to proceed further updates.
5. Within the “Status” filed, update the following details, Including Employment, Special Payment.
6. Choose “Organizational Assignment “and update the following including position, personal area.
7. Verify the data for accuracy and completeness.
8. Save the updated data, ensuring that the changes are properly saved in the system.

Now Employee is created with Personal Number.

Step # 7 To Create Employee as a Business Partner

T-Code: BP

1. Select BP Category as Person and BP Grouping as “BPEE”.

2. Enter all the Parameters as per the requirement as shown Below.

3.Once all details are filled click on check to validate details.

4. Go to Identification Tab

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5.In ID Type enter HCM001 and previously created personal number in PA30 and click save.
6. Now select FLNV00 role and click company code.

7. Update Company Code & Reconciliation Account Details.

8.Enter the Personal Number & Save.

9.Now Select FLVN01 Roll and select the Purchase Organization.

10. Enter the Purchase Organization and Order Currency and Save.

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11. Now Select FS0000 roll and open company code and check its extended or not and save.

12. Select BUP001 Role and check all address details are populating then save the data.

13. With this BP is created.

Step # 7 Check the Synchronization with EMP and BP

T-Code: SA38

1.Update the following programme /SHCM/RH_SYNC_BUPA_EMPL_SINGLE and execute the same.

2.Update the personnel number which is created in PA30 and run the program.

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Step # 8 Check the Log Transaction

T-Code: SLG1

1. Update object and sub object data.

2. Here Sub-Object are maintained as shown Above execute the log.

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3. Now EMP ID and BP have Synced.

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Step # 9 Review The User Details

T-Code: SU01

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Note: Prior to creating new workflow, it is imperative to meticulously define the approval matrix,
delineating the hierarchical levels and respective stakeholders responsible for granting
authorization at each stage, ensuring a streamlined and efficient approval process.

Scenario # 1 Purchase Requisition Total Value < 5000 Workflow Matrix

Approver 1
PR Total Value <
5000 Inr Ex – Unit Finance
Head Release the
WF Task

Approver 2 Final
The WFT Task Has WF Task release
Been Completed
Ex – Unit
Procurement Head

In accordance with business

requirements, This Purchase
Requisition will undergo conversion
into a Purchase Contract / Purchase
Order.

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Scenario # 2 Purchase Requisition Total Value > 5000 Workflow Matrix

Approver 1
PR Total Value
>5000 Inr Ex – Unit Finance
Head Release the
WF Task

Approver 3 WF Approver 2 Final

Task release WF Task release

Ex – Corporate Ex – Unit
Procurement Procurement Head
Head

Approver 4
The WFT Task Has
WF Final
Been Completed
Release CEO

In accordance with
business
requirements, This
Purchase Requisition
will undergo
conversion into a
Purchase Contract /
Purchase Order.

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Step # 9 Create New Workflow for Purchase Requisition

Fiori Tile -> Mange Workflows for Purchase Requisitions

1.Access the Fiori Search Tab and update the search query.
2.Use the search bar to find the option for “Mange Workflows for Purchase Requisition” & select the Fiori
tile that is populated in the drop-down search results to access the desired workflow management
application.
3. In the workflow field, locate and select Create “Overall Release of Purchase Requisition”.
4. After selecting the appropriate workflow type, click on the “Create” tab to initiate further proceedings in
the workflow management process.

5.Click on the Header Tab.

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6. Update the “New Workflow Name”.

7. Update the “New Workflow Description”.
8. Specify the” Valid From & Valid to Date”.
9. Navigate to the “Properties Tab” to Update the workflow condition.
10. Update the required preconditions for the workflow.
11. Specify the “Document Type” for the workflow.
12. Access the “Start Conditions Tab”.
13. Click on the “Create” tab the create tab to further proceedings.

14. Click on the Header Tab.

15. Select the “Step Type” and update it according to your requirements.
16. Update any optional steps as needed to customize the workflow to your specific criteria.

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17. Click on the “Start Conditions”.

18. Select the “Steps Tab”.
19. Update any optional steps as needed to customize the workflow to your specific criteria.
20. Select “New Workflow” that you have created.
21. Navigate to the “Active” tab and active the new workflow.
22. Verify the status of the new workflow to ensure it is active and functioning as intended.

Step # 9 Maintain Task Names & Decision Options

Path: Spro -> ABAP Platform -> SAP Gateway Service Enablement-> Content -> Work Flow
Settings -> Maintain Task Names and Decision Options.

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Before : Maintain Task Names and Decision Options

Note : The screenshot doesn’t imply a lack of options like Release ,Release for Rework ,Reject. To enable
these choices in the current screen, you will need to configure the respective field following the steps
outlined above.

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After: Maintain Task Names and Decision Options

Note: The screen shot indicates a lack of options such as Release, Release for Rework & Reject.

Step # 10 Create Purchase Requestion

Fiori Tile -> Create Purchase Requisition -Advanced

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1.Access the Fiori Search Tab and modify the search query as “Create Purchase Requisition – Advanced”.
2. Utilize the search bar to locate the option for “Create Purchase Requisition - Advanced” & choose the
Fiori tile from the drop-down search results to access the desired the “Create Purchase Requisition –
Advanced”.
3.Click on the “Create” tab to proceed.
4.Select necessary “Document Type Purchase Requisition”.
5.Update the required details at the line item level.
6.Navigate to the Valuation Tab for further updates.
7. Adjust the Valuation Price Details.
8.Enable the “Goods Receipt” and “Inv.Receipt “ option.
9. Choose the “Check “tab and validate the data.
10. Finally, click on the “Save” tab to save the updated data , which will generate the “Purchase Requestion
Number” will be generated .

Step # 11 Check the Workflow Status

Fiori Tile -> Create Purchase Requisition -Advanced

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1.Access the Fiori Search Tab and modify the search query as “Create Purchase Requisition – Advanced”
then select the “Other Purchase Requisition” tab & Update the Purchase Requisition Number as needed.
2.Verify the “Purchase Requisition Number”.
3.Select the “Approval Details”.
4.Review the "Workflow Approver Recipients Details”.

Step # 12 Workflow Approval Process

Fiori Tile -> My Inbox

After the purchase requisition has been saved, a workflow task will be created according to the
design the workflow matrix.

1.The 1st Approver should access the Fiori Search Tab and modify the search query as “My Inbox” .
2. Utilize the search bar to locate the option for “My Inbox – All Items” & choose the Fiori tile from the
drop-down search results to access the desired the “My Inbox Items”.

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3.Select the “Purchase Requisition Number”.

4.The 1st approver should check the data, and if there are no issues, they can proceed to select the “approve”
option for workflow approval.
5.Once he opts the option Approve then system navigate the Decision Note here he can update his
comments. This action will remove the task from their Inbox and update their Outbox accordingly.
6.The 1st Approver should access the Fiori Search Tab and modify the search query as “My Outbox” .
7. Utilize the search bar to locate the option for “My Outbox – Items” & choose the Fiori tile from the drop-
down search results to access the desired the “My Outbox - Items”.
8. Select the “Purchase Requisition Number”.
9. Select the “Show Log”.
10.When you enter the “Show Log” you will encounter Two Option as below.
 Workflow Log
 Task Log.
11.Select the “workflow log ” to review the 1st Approver Task completed details.
12.Select “Task Log” to check the workflow task status.
13.In the “Task Log” you can examine the 1st Approver Task completion details.
14.In the “Task Log “, you can verify that the workflow approval has triggered the creation of the 2nd
approver task.

Note:

By following the steps outlined above, you can approve the 2nd level of the workflow.

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Step # 13 Review The Entire Workflow Approval Processing

Fiori Tile -> Display and Maintain Purchase Requisition - Advanced

1.Access the Fiori Search Tab and modify the search query as “Display and Maintain Purchase Requisition –
Advanced”.
2. Utilize the search bar to locate the option for “Display and Maintain Purchase Requisition – Advanced”.
& choose the Fiori tile from the drop-down search results to access the desired the “Create Purchase
Requisition – Advanced”.
3.When you select “Display and Maintain Purchase Requisition – Advanced” and proceed, the system will
navigate to the next screen.
4.Choose the “Other Purchase Requisition “option to proceed.
5.Simply input the updated “Purchase Requisition “number in designated field.
6.Choose the “Purchase Requisition” option to proceed.
7.Choose the "Other Document” option to proceed.
8. Navigate to the header tab in the purchase requisition screen and opt for the “Approval Details” option.
9. In this section, you can reference the approval status determined by the “Workflow Approval Matrix”
Design.

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Note: Ultimately, this “Purchase Requisition “is prepared for conversation into a Purchase Contract
or Purchase Order, aligning with the specific business requirements.
Step # 14 To Inspect the Workflow Status at Table Level
T-Code:SE16N

Table Name: EBAN

1. Start, open the SAP Spro Menu and go to SE16N.

2. Update “Purchase Requisition” Heade Table “EBAN”.
3. Input the “Purchase Requisition “number in designated field and proceed with the navigate.
4. Choose the process states filed.
5. Here we can find the workflow status as “05 Release Completed”.

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Step # 15 To Check the Workflow Runtime Functionality at Table Level

T-Code:SE16N

Table Name: SWWWIHEAD – Workflow Runtime: Header Table for All Work Item Types

1. Start, open the SAP Spro Menu and go to SE16N.

2. Update the Table name “SWWWIHEAD” to proceed.
3. Get the workflow id details in SWWIHEAD Table pass the Filed name in get field as
“WI_CREATOR”.
4. Input the “Creator Details “designated field and proceed with the navigate.
5. In work item text field select the “purchase requisition number “to retrieve the comprehensive
Workflow processing details.

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Step # 15 To Check Current Work Items Assigned To A User

T-Code:SE16N

Table Name: SWWUSERWI - Current Work Items Assigned to a User

1. Start, open the SAP Spro Menu and go to SE16N.

2. Update the Table Name “SWWUSERWI” to proceed.
3. Get the workflow Task details in SWWUSERWI Table pass the Filed name in get field as
“Task_Obj”.
4. Input the “Task_Obj“designated field and proceed with the navigate.
5. On the selection screen, you will obtain task objective details along with user specific Workflow
processing details.

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Step # 15 To Check Current Work Items Assigned To A User

T-Code:SE16N

Table Name: SWP_HEADER – Workflow Instance :Header Data of a Workflow Execution

1. Start, open the SAP Spro Menu and go to SE16N.

2. Update the table name “SWP_HEADER” to proceed.
3. To Get the workflow definition details in SWP_HEADER Table pass the Filed name in WFD_ID
and get wf def.no .
4. Input the “Workflow Id” Designated field and proceed with the navigate.
5. On the selection screen, you will obtain workflow definition details along with requester id ,
priority , node number in Workflow processing details.

Thank You

J.Sureshkumar

Follow: sureshkumarjaganathan-pethappampatti

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