AP Workflow Guide

AP Workflow Preface i
AP Workflow
Reference Guide
AP Workflow Preface iii
About This Guide

This guide is intended to be used as a reference and training guide for AP Workflow.
CURRENT PROCEDURES ARE MAINTAINED ON-LINE AT

http://botweb/dss/IT_Training/Reference_Materials/AP%20Workflow%20Online%20Guide/index.htm
This manual is based on SAP R/3 System Release 4.0B.
Copyright 2003 Baker Oil Tools. All rights reserved. No part of this publication may be
reproduced or used in any form or by any meansgraphic, electronic, or mechanical,
including photocopying, recording, taping, or in information storage and retrieval systems
without written permission from the publisher.
For internal distribution only.
SAP is a registered trademark of SAP AG. Microsoft is a registered trademark and

Windows is a trademark of Microsoft Corporation.
Version Date: 22-Oct-03

Version: 1.0
AP Workflow Preface v
Table of Contents
Overview ........................................................................................................... 1-1

The AP Workflow Process ........................................................................... 1-2
Why the Improvement?................................................................................ 1-3
Workflow Roles ............................................................................................ 1-5
Approval Limits ............................................................................................ 1-7
The SAP Workflow Inbox Screen................................................................. 1-8
Workflow Procedures ........................................................................................ 2-1

Main Workflow Procedures ................................................................................
Logon to SAP Workflow................................................................................
Create a Shortcut of the SAP Inbox on Your Desktop ..................................
Code an Invoice............................................................................................
Approve an Invoice.......................................................................................
Release Ownership of an Invoice .................................................................
Other Procedures...............................................................................................
Submit a SOLV Ticket for AP Workflow........................................................
View Invoice Status (FBL1) ..........................................................................
Display Vendor Information (XK03) ..............................................................
Display the Status of an Invoice (FB03) .......................................................
Workflow Reports
Division Monitoring Report (ZRET)...............................................................
Workflow Escalation Report (ZRET).............................................................
Supplemental .................................................................................................... 3-1

Important Lists ...................................................................................................
PO Boxes ............................................................................................... 3-2
Fax Numbers .......................................................................................... 3-3
Workflow Administrators......................................................................... 3-4
Divisional Power Users........................................................................... 3-5
BOT Power Users................................................................................... 3-6
Forms ..................................................................................................... 3-7
FAQs..................................................................................................................
AP Workflow Overview 1-1
Overview
Objectives
The purpose of this guide is to help you learn the AP Workflow process and to serve as a
reference for performing various Workflow-related transactions.
Introduction to AP Workflow
The AP Workflow Process

AP Workflow involves the automated process through which invoices are processed
(coded), approved, and paid across BHI, as shown on the chart below:
1. Vendor sends the invoice to a specific PO (post office) box At the time of
engagement with the vendor, BHI must provide that vendor with:
a. Bill-to Address (PO box number).
b. Company code (for BHI Corporate only)
c. Cost center number
d. Full name of the divisional employee who placed the order or service
e. BHI file number (for Legal use only)
2. ImageMax collects the invoices from the PO boxes and scans them as electronic
documents (TIF graphic file).
3. BHBSS AP Administrator loads images into Documentum (an electronic document
management system) and links them to SAP documents. Then, the BHBSS AP
Processor enters the header information, which starts the AP Workflow Process in
SAP.
4. Division personnel code and approve the invoices in SAP.
5. BHBSS AP Special Handler posts and pays the invoices.
Why the Improvement?

The Old AP Process
The old paper-driven process of coding and approving vendor invoices was inefficient,
time-consuming, and error-prone. It was a process that wasted money and time for both
Baker Hughes and our vendors, and frustrated everyone involved. In addition, we were not
able to take advantage of cost-saving benefits that could be had if our vendors rated us
more favorably.
If we continued this inefficient process, we would have to work longer hours, hire more
people, or find ways to work-around SAP in order to pay our vendors. This is hardly what
anyone would expect from a large professional organization.
The New AP Process a Workflow-based Process!
In 2003, BHI recognized that we can no longer maintain the old process. Therefore, the
CFO and Procurement Councils sponsored the Accounts Payable Improvement
Opportunity Project. This project was charged with automating the AP process through
the integration of coordinated tasks among end-users, as driven by the SAP Workflow
Module. With this new process, the right invoice would be delivered to the right people, in
the right sequence.
Below is a chart that compares the new and the old processes.
Workflow Roles
BHBSS AP Central Administrators
The AP Central Administrator is the person responsible for setting up

Approver roles and basic user maintenance such as assignment for
substitution, transfers, assignment of new Approvers, and maintenance
of organization assignments for Division Administrators. The Central
Administrator is also responsible for importing documents (from
ImageMax) and imaging faxed documents into SAP and
Documentum. This person monitors reports and unexecuted work items
daily for overdue status and also coordinates with Division
Administrators to resolve problems (as needed), as well as participate in
training and roll-out of future implementations.
BHBSS AP Processors
The AP Processor is the person within BHBSS that is responsible for

processing invoice header information coming directly from
ImageMax. This person distributes invoices according to the cost center
provided by the vendor by using SAP Workflow to distribute the invoices
to the appropriate Coder.
BHBSS AP Special Handlers
The AP Special Handler is the person within BHBSS that is responsible

for posting invoices coming directly from divisional Approvers for
payment after checking for any errors. This person is also responsible
for resolving discrepancies of invoices.
Divisional Administrators
The Division Administrator is the person within each Division that is

responsible for setting up Coder roles, basic user maintenance such as
assignment for substitution, transfers and new assignment for
Coders. This person monitors reports and unexecuted work items daily
for overdue status, resolves errors with end users, and coordinates
with Central Administrators to resolve problems (as needed), as well as
participate in training and roll-out of future implementations.
Divisional Coders
The Coder is the person within each Division that is responsible for
coding the Divisions invoices that have been distributed through AP
Workflow by the AP processor. This person distributes the invoices to
the appropriate Approver through AP Workflow, based on the coding of
cost centers.
Divisional Approvers
The Approver is the person within each Division that is responsible for
approving or rejecting the Divisions invoices for payment that have been
distributed by the coder through AP Workflow.
Divisional Power-Users
The Power User is the person within each Division that is responsible for
coordinating with Central and Divisional Administrators as needed to
resolve problems, as well as participate in training and roll-out of future
implementations.
Divisional Buyers
The Buyer is the person within each Division that is responsible for
creating the purchase orders.
Divisional Receivers
The Receiver is the person within each Division that is responsible for
receiving items on purchase orders.
Approval Limits
Approvers can approve invoices that are within their respective approval levels, ranging
from $1,500 to $25 Million USD.
Dollar Limit
Description
(USD)
1,500 Various (Purchase Requisition and AP Workflow minimum authority)
5,000 District Manager U.S.

Operations Manager U.S.
Department Manager
Engineering Manager I/Senior
Product Line Manager
Test Lab Manager
District Accountant
Finance Manager U.S.
10,000 District Manager International

Operations Manager International
Area Manager U.S.
Manufacturing Manager
Director Other
Finance Manager International
25,000 Region Manager U.S.

Area Manager International
Director Engineering Services
Director Product Engineering
Director Product Line
Hemisphere Controller
50,000 Manufacturing Director

Plant Manager
General Manager
Region Manager International
Manager Material Services
Division Controller
100,000 Vice President

250,000 Chief Financial Officer
500,000 Not Assigned
1,000,000 Division President
25,000,000 BHI CEO
The SAP Workflow Inbox Screen
Below is the SAP Workflow Inbox Screen.
The St column (Status) displays either reserved or open for processing

. The reserved indicators are for documents currently being processed by a
processor.
The EU column (Execute) contains the execute buttons . Double-click the

execute button of the appropriate line to open the header portion of the accounting
document.
The Description column displays the document type (US or Canada, PO or Non-
PO, Utilities, etc), TIF number (i.e. 0106 the image number from ImageMax),
document type (i.e. N or P non-PO or PO), batch number (i.e. 2), and the date
the image was brought into SAP (i.e. 030825).
The AT column (Attachment) contains any notes or comments that are created by
another processor.
The Rec. on column (Received on) contains the date in which the invoice
document is entered in SAP.
AP Workflow Workflow Procedures 2-1
Workflow Procedures
Objectives
This section contains three sets of workflow procedures:
Main Workflow Procedures ................................................................................

Logon to SAP Workflow................................................................................
Create a Shortcut of the SAP Inbox on Your Desktop ..................................
Code an Invoice............................................................................................
Approve an Invoice.......................................................................................
Release Ownership of an Invoice .................................................................
Other Workflow Procedures...............................................................................
Submit a SOLV Ticket for AP Workflow........................................................
View Invoice Status (FBL1) ..........................................................................
Display Vendor Information (XK03) ..............................................................
Display the Status of an Invoice (FB03) .......................................................
Workflow Reports
Division Monitoring Report (ZRET)...............................................................
Workflow Escalation Report (ZRET).............................................................
AP Workflow Workflow Division Monitoring Report 1 of 9
Workflow Division Monitoring Report

T-code: ZRET
General Information
The purpose of this transaction is to run a report that will allow you to monitor Workflow
documents.
Options include those in the Processing status of work item dialog box:
In this document, you will run an ERROR monitoring report.
Transaction Steps
SAP R/3 System

1. Enter [ ZRET ] on Command Line.
BHI Financial Global All Roles Created by: Vicky Woodson, Barbara Schulz, Last Changed09-22-03
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:
BHI General Report Tree
2. Select the Procurement radio button in the Supply Chain section.
3. Click in the Supply Chain section.
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:
Application Tree Report Selectio 9
4. Select the report path Procurement / Accounts Payable > Accounting > Accounts
payable > Workflow Validation Reports.
5. Double-click AP Workflow Division Monitoring Report.
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:
AP Workflow Division Monitoring Report
6. Select the All Occurrences radio button in the Reports section.
7. Enter Company code.
8. Enter Year.
9. Enter Division.
10. Select the Include documents w/o Division radio button in the General section.
11. Click the drop-down button on Work Item Status in the Work Item Status
section.
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:
Processing status of work item
12. Double-click .
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:
13. Select the menu path Programs > Execute in background to run the report in the
background.
Critical: Run this report in the background because it may take about 60
minutes to run.
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:
Background Print Parameters
14. Enter [ printer name ] on Output device.
15. Select the Print immed checkbox to immediately print the report to the SAP printer.
16. Select the Delete after print checkbox to delete the print request from the SAP
printer after it prints.
17. Click .
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:
Note: Since this report is executing in the background, you are free to continue
working. The report will appear as soon as all the information is gathered.
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:
18. The system task is complete.
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:
AP Workflow Display the Status of an Invoice in Workflow 1 of 8
Display the Status of an Invoice in Workflow

T-Code: FB03
General Information
The purpose of this transaction is to allow you to view an invoice in SAP and view the
status of the invoice in Workflow.
Transaction Steps
SAP R/3 System
1. Enter [ FB03 ] on the Command Line.
2. Click
BHI Financial Global All Roles Created by: Vicky Woodson, Barbara Schulz, Last Changed: 21-Oct-03
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Display Document: Initial Screen
3. Enter [ document number ] on Document number.
4. Enter [ company code ] on Company code.
5. Enter [ fiscal year ] on Fiscal year.
6. Click
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Display Document: Overview
Tip: The current line layout (posting key, account, description, etc.) can be
changed to display other information (profit center and cost center) through the
menu Settings > Line layout.
7. Select the menu path Environment > Object links.
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Choose Object Links
8. Select the Linked work items radio button.
9. Click .
Select Objects
10. Click .
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Work Items Linked to Accounting document XXXXXXX
11. Double-click the purple line-item.
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Workflow Step Log
Note: The Agent column contains the names of those who performed the
Result/event.
12. Scroll down to display the last line.
13. Double-click on the last line-item.
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Display work item
Note: In the example above, the Status field indicates that this document is
complete. The screen also displays the agents name.
14. Follow the menu Goto > Agent > Selected agents to display in whose inbox this
invoice currently sits. (for items that have not been cleared or completed).
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Selected agents: Contact Vendor Invoice XXXXX
15. Click to return to the previous screen.
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AP Workflow Display Vendor Information 1 of 4
Display Vendor Information

T-Code: XK03
General Information
The purpose of this transaction is to allow you to view vendor information in SAP.
Transaction Steps
SAP R/3 System
1. Enter [ XK03 ] on the Command Line.
2. Click Enter on the toolbar.
BHI Financial Global All Roles Created by: Vicky Woodson, Barbara Schulz, Jason Last Changed: 09-22-03
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Display Vendor: Initial Screen
3. Enter [ vendor number ] in Vendor.
Tip: If you do not know the vendor number, click the drop-down button and
search for the vendor
If you are searching by last, be sure to type an asterisk ( * ) at the end of the
name. For example Acme* .
Note: If a vendor does not exist in SAP submit a New Vendor Form (US &
Canada Vendor Master Form from the AP Website:
http://bhbss/Accounts_Payable/Forms/Forms.htm).
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4. Enter [ company code number ] on Company code.
5. Select the Address checkbox.
6. Select the Control checkbox (to display federal ID number and tax code).
7. Select the Payment transactions checkbox.
8. Click Enter on the toolbar.
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Display Vendor: Address
Tip: Use the navigation buttons ( ) to view the vendor information you
requested from the previous screen, such as Control, and Payment
transactions.
Follow the menu Environment > AP Line Items to view invoice status (FBL1).
9. Click the Back if you want to enter view another vendor, and then enter that
vendors information.
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AP Workflow View Invoice Status 1 of 4
View Invoice Status

T-Code: FBL1
General Information
The purpose of this transaction is to allow you to view payments made to a vendor and
view status of an invoice in SAP.
Note: You may also use FB03 to view vendor information.
Transaction Steps
SAP R/3 System
1. Enter [ FBL1 ] on the Command Line.
2. Click Enter .
BHI Financial Global All Roles Created by: Vicky Woodson, Baraba Schulz, Last Changed: 21-Oct-03
Jason Ramos
Display Vendor Line Items: Initial Screen
3. Enter [ vendor number ] in Vendor.
Tip: If you do not know the vendor number, click the drop-down button and
search for the vendor.
If you are searching by vendor name, be sure to type an asterisk ( * ) at the
end of the name. For example Acme* .
4. Enter [ company code number ] on Company code.
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5. Select the Open items checkbox (items awaiting payment).
6. Select the Cleared items checkbox (items paid been through Workflow).
7. Select the Parked items checkbox (items waiting to be coded and approved).
8. Click Enter .
Display Vendor Line Items: Basic List
Note: The KR on the DT column (invoice type) indicates a manual invoice, RE

is a PO invoice, ZP is a payment document type for any check or ACH, KG is a
credit memo. The Reference is the invoice number. The Clg column
(clearing) is either the check or ACH transaction number designated by SAP.
9. Double-click on a line item to view its details.
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Display Document: Line Item 001
Tip: To display the image of the actual invoice, you may go to Documentum.
Do this by following the menu Environment > Object links. To display the
actual check number follow the menu Environment > Check information.
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AP Workflow Submit a SOLV Ticket for AP Workflow 1 of 3
Submit a SOLV Ticket for AP Workflow
General Information
The purpose of this document is to show how to submit a SOLV Ticket for AP Workflow
through MS Outlook.
Transaction Steps
Microsoft Outlook
1. From MS Outlook, follow the menu Tools > Forms > Choose Form....
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Choose Form
2. Ensure that [ Organizational Forms Library ] is in the Look In: field.
Choose Form
3. Double-click SUBMIT PROBLEM SAP BUSINESS SUPPORT.
Note: This form allows you to submit a SOLV ticket that gets routed directly to
the AP Workflow cue.
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SUBMIT PROBLEM:SAP:0:DOU_SAP_BUS_SUP: 1 Message
4. Type your request in the Problem Description area.
Critical: Be sure to include the following information:

Your AP Workflow location (i.e. division, plant, PC name, etc.)
Your 4-3-1
Document number (if applicable)
Company code
The error message (if applicable)
A detailed description of the problem
5. Click .
Note: You will receive an e-mail within five minutes that confirms that SOLV
received your request. That e-mail will contain the Tivoli tracking number (BHI
- #########).
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AP Workflow Release Ownership of an Invoice 1 of 4
Release Ownership of an Invoice
General Information
The purpose of this transaction is to show how to release a document in Workflow so that
others can have access to it.
When you take ownership of an invoice, the other coders/approvers that share your
mailbox cannot code that invoice until that invoice is released. You will need to release it if
you are not going to code or approve.
Transaction Steps
1. Enter your SAP Inbox.
BHI Finance Coder and Created by: Vicky Woodson, Barbara Schulz, Last Changed: 21-Oct-03
Global Approver Roles Sharon Ridgway, Jason Ramos
Inbox
Note: The number to the right of the Workflow button in the Shared
Configurations section indicates the number of items in the inbox. The
Private Configurations section distributes Workflow invoices according to the
document type.
2. Click to access the Workflow Inbox screen.
Workflow Inbox ( Workflow )
Critical: The boxes in the St column are status indicators. A small box with a
black strip on its right side indicates that you are the only person who can view
and process the invoice. Other coders or approvers will know they are waiting for
invoices but they wont know who has them. Therefore, be sure to release these
invoices so that they don not remain unprocessed in your inbox.
3. Select the invoice you want to release (or make available for others) by clicking on the
checkbox to the left of the black-stripped status indicator as circled below.
4. Select the menu path Work item> Replace.
5. Click to refresh your Inbox.
Note: The invoice is now available for others to process.
AP Workflow Approve an Invoice 1 of 14
Approve an Invoice
Role: Approver
General Information
The purpose of this transaction is to show how an Approver should approve an invoice.
Transaction Steps
Inbox
Configurations section indicates the number of items in the inbox. The
document type.
BHI Financial Global Approver Role Created by: Vicky Woodson, Sharon Ridgway, Last Changed: 04-Nov-03
Barbara Schulz, Jason Ramos
Notes: The screen above displays all workflow documents (invoices) sent to
your SAP Inbox.
Notes: Below are descriptions of the columns in the Workflow Inbox.
The St column (Status) displays either open for processing or

reserved . The items that are open for processing can be seen by all
Approvers on the same cost center hierarchy. Items that are reserved
means that you have taken ownership (i.e. opened the document), and can
only be seen by you. No other Approver will have access to the document
until you release it. If another Approver has taken ownership, all other
Approvers on the same cost center hierarchy will not see it in their inboxes
(until that Approver releases it).
The EU column (Execute) contains the execute buttons . Double-click

the execute button of the appropriate line to open the header portion of the
accounting document and begin the coding process.
The Description column displays the document type (US or Canada, PO or

Non-PO, Utilities, etc), TIF number (i.e. 0106 the image number from
ImageMax), document type (i.e. N or P non-PO or PO), batch number (i.e.
2), and the date the image was brought into SAP (i.e. 030825).
Note: Do not double-click on the Description. Double-clicking on

Description opens a screen that is not relevant to Workflow.
The AT column (Attachment) contains check icons that indicate any notes
or comments that are created by another Processor, Coder, or Approver.
The Rec. on column (Received on) contains the date in which the invoice is
entered in SAP by the AP Processor. This date becomes the document
date for the payment terms.
Tips:
To refresh your inbox, click . This is necessary to bring new items into
your Inbox.
To sort a column in ascending order, click the column header, then click
on the toolbar. To sort your inbox in descending order, click the column
header, then click .
3. Double-click the Execute button of an open-for-processing line item ( ) to start the

approval process.
Process Selection: Parked Invoice No. XXXXXX-Invoice Approval
Approve Invoice Approver

Reject Invoice Approver
Notes:
The Available Options section is where you are required to perform tasks.
Click to approve your invoice. Click to reject
the invoice back to the BHBSS Special Handler.
The Comments log section is where you can view comments and actions
about the document.
4. Click to view the invoice.
Connect to Documentum
5. Ensure that the Use Windows Login checkbox is checked.
Note: The first time you connect to Documentum, you will be required to enter
your user name (4-3-1) and SAP password. From that time forward, as long as
the Use Windows Login checkbox is checked on the screen above, you only
need to click to connect to Documentum.
6. Click to connect to Documentum.
TIF Image
7. Ensure that the document contains complete information.
Tip: You may send the document to someone else through e-mail (File >
Send...), or print ( ) as necessary.
8. Minimize ( ) or close ( ) the TIF image screen to return to the Parked Invoice
screen.

Note: After viewing the document and header information, you as an approver,
need to verify all the information, including the coding done by the coder.
Notice that the Available Options section has two buttons: one to Approve
and another to Reject.
9. Select one of the following options:

If: Then:
The invoice is correct, Proceed to Step 10.
The invoice is incorrect, go to Step 16.
10. Click to view the G/L coding and Cost Center.
Display Document Overview
Note: The document overview shows you how the line items are coded (cost
center, G/L code, profit center). From this screen, you have the option of
indicating who the next approver should be. You also have the option to
override a predefined approver.
11. Click to return to the previous screen.
Process Selection: Parked Invocie No. XXXXX

12. Click on on the Available Options section.
Action Check
Note: This screen will appear only if there are next approvers.
If you wish to override an approver, click the button and enter the 4-
3-1 of the approver.
13. Click Continue .
Confirmation
14. Click in the Confirmation dialog box to confirm the approval

of the invoice.
15. You have now approved the invoice and passed it to next approval level, if applicable,
or the BHBSS Special Handler.

16. If the invoice is incorrect, you must reject the invoice. Click to
enter a detailed description of your rejection.
Note: You must first create comments (a detailed explanation or reason)

before rejecting an invoice.
Change comments for PS screen of PIR XXXX Language EN
17. Type your reason for rejecting the invoice.
18. Click Save to save your comments.
19. Click Back to return to the Parked invoice screen.

20. Click to reject the invoice.
21. Click in the Confirmation dialog box.
22. You have now rejected the invoice and passed it to the BHBSS Special Handler.
Your task as the Approver is complete.
AP Workflow Code an Invoice 1 of 22
Code an Invoice
Role: Coder
General Information
The purpose of this transaction is to code invoices and make them ready for approval.
Transaction Steps
Inbox
Configurations section indicates the number of items in your inbox. The
document type.

BHI Finance Global Coder Role Created by: Vicky Woodson, Sharon Last Changed: 21-Oct-03
Ridgway, Barbara Schulz, Jason Ramos
Note: The screen above displays all workflow documents (invoices) sent to
your SAP Inbox.
Coders on the same cost center hierarchy. Items that are reserved means
that you have taken ownership (i.e. opened the document), and can only be
seen by you. No other coder will have access to the document until you
release it. If another Coder has taken ownership, all other Coders on the
same cost center hierarchy will not see it in their inboxes (until that Coder
releases it).



Tips:
your Inbox.
3. Double-click the Execute button of an open-for-processing line item ( ) to start the

coding process.
Notes:
The Available Options section is where you are required to perform tasks.
Click to code your invoice. Click to reject the
invoice back to the BHBSS Special Handler.
The Comments log section is where you can view comments and actions
about the document.
4. Click to view the invoice from Documentum.
Connect to Documentum
5. Ensure that the Use Windows Login checkbox is checked.
Note: The first time you connect to Documentum, you will be required to enter
your user name (4-3-1) and SAP password. From that time forward, as long as
the Use Windows Login checkbox is checked on the screen above, you only
need to click to connect to Documentum.
6. Click to connect to Documentum.
TIF Image
7. Ensure that the document contains complete information.
Notes: The invoice must contain key information, such as the vendor name,
invoice number, amount, cost center, and full name of the BHI employee who
ordered the goods or services.
Tip: You may send the document to someone else through e-mail (File >
Send...), or print ( ) as necessary.
8. Minimize ( ) or close ( ) the TIF image screen to return to the Process Selection:
Parked Invoice No screen.
Note: After viewing the document and header information, you as a coder,
need to decide what action needs to be taken (code or reject with detailed
comments). Notice that the Available Options section has two buttons: one to
code (Action) and another to reject (Referral). At this time, it is your
responsibility to verify that the invoice is processed to the correct vendor.
9. Select one of the following options to code or reject with detailed comments:
If: Then:
The invoice is correct, Proceed to Step 10 to code the
invoice.
The invoice is incorrect, go to Step 30.
10. Click to code invoice.
11. Click on the Confirmation dialog box.
Change Parked Document Overview
12. Ensure that the Company code is correct.
Note: If the company code is incorrect, reject the invoice back with comments
to the AP Special Handler (go to Step 30).
Tip: If you have multiple accounts and cost centers, you may use the Fast
Entry screen (click the button) to speed up your entries. See Tip on
Page 11 for an example of the Fast Entry screen.
13. Enter [ 40 ] in PstKy if the document is an invoice. (Enter 50 in PstKy if it is a credit

memo).
14. Enter [ GL Account] in Account.
Tip: If you do not know the G/L account number, click on the drop-down button
to search for it.
15. Click Enter .
Change Parked Document : Change G/L Account Item
16. Enter [ dollar Amount ] in Amount.
17. Enter Cost Center.
18. If applicable, enter the Profit Center.
19. If applicable, enter the internal order number, engineering number, or work order
number in Order.
20. If applicable, enter the AFE number or any appropriate text in Text.
21. Repeat entering [ PstKy and Accounts ] if you have multiple cost centers and
accounts.
Tips: To review coding follow the menu Settings > Line layout > ZPC.
If you have multiple accounts and cost centers, you may use the Fast Entry
screen ( button) speed up your entries. `
22. Click Save when you have entered all accounts and cost centers.
Workflow Inbox (Workflow)
23. Click on the Confirm Completion of Processing dialog box to

proceed.
Tip: If you want to review your entries, click to return to

the previous screen.
Parked Selection: Parked Invoice No. XXXX-Invoice Approval
Note: Notice a new now exists as

a separate item in the Available Options section.
Note: If you want to send a comment to the Approver, click ,

write your comments, then save.
24. Click to send to the appropriate

Approver.
25. Click on the Confirmation dialog box to view the approval

paths.
Approval Paths
Important Note: You have the option to choose the Approver in the
Organizational Path. If you click on the drop-down button in Organization,
you will display the available approval options.
Notice that there are two approvers for level seven. You may select which
approver to send the item. If you do not choose a specific approver, the
document will go to both approvers.
26. Click to send for approval.
27. Click in the Confirm Completion of Processing dialog box to

proceed.
Workflow Inbox (Workflow)
28. Click to refresh your Inbox.
Note: The invoice (1900000280) has been cleared from your screen.
29. You have now coded the invoice and passed it to the appropriate approver. Your task
as the Coder is complete.
30. If the invoice is incorrect, you must reject the invoice. Click to
enter a detailed description of your rejection.
Note: You must first create comments (a detailed explanation or reason)

before rejecting an invoice.
Change comments for PS screen of PIR XXXX Language EN
31. Type your reason for rejecting the invoice.
32. Click to save your comments.
33. Click to return to the Parked invoice screen.
21. Click .
Confirmation
35. Click .
Reject Invoice
36. Click to reject the invoice.
38. You have now rejected the invoice and passed it to the BHBSS Special Handler.
Your task as the Coder is complete.
AP Workflow Create a Shortcut of the SAP Inbox on Your Desktop 1 of 6
Create a Shortcut of the SAP Inbox on Your Desktop
General Information
The purpose of this transaction is to show how to place a shortcut of your SAP Inbox on
your Desktop.
Transaction Steps
1. Double-click on the SAP Icon on your desktop.
SAP Logon Pad 620
2. Double-click on[ 04 Production (BH1) ].
BHI Finance Global All Roles Created by: Barbara Schulz Last Changed: 21-Oct-03
SAP R/3
3. Enter [ 4-3-1 ] on User.
4. Enter [ SAP password ] on Password.
5. Click Enter .
SAP R/3 System
Note: You are now logged in to SAP.
6. Select the menu path Office > Inbox to access the Inbox screen.
Inbox
7. Click on the toolbar.
New SAP GUI Shortcut
8. Click the drop-down button on Description.
9. Click [ 04 Production (BH1) ].
10. Click .
SAP GUI Shorcut
11. Click .
12. Logoff from SAP Inbox.
13. Go to your Desktop and double-click on to verify that the shortcut works.
AP Workflow Logon to SAP Workflow 1 of 6
Logon to SAP Workflow
General Information
The purpose of this transaction is to show how to logon to the SAP Workflow environment.
Transaction Steps
1. Double-click on the SAP Icon on your Desktop.
SAP Logon Pad 620
2. Double-click on [ 04 Production (BH1) ].
BHI Finance Global Uncontrolled Copy Created by: Vicky Woodson, Sharon Ridgway, Last Changed: 21-Oct-03
SAP R/3
3. Enter [ 4-3-1 ] on User.
4. Enter [ SAP password ] on Password.
5. Click Enter .
SAP R/3 System
Note: You are now logged in to SAP.
6. Select the menu path Office > Inbox to access the Inbox screen.
Inbox
Configurations section indicates the number of items in your inbox. The
document type.
Note: The screen above displays all workflow documents (invoices) sent to
your cost centers SAP Inbox.
Coders on the same cost center hierarchy. Items that are reserved means
that you have taken ownership (i.e. opened the document), and can only be
seen by you. No other coder will have access to the document until you
release it. If another Coder has taken ownership, all other Coders on the
same cost center hierarchy will not see it in their inboxes (until that Coder
releases it).



Tips:
your Inbox.
AP Workflow Run the AP Workflow Escalation Report 1 of 6
Run the AP Workflow Escalation Report

T-Code: ZRET
General Information
The purpose of this transaction is to run a report on all documents that are in a users inbox
beyond the allotted period of time (8 days).
A list of report field descriptions is given on Page 7.
Transaction Steps
SAP R/3
1. Enter [ ZRET ] on the Command Line.
2. Click Enter on Toolbar.
BHI Financial Global Uncontrolled Copy Created by: Vicky Woodson, Last Changed: 09-22-03
BHI General Report Tree
3. Click the Procurement radio button from the Supply Chain section.
4. Click the Enter button on the Supply Chain section.
Application Tree Report Selectio 9
5. Select the report path Procurement / Accounts Payable > Accounting > Accounts
Payable > Workflow Validation Reports.
6. Double-click AP Workflow Division Escalation Report.
Enhanced Escalation Report
7. Enter [ 4-3-1 ] on Actor.
8. Enter [ company code ] on Company code.
9. Enter [ division ] for which you want to run the report on Division.
10. Select the appropriate checkboxes in the Documents to be reported section.
11. Click Execute to run the report.
Enhanced Escalation Report
Note: Field descriptions are listed on the next page.
Report Field Descriptions
Agent: Role Title (ex.: Approver, Coder, Processor, and Receiver)

CoCD: Company Code
Document: Document Number
FY: Fiscal Year
DIV: Division Number
B/P BIR (Blocked Invoice Resolution); PIR (Parked Invoice Resolution)
Days Waiting: Days a document has been in a SAP Inbox without being executed for processing
Invoice Date: Date on Invoice. This is the date the invoice is entered in SAP.
Terms: Terms vendor set for payment (ex.: net 30)
Days: Days of the term
Due Date: Date the invoice is due for payment
C/P Ctr.: Cost Center / Profit Center (if both are on the invoice Cost Center will override Profit
Center)
Vendor: Vendor Number
Name: Vendor Name
Plant: Plant Number
PO Number: Purchase Order Number
PO Ln: Purchase Order Line Item Number
Material: Material Purchased
Waiting On: Indicates which persons inbox the document is in
Notify: Person who will be notified by the system that the invoice has been stagnant in that
persons Inbox.
Message: Comments about the invoice status
AP Workflow Supplemental Information 3-1
Supplemental Information
Objectives
This section contains helpful Workflow-related information.
Important Lists ...................................................................................................

PO Boxes .....................................................................................................
Fax Numbers ................................................................................................
Workflow Administrators...............................................................................
Divisional Power Users.................................................................................
Forms ...........................................................................................................
FAQs..................................................................................................................
Workflow PO Boxes
US PO Boxes
PO Box Address
CA- UTILITY P O Box 1086
Houston, Texas 77251
US- LEGAL P O Box 1047

US-IP P O Box 3945

US- UTILITY P O Box 1557

US NON PO P O Box 4595

US- P O P O Box 4605

Canada PO Boxes
PO Box Address Forwarding US PO Box

CA-PO P O Box 1933, Station M P O Box 107 Houston, Texas 77001
Calgary AB Canada, T2P 2M2
CA-NON PO P O Box 2007, Station M P O Box 1147 Houston, Texas 77251

Calgary, AB, Canada, T2P 2M2
CA-LEGAL P O Box 1918, Station M P O Box 1669 Houston, Texas 77251

CA-IP P O Box 1946, Station M P O Box 3265, Houston, Texas 77253

Workflow Fax Numbers
US Fax Numbers
Fax Numbers E-mail Addresses

BHBSS AP US Legal (866) 269-2131 bhbssapuslbakerhughes.com
BHBSS AP US IP (866) 267-6624 bhbssapusi@bakerhughes.com
BHBSS AP US Sensitive (866) 889-4608 bhbssapuss@bakerhughes.com
BHBSS AP US General (866) 890-4695 bhbssapusg@bakerhughes.com
BHBSS AP US PO Rush (866) 316-4274 bhbssapusporush@bakerhughes.com
Canada Fax Numbers
Fax Numbers E-mail Addresses

BHBSS AP Canada (866) 267-6621 bhbssapcs@bakerhughes.com
Sensitive
BHBSS AP Canada General (866) 267-6625 bhbssapcg@bakerhughes.com
(Non-PO)
BHBSS AP Canada Rush (866) 890-4696 bhbssapcr@bakerhughes.com
BHBSS AP Canada IC (866) 520-9952 bhbssapcandaic@bakerhughes.com

Workflow Administrators
BHBSS AP Central Administrators
Administrators
Vicky Woodson
(281) 209-7187
Sonya Williams
(281) 209-7659
Divisional Workflow Administrators
Division Administrators
Baker Atlas Alma Moreno (713) 625-4697
Debi Hayes (713) 625-5875
BHI Nicole Auzenne (713) 439-8127

Toi Bethley (713) 439-8747
Patti Manning (713) 439-8667
Rosa Boling (713) 439-8659
BOT Patricia Phillips (713) 856-3856

Vicki Kuciemba (713) 466-2599
INTEQ Pamela Fountain (713) 625-5466

Karen Pritchard (713) 625-4224
BPC Venita Glasscock (281) 275-7325

Jeanette Hasse (281) 275-7445
HCC Liz O'Connor (281) 363-6306

Nancy Skiles (281) 363 6981
BSS Mistie Morman (281) 209-7335
HTC Kristie Turnbull

(713) 625-5239
Workflow Divisional Power-Users
Divisional Power-Users
Division US Canada
BA Pat Shaw Vilma Ramirez
(713) 625-6519 (403) 537-3559
BHCC Nicole Auzenne Annie Charlandjieva

(713) 439-8127 (403) 537-3772
Toi Bethley
(713) 439-8747
BOT See next page for BOT US Power-User list Lisa Jonsson
(403) 537-3400 ext 3577
INTEQ Pamela Fountain Janice Fisher

(713) 625-5466 (403) 537-3584
BPC Venita Glasscock Jocelyn King

(281) 275-7325 (403) 537-3578
HCC Liz O'Connor Norma Kirkland

(281) 363-6306 (403) 537 3562
Divisional Power-Users BOT US
Region / Plant Name

Headquarters Sharon Ridgway 713 466 2490
Lennys La Riva 713 466 2549
Emmott Barbara Schulz 713 849 8702

Brenda Rincon 713 466 2482
Navigation Jacque Elliott 713 923 9671 Ext 4671
Lafayette Kerri Menard 337 593 2800 Ext 2976

Manufacturing
Broken Arrow Diana Gordon 918 455 3000 Ext 2272
Engineering Gricelda Castro 713 923 9632 Ext 4632
Marketing Terrie Almond 713 625 6152

Beth Cune 713 625 5246
Malt Richard Giles 903 509 9056

Linda Whitehurst 903 984 3588
Gulf Coast John Borne 337 237 4406 Ext 231

Debra Myers 337 593 2774
Western Becky Walton 661 327 7201
Mid-Con Rob Porchey 405 842 4005

Tracey Pierce 405 842 4005 Ext 251
Rockies Betsy Brown 303 595 3675

Melissa Molison 303 595 3675
West Texas Alice Armstrong 432 563 7979
DSS Juli Donohue 713 856 3804

Workflow Forms
Workflow Forms may be accessed through the AP Website at:
AP Workflow Maintenance Request Form:
http://bhbss/Accounts_Payable/ap_workflow_maintenance_request.htm
AP Workflow Maintenance Request Form (Cost Center/Profit Center/Plant)
http://bhbss/Accounts_Payable/ap_workflow_maintenance_request_cost%20center.
htm
BHI Delegation of Approval Limits
http://bhbss/Accounts_Payable/Forms/Signature%20Card%20v6.doc
More Workflow Forms from the AP Website:
http://bhbss/Accounts_Payable/Forms/Forms.htm
FAQs
This collection of frequently-asked questions is expected to grow as questions are asked.
What happens to invoices that do not have a Company Code, Cost

Center, and BHI File Number?
The AP Processor must send the invoice back to the vendor with a form letter
explaining the required missing information. Vendors must be urged to always mark
the invoices with 1) Correct Bill-To Address, 2) Company Code, 3) Cost Center
Number, 4) Legal Contact's Full Name, and 5) BHI File Number.
What should I do if an invoice is processed with incorrect amounts?
REJECT the invoice back to the AP Service Specialist with detailed COMMENTS
specifying the corrections to be made.
What if the Approver does not agree with the invoice (i.e. amount
charged)?
The Approver REJECTS the invoice back to the Coder with COMMENTS and
CONTACTS the vendor to resolve the issue(s). The Coder then REJECTS the
invoice back to the AP Service Specialist with COMMENTS to delete the invoice.
Notes:
- The Vendor will need to re-submit a correct invoice.
- Invoices are never rejected back to the AP Processor. They are always routed to
an AP Service Specialist, who handles all exceptions.
What happens if a coder or approver is absent?
Remember that if there is no Coder, there is no approval. Therefore, substitutes

must fill-in for primary coders during office absences, such as sicknesses, vacations,
training, etc. You can choose from a list of approvers through an approval path in
SAP. If the approver or coder is absent for longer than 2 days, contact your local
division administrator, who maintain substitutes and/or changes for approvers and
coders.
What is the Baseline Date?
The Baseline Date refers to the date the invoice is received and scanned, from which
payment terms are calculated.

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AP Workflow Preface i

About This Guide

CURRENT PROCEDURES ARE MAINTAINED ON-LINE AT

This manual is based on SAP R/3 System Release 4.0B.

For internal distribution only.

SAP is a registered trademark of SAP AG. Microsoft is a registered trademark and

Version Date: 22-Oct-03

Overview ........................................................................................................... 1-1

Workflow Procedures ........................................................................................ 2-1

Supplemental .................................................................................................... 3-1

The AP Workflow Process

Why the Improvement?

The New AP Process a Workflow-based Process!

BHBSS AP Central Administrators

The AP Central Administrator is the person responsible for setting up

The AP Processor is the person within BHBSS that is responsible for

BHBSS AP Special Handlers

The AP Special Handler is the person within BHBSS that is responsible

The Division Administrator is the person within each Division that is

5,000 District Manager U.S.

10,000 District Manager International

25,000 Region Manager U.S.

50,000 Manufacturing Director

100,000 Vice President

The SAP Workflow Inbox Screen

Below is the SAP Workflow Inbox Screen.

The St column (Status) displays either reserved or open for processing

The EU column (Execute) contains the execute buttons . Double-click the

This section contains three sets of workflow procedures:

Main Workflow Procedures ................................................................................

Workflow Division Monitoring Report

In this document, you will run an ERROR monitoring report.

SAP R/3 System

BHI General Report Tree

2. Select the Procurement radio button in the Supply Chain section.

3. Click in the Supply Chain section.

Application Tree Report Selectio 9

5. Double-click AP Workflow Division Monitoring Report.

AP Workflow Division Monitoring Report

6. Select the All Occurrences radio button in the Reports section.

7. Enter Company code.

Processing status of work item

AP Workflow Division Monitoring Report

Background Print Parameters

14. Enter [ printer name ] on Output device.

AP Workflow Division Monitoring Report

AP Workflow Division Monitoring Report

18. The system task is complete.

Display the Status of an Invoice in Workflow

SAP R/3 System

1. Enter [ FB03 ] on the Command Line.

Display Document: Initial Screen

3. Enter [ document number ] on Document number.

4. Enter [ company code ] on Company code.

5. Enter [ fiscal year ] on Fiscal year.

Display Document: Overview

7. Select the menu path Environment > Object links.

Choose Object Links

8. Select the Linked work items radio button.

Work Items Linked to Accounting document XXXXXXX

11. Double-click the purple line-item.

Workflow Step Log

12. Scroll down to display the last line.

13. Double-click on the last line-item.