Manage Sales Document Workflows OP 1909 PDF

Manage Sales Document Workflows
SAP S/4HANA
Sales 1909 Update
September 2019
CUSTOMER
Agenda
• Manage Sales Document Workflows
• Workflow for Credit Memo Request
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER 2

Objectives
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

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.
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

▪ Sales Document Workflow Processing
▪ Sales Document Workflow Actions
Internal Sales Representative – Initiator

▪ Sales Document Workflow Processing
▪ Sales Document Workflow Actions

In the Manage Sales Document Workflows Fiori application, you can define four different
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
Another document describes the Workflow for Credit Memo Req. (obsolete). This workflow was
available as of SAP S/4HANA 1809 and will be deleted in SAP S/4HANA 2009.

Mandatory and Optional settings

Mandatory: Performed by Administrator
Determine if the sales document is relevant for approval.
• Define the BAdI for Approval Processes

for Sales Documents with the Fiori
application Customer Fields and Logic or
in the Customizing activity Set Approval
Request Reasons for Sales Documents.
• Implement the BAdI.
For example, to make only the sales

documents for sales organization 2910
relevant for approval.

Mandatory: Performed by Business Process Specialist
Define Teams and Responsibilities.
Define sales team information.

Define team members and assign
them as approvers.

Mandatory: Performed by Configuration Expert
For the Workflow for Credit Memo Requests, remove the billing block of the sales document
types you want to work with using the Customizing activity Define Sales Document Types.
For example,
• The credit memo request workflow processing will only work for the credit memo request documents
with a Sales Document Type equal to CR if the Billing Block of the Sales Document Type CR is empty.

Mandatory: Performed by Configuration Expert (continued)
• Define the workflow

for a sales document.
For example, you can pick

Workflow for Sales Orders to
define workflows for sales
orders.
• You can provide a description

and validity dates.

• 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 Sales Organization at workflow level and the Customer Groups at
step level.

• 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.

Optional: Performed by Configuration Expert (continued)
• You can enable the four-eyes

principle by defining
overlapping preconditions per
approver level
• For example, all sales orders
for the sales organization 1010
must be approved by the Sales
Document Approver – Level 1
and by the Sales Plan Editor

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

Optional: Performed by Administrator
Add fields to the workflow preconditions.
• Define the BAdI to add

fields to the workflow
preconditions
• Define the BAdI to implement the logic of

the added fields to the workflow
preconditions

Optional: Performed by Administrator (continued)
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.
Authorization Object Approvers Initiators

Sales Document: Approval Management Required Restricted
(V_VBAK_APM)
- Sales Organization 2910 None
- Distribution Channel * None
- Division * None
- SD Document Category C None
In the example, the approver would only be able to approve sales orders for the sales
organization 2910.

Approval Process

Sales Document Workflow Processing – Sales Manager
Prerequisite: The Internal Sales Representative creates a sales document relevant for approval to trigger the
workflow process.
Sales documents pending approval are visible in the Sales Manager’s My Inbox and in the Notifications area.
From My Inbox, you can release, From Notifications, you can release,
reject, or rework the sales document. reject, or rework the sales document.
By clicking on the sales document
description, you can open the sales
document in My Inbox.

Mass-processing of sales documents pending approval done from the Sales Manager’s My Inbox.
Cancel
Select the
button.
Multi-select box.
Select the sales

documents to
process.
Select one of
the actions.

Mass-processing of sales documents pending approval done from the Notifications area.
Group the sales

documents By Type.
Select one action and apply this action

to all the sales documents in the group.
With Expand Group,

you can see the list of
sales documents in a
group and process
them individually.

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

Sales Document Workflow Processing – Internal Sales Representative
Prerequisite: Sales Manager asks the Internal Sales Representative to rework the sales document.
Sales documents to rework are visible In the Notifications, you can click on the
in the Internal Sales Representative’s sales document description to open the
My Inbox. sales document in My Inbox.

The Internal Sales Representative can verify the Sales Manager’s explanatory comment.

Sales Document Processing – Internal Sales Representative
The Internal Sales Representative clicks on the Sales Document number and then clicks the link to change
the Sales Document.

Sales documents to rework are once again visible in the Internal Sales Representative’s My Inbox.
From a sales document opened in My Inbox, or from the Notifications, specify that the rework is not
required to return the sales document to the Sales Manager’s My Inbox.

Sales Document Workflow Actions – Internal Sales Representative
Having adjusted the sales document The Internal Sales Representative

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

Sales Document Workflow Option – 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.

Summary
You should now be able to

▪ Understand the mandatory and optional settings necessary to enable notifications and
approvals for sales document workflows

Workflow for Credit Memo Request (CMR)
Obsolete
Objectives
After completing this learning module, you will be able to:

▪ Understand the prerequisites necessary to enable notifications and approvals for the
obsolete version of the credit memo request workflow

Business Example
An Internal Sales Representative creates a credit memo request that requires the
approval of a Sales Manager.
Prerequisites:
- The teams and responsibilities have been defined by the Business Process
Specialist.
- The workflow thresholds have been defined by the Configuration Expert.

Prerequisites
▪ Performed by Business Process Specialist
▪ Performed by Configuration Expert
Sales Manager
▪ Credit Memo Request Workflow Processing
▪ Credit Memo Request Workflow Actions
Internal Sales Representative

▪ Credit Memo Request Workflow Processing
▪ Credit Memo Request Workflow Actions

In the Manage Sales Document Workflows application, you can define four different workflows.
The information provided in this document applies to

one of these workflows:
• Workflow for Credit Memo Req. (obsolete). This
workflow was available as of SAP S/4HANA On-
Premise 1809 and will be deleted in SAP S/4HANA On-
Premise 2009.
Another document describes the other Sales Document Workflows.

Prerequisites: Performed by Business Process Specialist
Define sales team information.

Define team members and assign
them as approvers.

Prerequisites: Performed by Configuration Expert
For the Workflow for Credit Memo Req. (obsolete), set the billing block of the sales document
types you want to work with to Y8 by using the Customizing activity Define Sales Document
Types.
In the SAP delivered content,

• The billing block of the following sales document types is already set to Y8: CRB, G2, RK and RKDP;
• The billing block of the following sales document types is empty: CMR4 and GA2.

Prerequisites: Performed by Configuration Expert
• Define the billing block as a precondition for all the credit
memo request workflows.
• Define the required workflow thresholds for the credit

memo requests.
• Select the agent responsible for the workflow step.
• Activate all workflows that should be considered by the

workflow process.

Prerequisites: Performed by Configuration Expert (continued)
• Check for Billing Block

The billing block check must be defined. The billing block check should always be active.
• Workflow Thresholds
It’s possible to define two levels of thresholds for the credit memo requests to be approved by
the Sales Manager.
Workflow Approver of CMR Approver of CMR Automatic Behavior

Configuration (> $10,000 ) (> $5,000) Release
A Undefined Undefined Defined Approval not required. Billing block will be removed from the CMR
automatically.
B Undefined Defined Defined Actions required from a first level approver for CMRs greater than
$5000.
Approval not required for CMRs less than or equal to $5000.
C Defined Defined Defined Actions required from a first level approver for CMRs greater than
$10,000.
Actions required from a second level approver for CMRs greater than
$5000 and less than or equal to $10,000.
Approval not required for CMRs less than or equal to $5000.
Example: Two-Level Approval (Workflow Configuration C)
To create Workflow Configuration C from the example on the previous slide, define, activate and
order the workflows as follows:





Credit Memo Request Workflow Processing – Sales Manager
Prerequisite: An Internal Sales Representative creates a credit memo request, which triggers the workflow process.
Credit memo requests pending approval are visible in the Sales Manager’s My Inbox and in the Notifications area.
From My Inbox, you can release, From Notifications, you can release,
reject, or rework the credit memo reject, or rework the credit memo request.
request.
By clicking on the credit memo request
description, you can open the credit memo
request in My Inbox.

Credit Memo Request Workflow Actions – Sales Manager
When the Sales Manager When the Sales Manager asks When the Sales Manager
releases the credit memo that the credit memo request rejects the credit memo
request, the billing block is be reworked, the credit memo request, the workflow sets
removed and the credit memo request is sent back to the the rejection reason, and
process continues normally. Internal Sales Representative. ends the process.
The Sales Manager should
leave a comment to explain
their decision.

Credit Memo Request Workflow Processing – Internal Sales Representative
Prerequisite: Sales Manager asks the Internal Sales Representative to rework the credit memo request.
Credit memo requests to rework are In the Notifications, you can click on the
visible in the Internal Sales credit memo request description to open
Representative’s My Inbox. the credit memo request in My Inbox.

The Internal Sales Representative can verify the Sales Manager’s explanatory comment.

The Internal Sales Representative clicks on the Credit Memo Request number and then clicks the link
Change Credit Memo Request.

Credit memo requests to rework are once again visible in the Internal Sales Representative’s My Inbox.
From a credit memo request open in My Inbox, or from the Notifications, specify that the rework is
completed, or cancel the change request to stop the workflow process.

Credit Memo Request Workflow Actions – Internal Sales Representative
Having adjusted (or not) the Internal Sales Representative

credit memo request based on selects Cancel Request to
the Sales Manager’s stop the workflow process.
comment, the Internal Sales
Representative selects
Rework Completed to trigger
the workflow process once
again.

Summary
You should now be able to

▪ Understand the prerequisites necessary to enable notifications and approvals for credit
memo request workflow

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Manage Sales Document Workflows

• Manage Sales Document Workflows

• Workflow for Credit Memo Request

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER 2

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

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER 4

An Internal Sales Representative creates a sales document* that requires the

- The workflow has been defined by the Configuration Expert.

Sales Manager – Approver

Internal Sales Representative – Initiator

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER 6

The information provided in this document applies to

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER 7

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER 8

• Define the BAdI for Approval Processes

• Implement the BAdI.

For example, to make only the sales

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Define sales team information.

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER 10

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER 11

• Define the workflow

For example, you can pick

• You can provide a description

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• Select the agent responsible for

• Define the preconditions

• Define the Rework exception.

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• You can enable the four-eyes

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© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER 16

• Define the BAdI to add

• Define the BAdI to implement the logic of

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Define the authorizations for the My Inbox.

This step is strongly recommended if you want to give the authorization to

Authorization Object Approvers Initiators

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Select the sales

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Group the sales

Select one action and apply this action

With Expand Group,

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© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER 26

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Having adjusted the sales document The Internal Sales Representative

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To change a sales document pending for approval,

The approval status of the sales document

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You should now be able to

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

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- The workflow thresholds have been defined by the Configuration Expert.