As of SAP S/4HANA 1709, you can use flexible workflows. For purchase orders, the Workflow Template is 00800238. This new function can replace the release procedure with classification or be used additionally. Depending on the document type, you can decide if you want to use the flexible workflow or the classic release procedure.
To activate the flexible workflow for a document type, choose IMG → Materials Management → Purchasing → Purchase Order → Flexible Workflow for Purchase Orders → Activate Flexible Workflow for Purchase Orders.
The settings for the flexible workflows are made in the SAP Fiori app Manage Workflows for Purchase Orders.
The flexible workflow can be set up for one or several of the following characteristics:
- Account assignment category Cost Center
- Account assignment category Project
- Company code
- Material group in at least one purchase order item
- Currency
- Document type
- Purchasing group
- Purchasing organization
- Total net amount
The characteristics can be combined as and/or linkage. The approval can be carried out from the SAP Fiori Inbox or on mobile devices. Approvals can have one or several steps. You can assign one or several possible approvers to a workflow. The approvers can be users or roles.
Flexible Workflow for Purchase Requisition
Flexible workflows are also possible for purchase requisitions. You can activate them per document type by selecting the Scenario based workflow indicator.
To activate the flexible workflow for a document type, choose IMG → Materials Management → Purchasing → Purchase Requisition → Flexible Workflow for Purchase Requisitions → Activate Flexible Workflow for Purchase Requisitions.
The settings for the flexible workflows are made in the SAP Fiori app, Manage Workflows for Purchase Requisitions. You can create workflows for overall release as well as for item-wise release.
The relevant Workflow Templates are 00800173 for item-wise release and 00800157 for overall release.