Using the Cash Discount at Risk and Due Date for Blocked Invoice Approaching Situation Handling Templates

In this lesson, you will discover the Due Date for Blocked Invoice Approaching and Cash Discount at Risk Situation Handling templates. These will enable you to set up notifications for business users, avoiding late fees and penalties for blocked invoices and alerting them about potential cash discount losses.

The Business Process Configuration Expert uses the following apps:

• Manage Teams and Responsibilities app: This app is used to define situation recipients.
• Manage Situation Types app: This app is used to configure different situation types.
• Monitor Situations app: This app is used to monitor and track situations. Batch runs and events trigger the situation handling process, which is managed by the configuration expert.

The Business User receives notifications and can use the following apps:

• Notification A (optional): Users receive notifications which can be viewed in Consuming App A.
• My Situations app: Users can view and manage their situations.
• Notification B (optional): Users receive notifications which can be viewed in Consuming App B.

Teams and responsibility setup is important to ensure that there are specialists with the necessary skills and knowledge to handle the situations. These teams can come from various departments or functional areas, or they may hold special roles within the company. The assignment of responsibilities ensures that it is clear who should take action in such situations.

In the following example setup, you can see the team members responsible for a specific situation and their member functions and responsibility definitions.

As a configuration expert, you can define your team setup and areas of responsibility using the Manage Teams and Responsibilities app. You can use responsibility definitions and member functions to determine members (recipients) who are responsible for situation handling.

You set up teams and responsibilities as follows:

1. Create a new team and maintain the general information, such as name and description.
2. Define the responsibility definition per team.
3. Add the team members and assign a corresponding function.

Situation templates serve as a blueprint to create situation types. A situation type defines how a situation instance is triggered, who is informed about it, and what actions can be performed to solve it. You can copy the standard templates and configure situations tailored to your needs using the Manage Situation Types app as follows:

1. Choose a situation template of interest and copy it to create a new situation type.
2. Define the basic settings for your situation type, such as ID, name, and display sequence.
3. Configure the condition and define the filter criteria of your situation type. The filter criteria determines whether or not a situation is triggered.
4. Schedule your situation batch job.
5. Define the look and feel of your messages, notifications, and e-mail previews:
   • Define if the situations should be aggregated within one notification/e-mail.
   • Define if the situation should be resent each time the batch job is executed.
6. Define the notification recipients. You can define the responsibility definition by teams or select a predefined responsibility rule defined per situation template. To define the responsibility definition by teams, complete the following steps:
   • Responsibility Definition: Select the fields that are transferred to the teams and responsibility management to identify the responsible team.
   • Member Function: Used to identify the correct user per team.
7. Define if you would like to enable the monitoring functionality for your situation type via the Monitor Situations app.

A user can decide if a certain situation should trigger a notification or an e-mail. That is, once the e-mail and the app notifications are enabled for the condition in the setup, you can decide on the preferred notification channel (SAP Fiori launchpad and e-mail) using the Settings → Notifications in your user profile.

Monitor Situations and My Situations Fiori Apps

As a configuration expert, you can monitor all situations and adjust them as needed using the Monitor Situations (F3264) app. You monitor the handling of situations in your business, including the occurrence and the lifecycle of situation instances with respect to their status and related business objects. For example, to see how many situations are open or were solved within the selection period, you can enter the status Open or Resolved.

As an employee using the My Situations (F4154) app, you can review and monitor all relevant situations in your area of responsibility. Notifications are only created in the system once the required configurations in the situation template (including notification recipient settings) are set up.

Using this app, you have the following two options:

• Dismiss a situation notification. You can dismiss a situation using an appropriate status:
  • Resolved, if the situation has been completed.
  • Obsolete, if the situation is outdated or no longer valid.
  • Invalid, if you think that the situation was created by mistake.
• Navigate from the situation notification to the situation object page.

Note

This navigation is only possible if you have the business authorization (business role) required to access the underlying business objects.

Use the interactive simulation to practice how to review and monitor the situation based on your previously created situation type for Cash Discount at Risk.

ExerciseStart Exercise

Note

If you are interested in additional information about this topic, see:

Situation Handling – Extended Framework: Situation Handling - Extended Framework | SAP Help Portal

SAP Community: Intelligent Situation Handling | SAP Community