Name: Adjusting IAM Settings During Payment Run to Establish a Control Process - SAP S/4HANA Cloud - Finance and Risk
Uploaded: 2022-7-19
Duration: 537 s
Description: In this Microlearning you will learn:- about the importance of a control process during the payment run- how to adjust the IAM settings to configure the IAM process

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<div>In this Microlearning you will learn:<br>- about the importance of a control process during the payment run<br>- how to adjust the IAM settings to configure the IAM process</div>

Adjusting IAM Settings During Payment Run to Establish a Control Process - SAP S/4HANA Cloud - Finance and Risk

Hello and welcome to this Microlearning for SAP S/4HANA Cloud for Finance. My name is Johannes Haselmayer and I work as a consultant in the S/4HANA Cloud MEE team. For this Microlearning, I am joined by my colleague Jonas Willschewski who works as an authorization expert in the area of S/4HANA Cloud. In this video, we will give an overview of how you can establish a control process during the payment run by adjusting the settings in the IAM area. The agenda will be split into a part where we will talk about the theoretical background of this topic. And a part where we will move to a system demo to demonstrate how the control the process will work. The first part of the agenda will be split into two subtopics. I want to remind why a control process might be important for you during the payment run, especially depending on the business scope that is activated in your system. And then I will hand over to Jonas. Who will guide you through the settings that you need to adjust in the IAM area to ensure the control process. In another Microlearning, I already covered the payment approval workflow. This payment approval workflow is a workflow pattern that is setup in the customizing area and which runs as soon as the payment is scheduled the workflow can be setup as a multi-level approval hierarchy and only with the approval of the assigned users, the payment will be released. With this Microlearning, we're covering a new topic which does not require the advanced cash operations license. Customers without the license can make use of the native accounts payable functionalities, limiting your authorization of AP accountants during the payment run. The idea of the scenario is that the payment run follows two steps. In the first step, the AP accountant creates the parameters for the payment run, as well as the payment proposal which he schedules. In this step, it needs to be ensured that the AP accountant cannot directly scheduled the payment. In the second step, the AP Manager would see the payment proposal in the revised payment proposal application. He can review the payments to be made and release the payment in the manage automatic payments application. To enable such a process, specific settings need to be made in IAM. For further explanation on those settings, I now want to hand over to my colleague Jonas, who will explain you what you need to do in this area. Jonas over to you. Thanks Johannes and welcome from my side as well to this Microlearning. As Johannes has outlet already, we can control the authorizations of the respective roles in the IAM settings. There are two main entities with which we can customize a role in S/4HANA Public Cloud. First, the business catalogs to be seen here as an example with accounts payable invoices. And second, the restriction types here with work center, sales document type and country, region of bank for value help. The former can be assigned to a role and grant that the business role apps and the restriction types. The concept of restriction types is to grant authorization instead of denying them. their purpose is to control the business role's access with the authorization values in restriction fields on certain areas in your company are certain functionalities throughout the write, read and value help access. In our scenario, we will zoom in on one business catalog and one restriction type. The catalog is called accounts payable and receivable payments, which grants the user access to 9 apps and 38 restriction types. For our case, I'd like to shift your attention to the restriction type company code  / payments in the write, authorizations, which consists of the restriction field company code and automatic payment type. Here. The latter field is important. In this field, we can restrict the business roles access to maintain the payment type for which we have four options. 1 parameter 2 Proposal 3, payment and 4 payment order. For our case, I have prepared two different business roles, whereas one role, the AP accountant, has access to maintain the proposal and the other one, the AP Manager has access to payment. All other restricting fields are set to unrestricted. With these settings, we can ensure that the first role, the AP accountant can propose the payment and the second, the AP Manager can release the proposal and scheduled payments. With these settings, we can ensure that both roles have access to the same app with the same data, but with different write authorizations. This division of work creates a control mechanism where else the AP Manager is required to approve the steps that the AP accountant made. There's also the option to restrict the access to parameter and the AP manager role, which would require the AP accountant to set the parameter in the process. That would functionally resemble a workflow and creates not only a control mechanism, but rather a four eyes principle. With that, I would like to conclude this chapter on the IAM settings and handover back to Johannes who will show you the process with the two different roles and the system. Thanks for this explanation, Jonas, I would suggest that we now move into the system to display how this looks like during payment run execution. I am now logged onto the system as an AP accountant. We already have an open invoice in the system which we now want to pay through a payment run. Therefore, I will navigate to the manage automatic payments application to maintain the parameters of the payment run. My Microlearning will be identified by ML001. And I now want to schedule a payment for only one supplier for which I have created an open item. For further information, how to schedule a payment run please also have a look at the tutorials which are linked to their respective scope item for accounts payable J60. What is important for this purpose is what happens after I save my settings. Because this is the moment where I want to schedule a payment proposal. While trying to do this, we can already see that I'm only able to schedule a payment proposal. It is not possible to schedule the payment directly due to the settings that Jonas has made in IAM. Consequently, I will now scheduled the payment proposal to enable the AP Manager the revision and scheduling of the final payment. Now I am logged on as an AP Manager. The AP manager needs to revise the payment proposal before the payment can be scheduled. This can be done in the revise payments proposals application. In this application, you can see the proposal that was scheduled before. As an AP Manager, you might want to know more details about the line items to be paid. So we drill down to the item level from the payment proposal. On line item level specific supplier invoices can be edited by, for example, blocking or reallocating specific supply invoices. In our example, we are finished with the revision of our payment run. To schedule the final payment, we will go back to the manage automatic payments application. In here we can find already the proposals that we have just revised. We now click on the proposal and schedule the final payment. This concludes our demo. Back to the presentation. Let's summarize the key learnings. You have understood why it might be important to establish a control  process during payment run execution. Furthermore, you know how to adjust the relevant settings in the business roles to avoid the AP accountant from scheduling the payment run without the previous payment proposal step. For more knowledge on SAP S/4HANA Cloud, please check out the offering of openSAP courses and learning journeys on the respective websites. If you are interested in the payment approval workflow of the payment run. Please also take a look at the workflow for payment, approval, Microlearning. Thanks and goodbye.