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Flexible Workflow for Purchase Order and PO to Invoicing Process in S/4HANA Cloud

Purpose

In this blog we would see how to build a flexible workflow for purchase order in S/4HANA Cloud. Further we would also see purchase order to supplier invoicing process.

Flexible workflow for purchase order

Step1: Activate Flexible Workflow for Purchase Orders

Make settings that are relevant for working with purchase orders.

Use

When working with purchase orders you can, for example, use the flexible workflow, enabling you to optimize the approval process. The flexible workflow allows you to use either the automatic, one-step, or even multi-step approval. It is available for purchase orders.

You can also maintain the shipping data for plants. You must assign a customer number to the plant to be able to use the plant in stock transfer processing.

In this process you activate workflow against your purchase order document type. We will activate against document type NB.

Manage your Solution App –> Configure Your Solution –> Purchase order processing

Configure – Activate Flexible Workflow for Purchase Orders

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Select your Purchase Order Type and Select against Scenario Based Workflow and after just save it.

Step 2: Manage Workflows for Purchase Orders

In this step, you configure your release conditions for Purchase Order Approval.

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Choose – Add

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You can add many preconditions as shown below

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Step Sequence: Click Add

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Role

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User: You can assign multiple user ID

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You can add further condition if you wish.

Click Add

Click Save

Now Click Activate

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Now You have successfully created and activated workflow

Purchase order to Supplier Invoice Process

Step 1: Create Purchase Order (with Manage Purchase Order App)

You can create PO in any currency system will automatically convert amount into workflow managed currency based on maintained exchange rate.

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Click + sign

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Item

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Click + sign

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Put detail and click on Detail (Yellow marked)

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Fill other details like cost center etc.

Click – Apply

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Click – Order (it will generate purchase order)

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Step 2: Approve Purchase Order (Inbox-All Items)

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Approve the PO

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Submit

Note1: You can also Forward Approval process to someone else (Forward) and you can also Reserve approval process in case there are multiple approvers for the same item (Claim)

Substitute Approver (to manage things in your absence)

Path: My Inbox -All Items App –> Me Area –> Manage My Substitutes –> Add New Substitute (You can do so for Planned or Unplanned)

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Step 3: Goods Receipt with Post Goods Receipt for Purchase Order App

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Items

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Post

Step 4: Display Material Document with Material Document Overview App

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You can also take print out of GR Document

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Item –> Detail

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Accounting Document Overview

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Click Manage Journal Entries

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Step 5: Invoice Verification with Create Supplier Invoice App

In this process, you create the supplier invoice with PO/GR relation. You have two options to create the supplier invoice:

Choose Option A: Create Supplier Invoice with PO/GR relation.

Choose Option B: Create Supplier Invoice with PO/GR relation (with Invoice Reduction)

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Check –> Simulate –> Post

Note: Invoice reduction functionality is like On-Premise, here also system one material document and two accounting documents.

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