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.
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
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.
Choose – Add
You can add many preconditions as shown below
Step Sequence: Click Add
User: You can assign multiple user ID
You can add further condition if you wish.
Now Click Activate
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.
Click + sign
Click + sign
Put detail and click on Detail (Yellow marked)
Fill other details like cost center etc.
Click – Apply
Click – Order (it will generate purchase order)
Step 2: Approve Purchase Order (Inbox-All Items)
Approve the PO
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)
Step 3: Goods Receipt with Post Goods Receipt for Purchase Order App
Step 4: Display Material Document with Material Document Overview App
You can also take print out of GR Document
Item –> Detail
Accounting Document Overview
Click Manage Journal Entries
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)
Check –> Simulate –> Post
Note: Invoice reduction functionality is like On-Premise, here also system one material document and two accounting documents.