SAP S/4HANA On premise 2021

Invoice Entry without Purchase Order with flexible workflow for supplier invoice

1 Manage Workflows for Supplier Invoices

App ID: F2873

With this app, you can configure workflows to optimize the approval process for supplier invoices. For example, a blocked invoice must be released for payment by one or more persons responsible. The app provides several options for determining the approver, such as the approval by the cost center responsible, but you can also assign specific users. If a workflow with one or more steps is activated and the configured start conditions are fulfilled, the approval process is initiated.

1.1 Key Features

This app provides the following key features:

 Choose the required workflow scenario. The following scenarios are available:

 Workflow for Blocked Invoice

 Workflow for Parked Invoice as Complete

 Add a new workflow or copy an existing workflow and modify it according to your requirements. You can configure the workflow as follows:

 Define properties such as a description and a validity period.

 In the tab Start Conditions, define start preconditions for the new workflow. These criteria must be fulfilled for the workflow to start. For example, you can define the following:

 The company code of the supplier invoice

Note

You can define only one company code in the start conditions. If you want to have more than one company code defined in the start conditions, you have to create a new workflow for each company code.

 The account assignment category that is used, for example, category Cost Center, or WBS Element

 The blocking reason, for example, quantity variance and price variance.

Note

If an invoice is approved by one or all the recipients from their work items, it is released for payment at the header level but in the item level the indicator for blocking reason remains set. If you want to delete the blocking reason, use the app Release Blocked Invoices.

 In the tab Step Sequence, add one or more workflow steps and assign recipients, step preconditions, and, if necessary, actions for the exception handling:

Workflow Step Configuration

 The Notifications tab is available if you maintain the corresponding email templates in the app Maintain Email Templates. In this tab, choose the workflow result and the email template and define the recipient. After the workflow is approved or rejected, the email is sent to the recipient automatically.

Note

If you have defined Rework Invoice as Required Action for the exception Rejected, an email is not sent in case of rejection, because there is no workflow completion.

 Activate or Deactivate a workflow

Once you have activated the workflow, you can copy, deactivate or delete it, but you can no longer edit and change it.

 Define the Order in which the start preconditions of existing workflows are checked

If you have defined several workflows, the start preconditions are checked in the order you have defined. As soon as the start preconditions for a workflow are met, this workflow is used. This ensures that only one workflow in the list of your defined workflows is started, even if several workflows have matching start conditions.

Ensure that a fallback workflow is activated

 If you use the workflow scenario Workflow for Blocked Invoice, you can use the workflow Release blocked Invoice by Accounting Responsibles delivered by SAP as a fallback option.

 If you use the workflow scenario Workflow for Parked Invoice as Complete, you can use the workflow Release Completed Invoice as a fallback option.

Recommendation

We recommend to define the fallback workflow as the last one in the order. So, it is started if none of the other workflows applies. You can also configure your own workflow that is to be used as a fallback option.

 Delete a workflow if it is no longer required

2 Editing Cost Centers

To edit a cost center validity period, click or tap it to view its settings, and then choose Edit, or, if the cost center is a draft only, you can start editing it right away.

In the editing mode, you can change most of the parameters for this cost center validity period, including its duration. However, please note the following:

 If the new time range you set for the validity period overlaps with another validity period that exists for the same cost center, it cannot be saved.

 If the new time range immediately precedes or immediately follows another validity period, while their other settings are the same, these two validity periods are merged into one when you save your changes.

 If the validity period has related transactional data, such as postings or references from other objects, its duration can only be extended or kept the same.

The Valid From date cannot be moved forward to a later date, only to an earlier date, and the Valid To date cannot be set to an earlier date, only to a later date.

 The fields you edit may behave differently, based on their time dependency settings. Some fields can be changed at any time and be applied to the existing validity periods, while others require new validity periods to be created. For more information, see Time-Based Fields.

 Some fields, such as Cost Center, Created On, and Created By, cannot be edited.

3 How to Configure the Flexible Workflow for Supplier Invoices

The flexible workflow allows you to define approval processes for supplier invoices according to your requirements. For an overview of the most important roles that are required to configure the flexible workflow and to define workflows for supplier invoices, see Flexible Workflow for Supplier Invoices.

To configure the flexible workflow for supplier invoices, you can use the apps shown in the interactive graphic below. The apps shown in blue fields are optional, the apps shown in gold fields are mandatory:

3.1 Optional: Custom Logic

Own Rules for Recipient Determination

If required, you can define your own rules for the determination of recipients.

What to do Create an implementation for the BAdI Determination of Workflow Agents for Supplier Invoice (MRM_WORKFLOW_AGENTS)

Note

 If a workflow contains several steps where the recipients are determined using a BAdI, you have to consider the preconditions associated with these steps in the BAdI implementation as well.

 The number of steps defined in the workflow configuration should be equal to or smaller than the number of approval levels defined in the BAdI implementation.

 If you need to prevent an authorization check when performing selects from CDS views in BAdIs, you can use the clause

Code Syntax



 WITH PRIVILEGED ACCESS

Where to do it In the app Custom Logic

More information  See the documentation for the BAdI and the implementation example (available in the app Custom Logic)

Own Preconditions

If required, you can define your own preconditions for the start of workflows and for workflow steps.

What to do Create implementations for the following BAdIs:

 Providing additional conditions for scenarios (SWF_WORKFLOW_CONDITION_DEF)

 Value evaluation of additional conditions for scenarios (SWF_WORKFLOW_CONDITION_EVAL)

Note

In the App Custom Logic, you define your enhancement implementation under Custom Logic. You can test your BAdI implementation under the Available Fields tab:

 is_sap_object_node_type: Enter the invoice number and the fiscal year in the corresponding fields (sont_key_part_1 and sont_key_part_2).

 it_parameter_value: Add and expand the Index fields. For the name “XBLNR” (reference document number), enter your corresponding value of the field.

 condition_id: Enter a value (the value must not be <1)

Choose Test, and check the value for the parameter cv_is_true.

Where to do it In the app Custom Logic

More information  See the documentation for the BAdIs and the implementation examples (available in the app Custom Logic).

Note

In both BAdIs, you need to specify the workflow scenario IDs as filters for your BAdI implementations. These IDs are:

 For the workflow for blocked invoices: WS00800251

 For the workflow for parked invoices as complete: WS00800303

Invoice Entry without Purchase Order

Purpose

In this activity, you enter a supplier invoice without reference to a purchase order. Payment is made in local currency or you can pay invoices in foreign currency. For example, for a German company, you can pay invoices in USD, and for the US, you can pay invoices in EUR.

Open Create Supplier Invoice (F0859). The Manage Supplier Invoices (F0859) view displays.

If the Data from Previous Invoice Entry Exist dialog box displays, choose No.

In the Basic Data section, enter the following data:

Transaction: Invoice

Invoicing Party: 12300001

Company Code: 1210

Gross Invoice Amount: 1000

Note If the entry is tax relevant, change the amount according to the tax rate.

Currency: For example, EUR

Invoice Date: <Today’s date>

Posting Date: <Today’s date>

Reference: <any>

In the G/L Account Items section, choose Add.

Make the following entries:

Debit/Credit: Debit

G/L Account: For example,61061000

Amount 1000

Item text: <any text>

In the G/L Account Items, choose Show Details to expand the selection.

Make the following entries:

Cost Center: <Any cost center>

If the General Ledger account is tax relevant, in the Tax section, enter Tax Date and any other mandatory fields.

Payment section:

Baseline Payment Dte: <enter today’s date>

Choose Post.

Note The supplier invoice number generated is a logistics document number. To find or review the finance document number (Journal Entry), see the Invoice Payment Preparation > View Supplier Line Items task.

The Success dialog box displays, showing the document numbers created.

Note To display the FI document, choose the invoice number when the success prompt is displayed. The Supplier Invoice app is launched; choose the Journal Entries button. The Display Process Flow – Accounts Payable app is launched. The document flow and the accounting entry are displayed, showing the various possible documents in the flow such as Purchasing, Receiving, Invoicing, Accounting, and Clearing. The first two steps are only relevant if the invoice is posted against a purchase order.

4 Supplier Invoices List

for Accounts Payable Accountant – Procurement

With this app you can search for supplier invoices and use the search result as a supplier invoice worklist that allows you to display the detail data. The supplier invoices have been created with or without using the Business Network. For example, you can display a list of blocked supplier invoices and release or reverse them.

SWIA

Result

SWIA