SAP PSM-BCS: Workflow Configuration of Multi-Level Budget Approval Process on S/4 HANA

BCS – Workflow Configuration of Multi-Level Budget Approval Process on S/4 HANA

Devrim DER?C?,

SAP Financials Solution Expert – Revola Consulting, 02.07.2023

[email protected]

The budget control system (BCS) only works with a predefined budget approval procedure. This means that a processor can only enter a request for budget in the system in which the request can be approved by a superior employee.

You can control the approval procedure using a workflow connection. Budget requests and budget approvals are automatically distributed by the mail system. You can specify whether the approval procedure should be controlled using workflow when you create an entry document.

This documents will help you to;

• understand the basics of SAP Workflow and SAP standard BCS Workflow Templates
• learn the customizing steps of multi level budget approval process
• learn how to activate, test and monitor the BCS budget approval workflow process.

SAP BCS Workflow Templates

The following workflow templates are available in the Budget Control System (BCS) for a budget application, which involves pre-posting budget:

o??WS12300025

o??WS12300026

o??WS71700018

o??WS71700021

The first two workflow templates only allow a budget application to be displayed, whereas the last two also allow the pre-posted budget document to be modified.

If you activate one of these workflow templates, the following approval procedure is started when a budget entry document is pre-posted.

Control Approval Procedure Using Entry Document Type

You can control the approval procedure for the workflow using the entry document type. You can then define whether a document type is activated for the workflow in the Customizing activity Define Entry Document Type.

This means you can define whether preposted budget should be processed further using a workflow when you enter budget documents.

Process

The user determined by the role definition receives the preposted budget for approval. If this budget application is accepted, the document is posted. The person who sent the application is informed about the approval by e-mail. This procedure is identical in both workflow templates.

If the application is rejected, the procedure is not identical in the workflow templates.

o??In the workflow templates WS12300025 and WS71700018, the person who sent the application is simply informed about the rejection by mail.

o??In the workflow templates WS12300026 and WS71700021, the person who sent the application is requested by mail to start the preposting of the budget document again.?The rejected document can be used as a template for this.

A budget application can also be modified in the workflow templates WS71700018 and WS71700021. Following any change, the application is subject to a new approval procedure.

Role definition for preposting budget in the budget control system is used in the workflow templates for the following standard tasks:

o??12300025 decision about preposted budget

Workflow Builder (TCODE: SWDD)

You activate the workflow template in the Workflow Builder.

Fill in the workflow field with WS12300025

Press the “hat” (Basic Data) icon

Click on the “Active” icon in Start Event tab.

Object category:?????BO

Object type:????????? BUS0050

Event:??????????????? PREPOSTEDDOCCREATED

Save and exit.

Maintain Tasks (TCODE: PFTC)

Decision about budget (Approve or Reject) task is TS12300025

Press Display

Select Additional Data > Agent Assignment > Maintain from the Menu bar

Add Agents for the task

Note: You can add position, SAP User or any other HR object to the task as follows:

Role definition for preposting budget in the budget control system is used in the workflow templates for the following standard tasks:

o??12300025 decision about preposted budget

o??71700008 approve BCS document

The role definition only restricts the possible processors of a standard task. To use the workflow, you must therefore assign the possible processors to the standard tasks in the workflow template that require dialog with a user. In the case of the workflow template WS12300025, you need to maintain the processor assignment for the standard task TS12300025. In the case of the workflow template WS12300026, you need to make the corresponding assignment for the standard tasks TS12300025 and TS12300027.

The workflow templates WS71700018 and WS71700021 require a processor assignment for other standard tasks. (Check the customizing notes on related SPRO step)

Maintain of Role Definitions (SPRO)

IMG (SPRO) > Public Sector Management > Funds Management Government > Workflow > Role Definitions

Stipulate Document Classes

You create document classes in this step. In a further step, you assign the system-defined document categories to document classes.

A document class can group together several document categories. Role definition for these document categories will take place together.

You need different document classes if you want to have different role definitions apply for individual document categories.

Assignment of Document Category to Document Class

You assign the document classes to the document categories defined by the system in this step.

Define FM Assignment Groups:

You define FM account assignment groups for an FM area and fiscal year in this step. The account assignment elements commitment item, funds center and fund are grouped together in this way.

You need these groups for role definition in a another step. There, by defining a FM account assignment group, you determine which employee-dependent on the account assignment – is allowed to process a document (for example approve or reject).

In this step, you can define more than one FM role to diversify the approval authorities according to budget objects for each year.

Define Amount Groups for FM Role Definition

You define amount groups for an FM area in this step. This groups amount intervals together.

You require these groups for role definition in another step. There, by defining an amount group, you determine which employee is allowed to process a document dependent on the amount (for example, approve or reject).

Define FM Role Definitions

In this step, you define the actual role definition. You define the processor of a work item: For each workflow level, document class, activity, FM area, fiscal year, FM account assignment group and amount group.

The processor identification consists of:

o??Object type

???You can use the organizational unit, job, and position objects as object types.

o??Processor ID

???You can use the existing organizational units, jobs, and position as a processor ID.

IMPORTANT:

SAP delivers two approval levels in the standard system for preposting budget entry documents. Note that when you define role determination, you must maintain two approval levels (WF levels 1 and 2), if you are using one of the standard workflow templates. If no processor is found for a budget application using the role definition, the workflow item has the status Incorrect.

If you only use the standard as a template and copy it, you can increase or decrease the number of approval levels by changing the initial value of the work flow container element l_counter_max. Note that if you increase the number of steps, you also have to maintain the role definition.

EXAMPLE

Preposting Budget Entry Document

The budget requesting department fills the budget entry document and saves it as pre-posted document.

Fill in the budget entry and click on Prepost button. The document created.

Approval or Reject of Budget Request Document:

The budget request document is e-mailed to the budget approval authority according to the approval hierarchy customized in the system. The person can reach the workflow documents via SAP Business Work Place (TCODE: SBWP)

You can doble click on the workflow object to view and decide to approve or reject the budget request.

Tracing of Workflow Objects

You can check, whether events are created correctly and an receiver was maintained correctly in the type linkage.

Swithing The Trace Event (TCODE: SWELS)

If the workflow works successfully the Name of Receiver Type is filled with related workflow object.

Displaying Work Items (TCODE: SWI1)

You can analyze the workflow items and check for any errors.

Best regards,

Devrim DER?C?, Revola Consulting, Türkiye

https://www.dhirubhai.net/in/dderici

[email protected]