Flexible Workflow for Supplier Invoice Approval in S/4HANA

📘Comprehensive Guide: Flexible Workflow for Supplier Invoice Approval in S/4HANA

Welcome to your practical guide for understanding, configuring, and testing the flexible workflow for supplier invoices in SAP S/4HANA Cloud. This document is designed for all users—from End Users (“Dummies”) who need to understand the process, to Key Users and Consultants responsible for building and configuring the system.

We will transform the technical activation steps from your document into a full, end-to-end business process, complete with concepts, configuration, and a real-world test plan.

1. 💡Concepts: What is Flexible Workflow? (For End Users)

Before we configure anything, let’s understand the “what” and “why.”

What is it?

The Flexible Workflow is the modern SAP S/4HANA method for managing approval processes. Think of it as a smart, digital approval form. Instead of emailing your manager a PDF to sign, the system does it for you.

When a supplier invoice is created, the system checks a set of rules (e.g., “Is the amount over $1,000?” or “Is it for a specific cost center?”). If a rule is met, the workflow automatically sends an approval task to the correct person.

Why use it?

It replaces old, rigid approval processes. The “flexible” part means that Key Users can easily change the approval rules (like the approver or the amount) directly in a Fiori app, without needing a developer.

The End-to-End Process:

1. Enter Invoice: An Accounts Payable (AP) Accountant posts a supplier invoice.
2. Trigger Workflow: The system sees the invoice amount is over $1,000 and automatically blocks it for payment. It sends an approval task to the designated Purchasing Manager.
3. Approve from Inbox: The Purchasing Manager logs in and sees a new item in their My Inbox app. They review the invoice details and click “Approve.”
4. Release Invoice: The system automatically removes the payment block. The invoice is now ready to be paid in the next payment run.

1. 🛠️ Configuration Guide (For Key Users & Consultants)

This section details the “how-to” build the process. It’s broken into two parts: activating the feature (from your document) and defining the rules.

Part A: How to Activate Flexible Workflow for Supplier Invoices

This is the foundational step that turns the feature on for your S/4HANA Cloud system. This is done in the Manage Your Solution or Central Business Configuration (CBC) environment1.

Prerequisite: You must be logged in with the Configuration Expert – Business Process Configuration role2.

Step-by-Step Procedure:

1. Navigate to Configuration:
• Log on to the SAP Fiori Launchpad3.
• Open the Manage Your Solution (F1241) app4.
• Click Configure Your Solution5.
2. Find the Configuration Step:
• In the search bar, type Activate Flexible Workflow for Supplier Invoice6.
• The system will find the configuration item. Click on it.
• On the right-hand side, click Configure to proceed7.
3. Set Activation Parameters:
• The system displays the Change View “Activate Flexible Workflow for Supplier Invoices”: Detail screen8.
• To enable the workflow for invoices, you must select the following checkboxes:
• Payment Block: Flexible Workflow is Active 9
• Release Completed Invoice: Flexible Workflow is Active 10
4. (Optional) You can also select Check Authorizations for Flexible Workflow Steps if you need an extra authorization check during the approval process11.
5. Save Your Changes:
• Click the Save button12.
• The system will prompt you for a customizing request. Assign it to your transport request to save the configuration13.

Result: You have now activated the scenario-based workflow for supplier invoices14. The system is ready to use the workflow, but first, we must tell it who approves what.

Part B: How to Define the Workflow Rules

Activation is the “on switch.” Now we define the rules in the Manage Workflows app.

Prerequisite: You need the Business Process Specialist role.

1. Open the App: From the Fiori Launchpad, open the Manage Workflows app.
2. Select the Scenario: The app asks what process you want to manage. Select “Workflow for Blocked Invoice” (as seen in your document’s final screenshot 15) or “Workflow for Parked Invoice,” depending on your business process.
3. Create New Workflow:
• Click the Create button.
• Name: Give it a clear name, for example, “Invoice Approval > 1000 EUR”.
• Validity: Set the start and end dates.
4. Define Preconditions (The “When”):
• This is the trigger. Under the “Start Conditions” section, define when this workflow should activate.
• Example:
• Click Add.
• Select Total gross amount in company code currency is greater than 1,000 EUR.
5. You can add more conditions, such as “Company Code is 1000” or “Invoice is Manually Blocked.”
6. Define Steps (The “Who”):
• This is the approval chain.
• Click Add in the “Step Sequence” section.
• Name: “Manager Approval.”
• Type: “Release of Blocked Invoice.”
• Recipients: This is who gets the task in their My Inbox.
• Assignment By: Role
• Role: Manager (This will send it to the manager of the person who created the invoice).
• Alternatively, you can assign it to a specific person (User) or team.
7. Exception Handling (Optional): Define what happens if the approver rejects the invoice (e.g., “Send back to AP Accountant for Rework”).
8. Activate the Workflow:
• Click Save.
• Click Activate.

Result: You now have a live workflow. Any supplier invoice over 1,000 EUR will be blocked and sent to the creator’s manager for approval.

1. 🧪 End-to-End Business Case & Test Plan

Now let’s test our complete setup with a real-world business case.

Business Case: Approving a High-Value Supplier Invoice

• Objective: Test the newly activated workflow. An AP Accountant will enter an invoice for $5,000 (which is > $1,000). This must be approved by a Purchasing Manager before it can be paid.
• Roles for Test:

• User 1: Accounts Payable Accountant
• User 2: Purchasing Manager (The Approver)

• Purchase Order: We will use a PO from our previous procurement guides (e.g., PO 4500080029).
• Vendor: 3678 (VALOIS SAS)
• Invoice Amount: $5,000 (Any value that meets your workflow precondition)

Test Procedure: Step-by-Step

1. Conclusion

You have successfully completed the end-to-end process for activating and using the Flexible Workflow for Supplier Invoices.

By following this guide, you have:

1. Understood the business value of the Flexible Workflow.
2. Configured the S/4HANA Cloud system to activate the feature using the Manage Your Solution app 16.
3. Defined custom approval rules using the Manage Workflows app.
4. Executed a realistic test plan, proving that the workflow correctly triggers, sends an item to the My Inbox, and releases the invoice for payment upon approval.

Activate Flexible Workflow for Supplier Invoice in @SAP CLOUD

Context

In this procedure, you activate flexible workflow for supplier invoice.

If you want to use the flexible workflow to approve the supplier invoice, you have to process the step: Activate Flexible Workflow for Supplier Invoice.

Procedure

Depending on your configuration environment for SAP S/4HANA Cloud, choose one of the following options:

Configure Your Solution:

Log on to the SAP Fiori launchpad as a Configuration Expert – Business Process Configuration.

The SAP Fiori Launchpad displays.

Open Manage Your Solution (F1241) .          

The Manage Your Solution screen displays.

Choose Configure Your Solution.    

The Configure Your Solution screen displays.

Search Activate Flexible Workflow for Supplier Invoice, choose configuration with name Incoming Invoice from search result, then choose Configure on the right of configuration steps with name Activate Flexible Workflow for Supplier Invoices.       

The Change View “Activate Flexible Workflow for Supplier Invoices”: Detail screen displays.

Select checkbox Payment Block: Flexible Workflow is Active,

Select checkbox Release Completed Invoice: Flexible Workflow is Active

Select checkbox Check Authorizations for Flexible Workflow Steps (Optional)

Choose Save.

Note You may be asked to enter a customizing request number, either choose your own customizing request or create a new one, then choose Continue. 

Result

The Scenario based workflow is activated for Supplier Invoices.

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