Work Flow Scenarios in Material Management of SAP ABAP Part Five

A purchase requisition can be released by various users, who must all be identified in Customizing for SAP Business Workflow. They can also be assigned to various organizational units. Organizational units are a means of subdividing an enterprise according to various business criteria (for example, most enterprises are made up of different departments).The following organizational units, positions, and holders of the positions have been defined.

Org. unit Position Position holder
Production and Sales, USA Sales manager SEAGOON
Executive Board, USA Board member HUBBARD
Define your organizational structure via the Customizing activity (Basis Components _
Business-Management _ SAP Business Workflow) _ Edit Organizational Plan.

Performing Task-Specific Customizing (MM-PUR-REQ)

Here you list all organization management objects that are generally allowed to effect releases with workflow-relevant release codes (e.g. jobs or positions) and classify the general tasks.The task TS00007986 (Release Purchase Requisition) is linked with the positions Sales Manager and Board Member. The tasks TS00008014 (Release of Requisition Refused) and TS00008018 (Requisition Release Effected) are classified as general tasks.


1. Perform the customizing activity (Basis _ Business Management _ SAP Business Workflow _ Perform Task-Specific Customizing).
2. Then, under Materials Management _ Purchasing, choose the activity Assign Tasks to Agent (Processor).
3. Assign the tasks Release Purchase Requisition to the processors (“agents”) who release requisitions via workflow in your enterprise (via Agent Assignment _ Create).
4. Classify the tasks Requisition Release Refused, and Requisition Release Effected as general tasks via Edit _ Attributes.

Activating Event-Receiver Linkage (MM-PUR-REQ)

The event ReleaseStepCreated for the relevant object types is the triggering event for the workflow and is entered in the event linkage table as such in the standard system. For the workflow to actually be started, the linkage between the triggering event and the workflow as receiver of the event must be activated in Customizing for SAP Business Workflow.


1. Perform the customizing activity (Basis _ Business Management _ SAP Business Workflow _ Perform Task-Specific Customizing).
2. Activate event linkage for the workflow (Materials Management _ Purchasing _Purchase Requisitions _ Activate Event Linkage).
(Alternatively, you can activate event-receiver linkage by processing the workflow directly.)

Application-Specific Customizing (MM-PUR-REQ)

In Customizing for Purchasing, you define:
Which release codes are relevant to workflow
Who may effect release with which code. This assignment is plant-dependent. You have the option of defining either a direct or an indirect user assignment:

You enter a user name directly.


You enter a job or a position, for example. At run time, the system then determines the processing staff member responsible.Take care to ensure that this assignment is compatible with the processor assignment in Task-Specific Customizing for SAP Business Workflow. If, you enter a user, for example, the latter must also be the holder of a position in Task-Specific Customizing. If you enter a position, precisely this position must also be defined in Task-Specific Customizing and have users assigned to it.You can implement an enhancement (user exit M06B0001) for a release code if you wish to have a different role resolution than the one defined in the standard system.

The release codes EX and KY are workflow-relevant.
Release codes EX (Executive Board) and KY (Sales Manager) are assigned to
the object type User and have the processor IDs HUBBARD and SEAGOON
assigned to them respectively.

You make these settings via the Customizing activity (Purchasing _ Purchase Requisition _ Release Procedure _) Procedure with Classification. For more detailed information, refer to the Implementation Guide (IMG).

Operation/Link to Appl. Functionality (MM-PUR-REQ)

The following description is based on the assumption that a purchase requisition is created that is subject to the release strategy KF.

Create Purchase Requisition

A user creates a purchase requisition via Logistics _ Materials management _ Purchasing _ Requisition _ Create. This requisition fulfills the conditions of release strategy KF. Saving results in the creation of an object of the type Purchase requisition.

Working Through the Release Strategy T1

The requisition item must be released via the release codes T1 or T2 and then with KY. The users who effect release with release codes T1 or T2 can process the requisition item via Logistics _ Materials management _ Purchasing _ Purchase requisition __Release _ Individual release, for example.

Generate event The workflow-triggering event ReleaseStepCreated is created automatically once release has been effected with release code T1 or T2.In the event parameter container, you will find the user name of the requisition creator (in the element _EVT_Creator), the reference to the purchase requisition (in the element _EVT_Object) and the release code KY (in the element ReleaseCode).

Release requisition item The user to whom release code KY and the position Sales Manager has been assigned (SEAGOON), finds a work item representing the standard task Release purchase requisition in his SAP Business Workplace inbox. Processing this work item makes possible the release or refusal of the requisition item.You can access the SAP Business Workplace via Menu _ Business Workplace.

Releasing External Purchasing Docs. (MM-PUR-GF)

Release procedures are necessary, for example, if an external purchasing document exceeds a certain value and is subject to approval by a person’s superiors. It is advisable to define different release strategies for certain order types, purchasing organizations, or purchasing groups.Each individual involved in the release procedure signifies approval with his or her release code using a release transaction. Once effected, a release can also be cancelled with the same code (that is to say, the original status is reinstated).

The system can be set up in such a way that a person authorized to release purchase requisitions but whose daily duties primarily involve other tasks is advised via workflow when such a document is awaiting release. That is to say, this person sees a work item in his or her SAP Business Workplace inbox, which can be processed directly from within the inbox. When the item is processed, the release transaction is automatically invoked and the document awaiting approval is offered for release. The individuals who have been informed via workflow that a document is awaiting release thus need to know neither the transaction name (or menu path) nor their release code.An individual workflow is started for each release step (i.e. for each release code).

Technical Realization (MM-PUR-GF)

Object Types Used

Object technology is used to create the interface between the SAP functionality and the Workflow system. The information given below is primarily of a technical nature and is not necessary for an initial overview.

Object Types: Release (MM-PUR-GF)


The tasks provided by SAP as single-step tasks describe basic business activities from an organizational point of view. A single-step task relates to a single object method (= technical link to SAP functionality) in each case, and is linked to its organizationally possible processors.



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