MM WORK FLOW SCENARIOS X

Parking: Complete Invoices for Posting
(MM-IV-LIV)

Purpose

In Logistics Invoice Verification, you can park invoices, credit memos, subsequent debits, and subsequent credits in the Document Parking function. If different groups of processors are to park invoice documents and complete them for posting, you can implement this workflow.


All users that are authorized to complete parked documents for posting, receive a work item in their inbox. They can change parked documents using this work item. The work item appears in these employees’ inbox until the parked document has been completed for posting or the invoice document is completed for posting, deleted, or posted outside the workflow.


The workflow ends when a user in the group of processors who complete documents for posting does one of the following with the invoice document:

Saves it as complete
Deletes it
Posts it


Technical Implementation (MM-IV-LIV)

Object Types

Object technology is used to create the interface between the R/3 functions and the Workflow system. The information given below is primarily of a technical nature and is not necessary for an initial overview.
Incoming invoice

Object type Bus2081 (Incoming invoice)

Workflow Template

The actual operational procedure is implemented as a workflow template. You will find this workflow template in your R/3 System.
Workflow template: WS 20001003

Description:
Complete the Parked Log. IV Document Triggering Event for Workflow Template
The workflow template is triggered by the event IncomingInvoice.parked, if the invoice document is parked (parked status: RBKP-RBSTAT='A'), or if the invoice document that was complete for posting is changed and only parked afterwards.
This coupling between the event and the workflow template to be started is deactivated in the standard system.

If you want to use the workflow template, you have to activate it in Customizing for Logistics Invoice Verification.
For more information, see Preparation and Customizing (MM-IV-LIV) [Page 74].
User Roles Invoice documents that have been completed for posting are saved at the following organizational levels:

Processor Determination: Clerk Responsible for Completing Invoices for
Posting If you have already maintained an organizational unit, you can use it here.
If no organization unit is available, create an organizational unit that includes the people responsible for completing parked invoice documents for posting.
Link the organizational unit to the single-step task TS20000878:

By simple processor assignment
All users in the organizational unit receive the work item.

By defining a single role
Only selected users in the organizational unit receive the work item.


Preparation and Customizing (MM-IV-LIV)

Authorization Objects

You must have maintained authorization to change parked invoice documents (activity 77, M_RECH_WRK) for users who are to complete parked invoice documents for posting.
Several other specific customizing steps are necessary for this workflow template in addition to the general customizing that is necessary to make sure that the workflow system functions properly.

Performing Task-Specific Customizing

List here all the organizational management objects and classify the general tasks.
Activating Event-Receiver Linkage The event IncomingInvoice.parked (Invoice parked) for object type BUS2081 (Incoming invoice) is an event that triggers workflow template WS 20001003 and is entered in the event linkage table as such as the standard event.

This coupling between the event and the workflow template to be started is deactivated in the standard system. If you want to use the workflow template, you activate the linkage between the triggering event and the workflow template as receiver of the event in Customizing for Logistics Invoice Verification. (Logistics Invoice Verification _ Document Parking _ Activate Workflow Template for Document Completion.)



Link to the Application (MM-IV-LIV)

Use

The accounts payable clerk receives a work item in his or her inbox. He or she can change parked invoice documents using this work item.
For example, a parked invoice document still contains a balance. Once the invoice document has been changed, the balance should be zero and the system can post the invoice document if necessary.

If the invoice documents are also subject to a release procedure and you implement the workflow Release of Invoice Documents Completed for Posting, the accounts payable clerk should save the invoice documents as complete.
Parking: Release of Invoices Completed for Posting (MM-IV-LIV)

Purpose

You can use a workflow to control the process flow of document parking in Logistics Invoice Verification. You implement this workflow if invoice documents have to be approved by certain users before posting if they exceed certain release criteria.

During the release procedure, the person responsible for releasing the invoice document decides if it should be released. If he or she decides to release the document, it is first released in the background and then posted.

If he or she rejects the invoice document release, the document is forwarded with a memo containing the rejection reason to the accounts payable clerk responsible for completing documents for posting so that he or she can change it.
When the invoice document has been saved as complete and is subject to release, the person responsible for releasing it again receives a work item for processing in his or her inbox.

The workflow ends when the person responsible for releasing the invoice document does one of the following things:

Releases it
Posts it
Deletes it

Prerequisites

In the Implementation Guide (IMG) for Logistics Invoice Verification, you can specify for which company code, which vendors, which invoices, and above which amount a document is subject to release. In an invoice document that is completed for posting, the amount that is subject to release is based on the gross amount. (Logistics Invoice Verification _ Document Parking _ Define Release Criteria)


Technical Implementation (MM-IV-LIV)

Object Types

Object technology is used to create the interface between the R/3 functions and the Workflow system. The information given below is primarily of a technical nature and is not necessary for an initial overview.

Incoming invoice

Object type Bus2081 (Incoming invoice)

Workflow Template

The actual operational procedure is implemented as a workflow template. You will find this workflow template in your R/3 System.
Workflow template: WS 20001004
Description: Release the Completed Log. IV Document
Triggering Event for Workflow Template
The event for workflow template IncomingInvoice.CompletedToRelease is triggered if the parked document is complete for posting (RBKP-RBSTAT='B') and is subject to release (RBKPRFGKZ=' X').
This coupling between the event and the workflow template to be started is deactivated in the standard system. If you want to use the workflow template, you have to activate it in Customizing for Logistics Invoice Verification.
User Roles You complete parked invoices for posting and release them at the following organizational levels.
Processor Determination: Clerk Responsible for Releasing Invoices
If you have already maintained an organizational unit, you can use it here.
If no organization unit is available, create an organizational unit that includes the people responsible for releasing invoice documents that are complete for posting.
Use the organizational unit in Customizing for Logistics Invoice Verification in the activity for defining release criteria.

Processor Determination: Clerk Responsible for Completing Invoices for
Posting If you have already maintained an organizational unit, you can use it here.
If no organization unit is available, create an organizational unit that includes the people responsible for completing parked invoice documents for posting.
Link the organizational unit to the single-step task TS20000879:

By simple processor assignment

Technical Implementation (MM-IV-LIV)


All users in the organizational unit receive the work item.

By defining an individual role
Only selected users in the organizational unit receive the work item.


Preparation and Customizing (MM-IV-LIV)

Authorization Objects

You must have maintained the authorization to display invoices (activity 03,
M_RECH_WRK) for users who are responsible for releasing invoices.
You must have maintained authorization to change parked invoice documents (activity 77, M_RECH_WRK) for users who are to complete parked invoice documents for posting.
Several other specific customizing steps are necessary for this workflow template in addition to the general customizing that is necessary to make sure that the workflow system functions properly.

Performing Task-Specific Customizing

List here all the organizational management objects and classify the general tasks.
Activating Event-Receiver Linkage The event IncomingInvoice.CompletedToRelease (Invoice document completed for posting and subject to release) for object type BUS2081 (Incoming invoice) is an event that triggers workflow template WS 20001004 and is entered in the event linkage table as such as the standard event.

This coupling between the event and the workflow template to be started is deactivated in the standard system. If you want to use the workflow template, you activate the linkage between the triggering event and the workflow template as receiver of the event in Customizing for Logistics Invoice Verification. (Logistics Invoice Verification _ Document Parking _ Activate Workflow Template for Release for Posting.)


Link to the Application (MM-IV-LIV)

Use

The release of invoice documents that have been completed for posting is supported by a link to a workflow procedure.
Prerequisites

The event IncomingInvoice.CompletedToRelease must be triggered for an invoice (BUS2081) so that a release procedure is started. We recommend implementing this workflow together with the SAP workflow template WS20001003.
In Customizing for Logistics Invoice Verification, you maintain the activity Define Release Criteria under Document Parking.

Features

Release for Posting

In the release step, the person responsible for releasing the invoice document decides if it should be released. The system uses the virtual attribute ReleaseAgent for object type BUS2081 to determine the person responsible for releasing the document. The release criteria in Customizing for Logistics Invoice Verification are checked for this.

If the person responsible decides to release the document, it is first released in the background and then posted.

If he or she decided to reject the document, it is forwarded for further processing to the accounts payable clerk responsible for completing invoice documents for posting. The rejection reason should have been entered using the memo function.
Completing Invoices for Posting The accounts payable receives a work item in his or her inbox. In this work item, he or she can read the reason why the invoice document was rejected and change it.

If the accounts payable clerk parks the changed invoice document, saves it as complete, deletes it, or posts it, the workflow ends. It makes sense to save the invoice document as complete and therefore trigger the release workflow again, assuming that the invoice document is subject to release.
If the invoice document is parked, deleted, posted, or released in the background outside the workflow process, the workflow ends.