Automatic release of parked invoices in flexible workflow

[Pieter2]

Good day,

We currently have a requirement to only have supplier invoices without reference to a PO go for approval and all supplier invoices with reference to a PO should be released automatically. We thus activated the flexible workflow for supplier invoices scenario WS00800303 (Workflow for parked invoice as complete). We created a custom starting condition (Supplier invoices without PO) to start the workflow for invoices without POs and assigned the relevant users. This works fine.

The issue now is how can we enable the workflow to automatically release parked invoices that do have reference to a PO? We tried assigning the workflow user (SAP_WFRT) as the recipient user of the this condition but then the step gets stuck in approval as the SAP_WFRT user does not automatically release parked invoices.

[Clucking]

Hi,

Did you find a solution to this pretty old issue?

We have the same requirement.

Thanks.

Claus.

[garethd]

Hi Claus

Per note 3027140, the automatic release PO invoices is only available from SAP S/4HANA 2022 onwards.

We also had the same requirement and as a workaround, we have configured all invoices that do not relate to a PO to be blocked for payment via invoice verification config. We then implemented the flexible workflow for releasing blocked invoices. So the invoice will post, but cannot be paid until it is released via workflow. These invoices cannot be unblocked manually once the workflow is triggered.

Gareth

[mateuszadamus]

Hello PF Minnaar,

You should have a default Flexible Workflow scenario active. This default one should be the last in the list and is used to automatically approve all documents which are not handled by any scenarios earlier on the list.

If you don't have the default scenario then simply create a new scenario with only one step - approval of the document, do not set any conditions, place the scenario as the last one and activate it.

This way all documents not handled by earlier scenarios will be handled by this one and automatically approved.

Kind regards,

Mateusz

[raphaelwinter]

Hi Mateusz

We also have the default scenario delivered by SAP (Release blocked Invoice by Accounting Responsibles) as our last WF for supplier inv approval. But I would like to establish auto approval for invoices which were not covered with all previous WFs.

If I create my own WF scenario for auto approval, I need to add a recipient, who would that be if I would like to have it auto approved?

Is it allowed and best practice to change the SAP delivered WF?

Thanks

Raphael

[mateuszadamus]

Hi raphaelwinter

When I create a new approval step for a PO FWF Scenario I see the "Automatic Release of Purchase Order" type at the top of the definition. Do you not have it?

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I would refrain from changing the standard SAP workflows. If you really have to make a change then copy it to a Z*/Y* template and do it there.

Kind regards,
Mateusz

[raphaelwinter]

Yes, I have it as well for PO WF. But something comparable is not available for supplier invoice approval, is it? We use Hana Cloud.

Currently, I see no chance to 'auto-release or auto-approve' invoices which are blocked. Any other idea?

Raphael

[mateuszadamus]

Unfortunately, I'm not able to check. Two ideas though:

- What happens if there is no WF for the document? Is it auto-approved or ends up with an error?

- Assign the "auto-approval" to a user and create a job which will push the WF tasks assigned to this user.

Kind regards,
Mateusz

[Costi]

Hi,

Recipients should be "employee" like users. In the Workflow Step Configuration, is mentioned that:

"Ensure that all employees / users you want to assign as approver are currently employed in your company."

SAP_WFRT is a system type user. You should try with a dialog type user.

If you want to create an approver please check this link:

Creating Approvers

I hope this helps,

Kind regards,
Costi