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_ISPSFM_N_WOROLBU - Role Definition: Preposted Budget in FM Budgeting
ABAP Short Reference General Data in Customer MasterThis documentation is copyright by SAP AG.
The following workflow templates are available in the budget control system (BCS) for a budget application, which involves preposting budget:
- WS12300025
- WS12300026
- WS71700018
- WS71700021
The first two workflow templates only allow a budget application to be displayed, whereas the last two also allow the preposted 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 preposted:
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.
- In the workflow templates WS12300025 and WS71700018, the person who sent the application is simply informed about the rejection by mail.
- 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.
You activate the workflow template in the Workflow Builder (transaction SWDD).
Enter the workflow template, choose Enter and then Basic
Data. Choose the tab Version-Independent (task) and check that the following entries exist on the Start Events tab:
| Object category | BO |
| Object type | BUS0050 |
| Event | PREPOSTEDDOCCREATED |
The data flow for the event and workflow must be defined as follows:
| Event | Workflow |
|---|---|
| &_EVT_OBJECT& | &BUS0050& |
| &_EVT_CREATOR& | &_WF_INITIATOR& |
Make this entries yourself if necessary and activate the workflow template by selecting the column active. The workflow template is active if a green traffic light appears in the column.
Role definition for preposting budget in the budget control system is used in the workflow templates for the following standard tasks:
- 12300025 decision about preposted budget
- 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.
Proceed as follows:
- From the SAP Menu choose Tools -> ABAP Workbench -> Development -> SAP Business Workflow -> Definition Tools -> Tasks/Task Groups -> Change (transaction PFTC_CHG).
- Enter the corresponding standard task and select Change. If the system settings do not allow changes to be made, choose Display Object.
- Choose Additional Data -> Processor Assignment -> Maintain and assign the relevant processor to the standard task.
Note that you can also assign processors in the Workflow Builder (transaction SWDD):
- Select the workflow required and display it.
- Select the corresponding step from the navigation area.
- You can change the processor assignment for the corresponding standard task on the Control tab.
Standard Settings
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.
Role Definition
The rule 12300004 (with the function module FMBCS_WF_ROLE_BUDGET) only includes entries in the role definition for the document class BCSBU, document type 910 and the activity 01 (approve).
In the role definition, you can decide which processor is responsible for the approval using the account assignment in the posting and the amount. Before you create the actual role definition, create account assignment groups and amount groups. Having done so, in the role determination, assign a fiscal year and the activity 01 (approve) for the various amount and account assignment groups, organizational units, jobs and positions in your FM area. You can assign these elements to users in the organizational structure.
All line items in an entry document are used for role definition. Only users that are determined in each line item using role definition receive the budget application in their inbox.
You have activated an entry document type for the approval procedure by selecting the Workflow indicator workflow for the document type.
An entry document has two line items
User A and user B are determined as possible processors for the first line item.
User A and user C are determined as possible processors for the second line item.
- Role determination in the standard system (rule 12300004):
- Only user A receives the budget application in their inbox.
- Modified role determination (customer-specific rule):
- Users A, B and C receive the budget application in their inbox.
If the document is rejected by one of the possible users in an approval level, the document is rejected and the approval procedure is terminated. The employee who preposted the rejected budget is informed about the rejection by the workflow. This is done by mail in the workflow templates 12300025 and WS71700018. In the workflow templates 12300026 und WS71700021, the user can create a new document using the rejected document.
Note that a budget entry document that is found in an approval procedure cannot be processed in the budgeting workbench (transaction FMBB). This type of document can only be posted or reset using a workflow or in the mass transaction FMBUD_APP.
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This documentation is copyright by SAP AG.
Length: 9196 Date: 20240523 Time: 164609 sap01-206 ( 146 ms )
