Payment Release Process (2 and 3 level approval)

Dear everyone,
We are looking for documentation related for Payment Release Procees on FI-AP
This process is linked to Workflow.
I only get this manuals, but these are oriented to only one level of approval
http://help.sap.com/printdocu/core/Print46c/en/data/pdf/FIBP/FI-AP-AP-RP.pdf
Payment Release Process - ERP Financials - SCN Wiki
We need a clear procedure for two or three levels of approval
Many Thanks for your help!

By testing, we found that each level of approval is linked to a differente subworkflow
(by display the IMG documentation it is suggested the right one for each level
Thanks anyway

Similar Messages

Why Template, request and operation level approval from 11g?

Hi All,
I''m very new to OIM 11g and could not understand the logic behind having three categories of approval workflow, sucn as Template, operational and request level approvals? In 10 g, on the contrary, we can achieve multiple level approval using one approval process against a resource object. Having said that, i think we can also achieve a multi level approval in one BPEL process using the serial or parallel type of approval. So, a single approval process, say request level approval process can be configured to catered to multiple level of approvals. If this is the case, i could not figure out the reason behind the availability of 2 further categories template and request level approval. Can anyone please shed light on the actual usage with a context and also render reference to a 10 g functionality for these approval categories.
Thanks,
Srini

Request Level & Operation Level :
Re: Difference requestlevel and operational level
Template Level : It is also same as Request Level where you can reject the complete request in one shot. In latest version of OIM i.e. OIM 11g R2, you won't find this Approval Level.

Header and item level approval using N level BADI

Hi Experts,
I beleive we can use either header level or item level approval workflow (WS14000133 and WS14500015) using N Approval-BADI. Please advise what information approval will be able to see if we will be using WS14000133 (Header level approval). Can he see all line item information or header level only.
Regards,
Kamal

In SRM the same BADI is used for SC, PO, Invoice and others as well.. If you see the example implementation provided by SAP, you can see the use of CASE statement with different Business Objects and code under it.
Irrespective of the Header level or Item level approval workflow the same BADI has to be implemented.
The difference between Header and Item Level approval is
1) In Header level, approval or rejection is done for the whole cart (there can be 1 item or multiple items).
Approver will be able to see all the items in the cart.
2) In Item level, approval or rejection is done for each and every line item. here is an example ---
Line item 1 has Cost Center as Account Assignment Category and has to be approved by Users A and B.
Line item 2 has Internal Order as Account Assignment Category and has to be approved by Users C and D.
Item 1 goes to user A and once approved, it goes to B. they will not be able to approve or reject item 2. but we can restrict user A and B to see item 2 or not by setting a flag..
Item 2 goes to user C and once approved, it goes to D. they will not be able to approve or reject item 1. but we can restrict user C and D to see item 1 or not by setting a flag..
The SC will get released only after all the items are approved.
For Header Level approval, you need to fill the APPROVAL_TABLE.
For Item Level approval, you need to make use of APPROVAL_TABLE, ITEM_APPROVAL_TABLE and ITEM_APPROVAL_OBJ.
Examples provided by SAP might give you an idea how to code for Header and Item Level.
Hope this gives you some information .....
Regards,
PR.
Edited by: PR on Nov 25, 2008 10:50 PM

PR release workflow - issue in mulitple level approval

Hi Experts,
I have developed a new workflow for PR release strategy.
Business object: BUS2105 ( Purchase Requistion )
Triggerring event: ReleaseStepCreated
Step1: Workflow started ( Releasestepcreated)
Step2: Approve PR ( Agent1)
Step2a
If yes --> Released to next level (Agent 2 )
Step2b
If No --> Rejected and notified initiator
If Yes --> Notify intiator and exit
Step3b.
If no --> based on next release code and release
group get the next level agent and go to
step2
Step4: Workflow ends.
Issue:
For single step PR release, workflow is working fine.
When PR created with multiple level release, a workflow triggers and notifies the 1st level agent, when the agent releases the PR at 1st level and saves it , workflow is not proceeds to further steps to find the next level agent.
Here i am using the FM to fetch the approvers and assigning the same for release codes.
Please guide me...

Hi
''workflow is not proceeds to further steps''... do you mean that RELEASESTEPCREATED event is not triggered for next step ?
you can check this in SWEL that whether event is getting triggered after first release.
If yes then the issue is in configuration of release strategy where for all release code you need to mark workflow parameter 1.

Different payment term at header and item level

Hi,
In sales order(VA03) we r getting different payment term for header and item.
Eg: For header we get MZ30 and for item level MZ60.
It's only for a particular material. I have been asked to find out why? Any thoughts?
Thanks in advance
Chesat

Hi Lakshmi,
Where do we maintain this entry to reflect this change.

Agent problem in Payment Release Workflow - SPRO

Hi FI PRof's,
I am using the standard workflow WS00400012 for Payment Release.I am using two level approval process.If the invoice amount is less than 20,000 it should goto approver X and if it more than that it should do for X first and then to Y.
I have assigned the agents in SPRO Customizing as follows :
WF Variant - 2000 Approval path - 0001 Level - 1 R.Amt - 10,000 Agent - X
WF Variant - 2000 Approval path - 0001 Level - 2 R.Amt - 999999... Agent - Y
I am using the standard rule 00400125 for agent asssignment.
My Problem for single level release the agent is found(X) and WF is fine.
But while two level release the responsible agent is not found..What could be the problem. Am I missing any thing in Customization.
Rgds

Hi,
You had any response about this problem or able to solve it?
I'm having the same current problems and have not found a solution!
Regards!
Ariel Prebianca

Agent problem in Payment Release Workflow

Hi WF PRof's,
I am using the standard workflow WS00400012 for Payment Release.I am using two level approval process.If the invoice amount is less than 20,000 it should goto approver X and if it more than that it should do for X first and then to Y.
I have assigned the agents in SPRO Customizing as follows :
WF Variant - 2000 Approval path - 0001 Level - 1 R.Amt - 10,000 Agent - X
WF Variant - 2000 Approval path - 0001 Level - 2 R.Amt - 999999... Agent - Y
I am using the standard rule 00400125 for agent asssignment.
My Problem for single level release the agent is found(X) and WF is fine.
But while two level release the responsible agent is not found..What could be the problem. Am I missing any thing in Customization.
Rgds

I can't check it since I don't have access to a SAP system here, but don't you have to define the first-level approvers separately for the two scenarios? Perhaps my memory is incorrect, but I seem to remember that you can have one first-level approver for the low amounts, and a different first-level approver for the high amounts.
This is mostly a chore that just requires additional maintenance since it seems "everyone" is using the same first-level approver independent of amount, but flexibility is highly regarded in SAP...

Vendor payments release workflow!!!

Hi all
Can somebody explain to me how we setup standard workflow so that all vendor invoices greater than 100.000 can be blocked for payment automatically & released by some other user?
I tried to give the document type "KR" to the workflow variant & tried to do invoicing for the vendor. But I do not how I could release that blocked invoice...Is there any specific tcode or I have to go to the proposal & change the blocked reason from P to 'space'.
Thanks for all your time....

Hello Morgan,
Payment Release Process
Purpose
For each workflow variant, you can specify the amount from which a payment release should be triggered.
You can differentiate between one, two, and three-level release. This enables between one and three people to be involved in the release procedure, thus supporting both dual and triple control.
Prerequisites
You have made the following settings in Customizing:
Release approval procedure
(document type and amount for each workflow variant)
Assign persons with release authorization
In order to do this, you must first create release approval groups that can be entered in the customer and vendor master records.
Depending on these criteria and the release level, you can assign release authorizations in the form of organizational objects (job, position, organizational unit) in Customizing. If you do not define any criteria (such as release approval groups), the system takes the initial value of these criteria when the payment program is run. For example, if the system was unable to determine the release approval group, the release approval procedure and the employees with release authorization are determined on the basis of release approval group zero.
Process Flow
Minimum requirements:
The payment release function must be activated.
The relevant document type must be defined.
An item containing the following specifications must be created for employees with release authorization:
Workflow variant
Initial release approval path
Initial level
Maximum amount
Employees with release authorization can also be determined and assigned by user exits at each stage of the release approval procedure.
Result
If, when the payment run is made, the system could not determine an employee with release authorization, then it sends a message to the inbox of every person who has been assigned the task "payment release". Only after all these people have released the payment will the payment block be removed.
If a line item is refused for release, it is forwarded to the clerk who entered it for correction. After the document has been changed, the payment release procedure begins again. If changing the line items necessitates further actions, these must be defined within the Workflow component. The event CHANGED has been preconfigured for this purpose in the standard workflow model. If you run this event, the system assumes that the line item was rejected for payment. However, the item is NOT forwarded for correction to the clerk who entered it.
If an item is cleared before it is released, the payment release procedure is terminated (event CLEARED).
===========================================================
Workflow settings: The standard system contains several workflow models for payment release: One workflow framework (WS00400012) and three sub-workflows. In Customizing for Financial Accounting, you can specify which sub-workflow should be used when the workflow framework is run. You can also enter your own sub-workflows. They must however send and receive the same data from the workflow framework as the workflow models do.
You can use the standard sub-workflows (WS00400011, WS00400021, and WS00400022) to carry out a one, two, or three-level payment release procedure. If you require more than three release levels, you can copy the workflow models, enhance them and then enter the enhanced workflow definition in Customizing for Financial Accounting.
Event Linkage for the Event CREATED
If an amount requires a payment release, the event CREATED is triggered when a document is posted.
In this case, you must go into the workflow framework in the Workflow Workbench and enter the event linkage for this event, as described below:
Data for Event Linkage
Object type
BSEG
Event
CREATED
Receiver type
WS00400012
Receiver module
SWW_WI_CREATE_VIA_EVENT
Check Function
Receiver type
FM (function module)
Global
X
Enabled
X
Standard Tasks for the Event CREATED
The standard system contains two standard tasks that are triggered from the workflow mailbox and used in the workflow models.
Payment release (line item)
Change (line item)
Creating and Assigning Organizational Objects for Payment Release
You must assign organizational objects (organizational units, jobs, positions) to the standard tasks. These organizational objects can be created either in Personnel Planning and Development, via the Workflow Workbench, or in Customizing for Financial Accounting (assignment of release authorization to employees).
When you create organizational units, you must assign them to jobs or positions. You can then assign users to the positions.
Examples for assignments:
Organizational unit X < Position Y < User
Organizational unit X < Job Y < Position Z < User
In Customizing for Financial Accounting, you can assign organizational objects to the workflow variant, the release approval path, the release approval level, and the amount. These objects then release the amount depending on these criteria.
The organizational objects for payment release defined in Customizing for Financial Accounting are automatically assigned in the background to the standard payment release task (TS00407862).
The organizational objects for changing line items after they have been rejected for payment must be assigned to the standard task "Change line item" (TS00407864), either in Personnel Planning and Development, or via the Workflow Workbench. Alternatively, you can define the task as a general task (Additional data -> Classification).
Changing Line Items
The workflow models described above all contain a pre-configured event (CHANGED), which triggers other events in the same fashion as a rejection does. This event can be triggered by change documents. You must define it via the Workflow Workbench.
Hope I had been able to help you. Please assign points.
Rgds
Manish

Payment Card processing

Hi Everybody,
We have payment card processing implemented and we havebeen noticing that when an order has been placed on credit hold, the backgroung job for authorization is authorizing the order multiple times. As soon as I release the order, it stops authorizing it if a valid authorization is found. But the worrying fact is that, it is authorizing multiple times and teh customer is charged as many times. This is very worrying. Any help wouold be appreciated.
Also, SAP does not default the credit card number from the customer master into the sales order. Our intention is to mark a card as default and if it is default, it has to copy into the sales order. Has anybody come across a suitabel user exit for this?
Thanks & Regards,
Vidya Sagar
Edited by: VIDYA SAGAR DADI on Oct 13, 2009 4:41 AM

df

Workflow not move to next level approver...

Hi Friends,
                       I have developed workflow for appraisal. Employee enter his appraisal ratings and submit and then first,second,third level approvers enter their ratings one after another submit.
                        whenever one level approver submit,i have updated th status in our customized table and pass the status to workflow method through Set Parameter command. For example ,when employee enter his rating and once submit, i have update the status field in table with value 'Pending with First Approver' and pass the status 'pending with first approver' through Set Parameter command to workflow method. In workflow methods , I receive status value using Get Parameter command and based on tht value respective workflow item will moved to inbox of First level approver.
                  Its working fine. But SOME TIMES status updated in table properly and workflow item keep retain in same level inbox even after submit successfully,instead of move to next level approer.
                  For example, once employee submit his appraisal rating,status 'pending with first level approver' updated in table properly. But workflow item still keep retain in employee inbox only and first level approver do not receive workflow item in his inbox. I tried to refresh that variable which i used in set parameter/get parameter command . but same proble continue.Could you please suggest me what will be reason for this issue?. Thank you.
Regards,
Hockteck..

Hi Rick,
                       Thanks for your response. I am using Z table for reporting purpose. In Z table I update status like 'pending with employee','pending with first approver',etc. If the end users wants to know the status of apprisal for a particular employee,they can use this report and react according to the updated status.
                                           I have mentioned in this thread about both this Z table update and pass status using set parameter id, because both these statment executed after employee or approvers submit. But Z table updated successfully and set parameter not passed successfully.
                     In my workflow I am using Loop step and this loop will continue to run till the status become 'Completed'. when third level approver submit his appraisal details that time i pass the status 'Completed' to complete the workflow .For employee,first and second level approvers I pass the status like 'Pending with Employee','Pending with First','Pending with Second'.
                   Whenever I pass the status to workflow,using Function Module i find the next level approver based on the status. For example If the status is 'Pending with First' then in the function module I find the first level approver and pass his UserId as current agent name. Whenever this issue happen I debug and check the current agent id . But it shows only Employee ID.If the status 'Pending with First' passed to workflow properly then FM could have pass the First level approver ID. But since current agent id shows Employee Id, workflow keep exist in Employee inbox ,even after he submit successfully.
                     If 10 employees submit his apprisal ratings,for one or two employees this issue happen and for rest of the emplyess workflow completed successfully with all approvers submissions. Any suggestions?.
Regards,
Hockteck.

User as two level approver

Hello all,
I have a problem where user is holds first and second level approval position in hierarchy. Shopping cart with two step approval (WS10000031). Starting condition is that user do not belongs to approver group.
Example:
ORG1 - approver USER1
subordinates of ORG1
ORG2 - approver USER1, requestor EMP1
ORG2 - approver USER2, requestor EMP2
Case1:
requestor is EMP2 approvers are:
frist step USER2
second step USER1
Case2:
requestor is EMP1 approvers should be:
first step USER1
second step USER1 (again).
Of course workflow cannot set USER1 as second step approver in case2.
How this can be achieved, or is there any other solution (i.e. change in starting conditions)
TIA
Gordan

Hello Pierre,
I am aware of limitations in note 683782, and this is not possible if you are trying to do it manually. But I made it possible via ALE with HR. I do not know if this is bug or feature in the system :o))).
In HR it is possible that user belongs to several positions (based on percentage) and this is correctly transferred to SRM 4.0 (EBP 5.0).
I can even post a picture somewhere if you would like to see or mail it to you. :o)))
We are starting with HR integration which will send positions and users with infotype 0105/0001 to create BPs and EBP users.
For now, with manual org structure, we are using copied users as forwarding agents, but after integration start this will not be possible anymore because all of the settings coming from HR to SRM.
Gordan

Issue with PO release (multi level approval)

Hi,
Need help regarding PO release. I am working with 4 level approval process.
Information:
it is sequential release as I can see in workflow log, a new workflow gets generated for next level only after previous level executes the workitem.
Facing following issue at 2nd Level :
Level 2 releases item and it goes to Level 3, but workitem doesnt disappear from inbox.Once Level 3 releases item, an acceptance mail goes to Level 2. But along with the mail, updated workitem (i.e. showing release by 3rd level) also appears in inbox of Level2. Now two work items appear in Level2 Inbox.
In Workflow Log, this is how its behaving:
WORKFLOW STARTED-->
1st WF appears in WF log.
Level 1 releases WI ->
2nd workflow appears in WF log +
1st workflow with (in process status)
Level 2 releases WI ->
3rd WF appears +
2nd workflow with (in process status) +
1st workflow with (in process status)
Level 3 releases WI ->
3rd WF appears +
2nd workflow with (in process status) +
1st workflow with (in process status)
ISSUE: As soon as Level 3 sends back acceptance to Level 2, updated WI item appears( i.e. with latest release status which in this case is: released by level1, Level2 and Level3) along with the mail.
Level 4 releases WI ->
4th WF appears +
3rd WF appears (in process status) +
2nd workflow with (in process status) +
1st workflow with (STATUS COMPLETED)
ISSUE: As soon as Level 4 sends back acceptance to Level 2, updated WI item appears( i.e. with latest release status which in this case is: released by level1, Level2, Level3 and Level 4) along with the mail.
Result:
PO gets released.
In workflow log 2nd, 3rd and 4th workflow appear with IN PROCESS STATUS. All of them show process stopped at LEVEL2.

Hi Kjetil,
Release strategy is being used. Configuration for release strategy is given as following.
RGroup Rcode   Workflow     Agent
Z6          R1         1                Blank
Z6          R1             1                Blank
Z6          R1             1                Blank
Z6          R1             1                Blank
Release is sequential.
For column 'Agent' mentioning position or User is not really useful because we are getting agents through Z table. Reason is: current org structure supports 1 position with multiple users from same department. In our scenario we need to find initiators department then find relevant approval levels for that departemnt. So I cannot mention any position in 'Agent' Column as release code will be locked against one position and one departetment.
Agents picked through Z table. Table has fields Agent/ UserID , level, department.
Logic to pick agents( Object and method created ):
When workflow starts, it finds department of the initiator.
For that department-> find approval levels available(L1, L2, L3).
For these levels -> Find Agent mentioned for that level.
Onece Agents are found for all levels -> Pass them to WF container.
In task activity, These agents are passed back to the rule and the task comes to know which agent it should go to.
Result : Four workflows start in sequence. When last level releases, only 1st workflow shows COMPLETED status. Rest three hang at level 2. If I see Me29N , release for that item is shown completed. To me it seems triggering of only first workflow is enough for release. Is there any way I can avoid trigerring of other three workflows?
Edited by: User112 User112 on Jan 25, 2008 6:30 AM
Edited by: User112 User112 on Jan 25, 2008 6:31 AM

Problem in Workflow in Purchase Order for Several Level of Release Process

Hello everybody,
I have to create a workflow in which a release steps are assined by the size of amount. so in minimum 2 to maximum of 4 level approval. When the first person approves the workflow shold go to the next person. I have used the standard task TS20000166 activity in a loop and each time i'm using different user as agent. But after the first person approves and saves the activity is trminated by the first release PO from the screen. But when it loops and comes to the activity of second release, even after the release the activity is not terminating. It shows it is in process. The event of 'release' which shold have terminated the activity shows a error message in 'Display Event Trace' that "No configuration for workflow WS98000003 version 0000". But no error is shown in the workflow log.
Could u please tell how to solve this issue?? or any other way to achive the requiremnt of different levels of release based on the size of the amount?? Required solution ASAP.
Thanks & Regards,
Ajo

add loop end condition as release indicator = 'R'. Also dont forget to add the terminating event "Released" for the task you are using..
revert in case of prob
regards,
Sandeep Josyula
*Reward if helpful

Error while assigning user for release approval path for payment release

Hi everyone,
     I am trying to assign user for payment release in SPRO. I have defined upto 'Define relevant document types for release for payment', after that while assigning user in terms of position for release and save it, i am getting error 'Program error: ASSIGN with length 0 in program "MP120800" '.Because of it i can t proceed further.
The data in details below;
1. Create Workflow Variant for Release for Payment
   1000     SAP
2. Assign Company Code Workflow Variant for Release for Payment
1000     1000     SAP
3. Define Release Approval Groups for Release for Payment
0001     Vendor A
0002     vendor B
0003     Vendor C
0004     G/L accounts
4. Define Release Approval Paths for Release for Payment
0001     Vendor high
0002     Vendor middle
0003     Vendor low
0004     G/L accounts
0005     Other
5. Assign Release Approval Paths for Release for Payment
1000     KZ     0001     0001
1000     KZ     0002     0002
1000     KZ     0003     0003
6. Assign Release Approval Procedure for Release for Payment
1000     0001     20,000.00     KES     1     WS10000052     WS00400011
1000     0002     50,000.00     KES     2     WS10000052     WS00400021
1000     0003     1,000,000.00     KES     3     WS10000052     WS00400022
7. Define Relevant Document Types for Release for Payment
     1000     KR
1000     KZ
8. Define Users with Authorization to Payment Release
1000     0001     1     20,000.00     KES
1000     0001     2     50,000.00     KES
1000     0001     3     100,000.00     KES
here i have selected the option and tried to create Orgobject, i am getting following error
Program error: ASSIGN with length 0 in program "MP120800"
If any corrections in the definitions, Please let me know.
Thanks in advance!!

Hello,
Please start the report RSWOGIND, set also the checkbox "generate all
ObjTypes from new". This should solve the problem.
Best regards, Hana

Payment against sales order and subsequent release

Hi Team,
The client wants to save the sales order only after getting the payment.can any body tell me how to configure or to control the scenario.
Example:on receipt of payment either through PDC or cash the client wants to generate the sales order .infact the client expects system acknowledgement by way of linking the sales order at the time of recieving the payment.
Thanks
Kartik

Kartik,
During initial processing of sales order, put a order block say " Payment Expected", and save the order. Upon receiving the payment, release the order. Also, once released, the system will generate the requirements, and the subsequent steps can be processed further.
Let me know for any other solutions. This is from the intial understanding fo the requirement. Please let us know more details of te business process for a correct solution.
Regards,
Sreekanth

Payment Release Process (2 and 3 level approval)

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