Monday, December 19
Approval procedures in SAP business one
This topic describes about the approval procedures in SAP business one . At the conclusion of this topic you will be able to define approval stages and templates , base approval templates on user defined queries , start working with approval procedures .
Approval procedures are used in companies in which the standard work procedure requires an approval from a manager or a senior member in order to generate certain documents .
A document’s approval procedure begins as it is created as a draft document in SAP business one . At the same moment a request for approval is sent to the appropriate employee ( according to the definitions in SAP business one ) . The procedure ends when you receive a final approval and add the document .
Initial definitions : several initial definitions are required in order to work with the approval procedures . Under administration go to system initialization and then general settings and then under the sales tab page you need to check the box ‘ manage document generation authorizations . Next you need to define approval stages .
The first definition you need to do is to enable the option for approval procedures in SAP business one . Under administration go to system initialization , then to general settings and then click on the sales tab page. You need to check the box ‘ manage document generation authorizations ‘ . click on update and the approval procedure function will be enabled . The second thing you need to do is define the approval stages . Under administration go to approval procedures and then click on define approval stages . In this window you need to define the approval window and the users in your company who are authorized to approve them . Lets take for example an approval stage which relates to the sales department . Type relevant name and description for this stage . In the table here you need to specify the authors who can approve this stage . In this case lets take the two managers of the sales department, Sofie Klogg and Bill Levine . You can select the users under the user column . Notice that as soon as you select the user , its corresponding department is displayed under the department column . In the field number of approvals required , you need to set the minimum number of authorizing users who can approve this stage . For example if we have selected two users for this stage , and specified only one in the number of approvals required , this stage will be completed even if any one of them will approve it . In this case lets assume that Bill Levine does not approve the stage but Sofie does approve it. The stage would be completed . Click on add to complete the approval stage .
Now is the time to define the approval templates . First select the originating users to which the approval template applies . Next select the document types . Under the stages tab page link the relevant approval stages you have defined earlier and finally under the terms tab page set the terms for launching the approval template .
Now you need to define the approval templates .Under administration go to approval procedures and click on define approval templates . In this window you need to define a template for each conventional approval procedure in your company . Start from the originating users of the document . Specify the relevant document types to be approved , the stages relevant for the procedure and the trems which will launch the approval procedure . For example , lets take an approval template relevant for the sales department . This template will be launched for a sales document . The active box . You need to check this box in order to activate the approval template . The template will remain active as long as this box is checked . If you do not wish the template to be active, click the box . The originator tab page - here you need to select the relevant users to which the approval template applies . For example , lets select the sales agents – lets select Tom King and Brad Thompson . Note that as soon as you select the user the relevant department is displayed here . Next you need to define the documents which will launch the approval procedure . For example lets take an approval template which will launch an approval procedure when the sales order discount percentage is greater than ten percentage is created by either Tom or Brad . Check the box sales order . Next we need to define the approval stages which will be launched in the approval procedure . If we recall we have defined earlier a stage for the sales department . As you can see here , this approval stage requires the approval of the two managers Sofie Klogg and Bill Levine . However the stage will be approved even if only one of them will approve it . When you select this stage you can see the stages name under the remarks column . It is possible of course to define several approval stages for the same template . For example lets take another stage – the accounting stage . When you know when you have two stages , this means that the first stage is approved then the accounting stage will be launched . Note that order of the table in this tab page determines the order of their activation during the approval procedure . In this example the sales stage in row number one will be the first stage to be approved during the approval procedure and the accounting stage in row number two will be the second one to be launched . It is possible to change the order of the sales simply by clicking the relevant row number and using the arrow icons here . Now lets delete this stage since it is not required for the sales documents . Now let us define the terms to activate the procedure . Under launch procedure you have to options - always or when the following applies . Select always when you want all the documents created by the originating users defined here to launch an approval procedure . Select when the following applies in order to display additional options . In this table you can see the six fixed terms provided by SAP business one . In the terms below you can see a table for user queries . You can either define terms provided by SAP business one and / or create your own user queries as terms to launch new procedures .Let us say that we will like the discount percentages of the sales procedure to launch an approval procedure . In order to define this , simply check the box choose next to the discount percentage . Under the ratio column select the relevant ratio. In this case its greater than and in the value column specify the required percentage . In this case its ten percent . In order to summarize the definitions we have just made for the approval template lets go over them once again . In this sales document approval template whenever Tom King or Brad Thompson creates a sales order in which the discount percentage is greater than ten percent , the sales stage will be launched . A message will then be sent to Sofie Klogg and Bill Levine and the stage will be completed when and if only one of those approves the stage . Click on add to create the approval template.
Terms based on user queries : as we have just demonstrated in the define approvals window , it is possible to define the terms for launching the approval procedures . In addition to the 6 terms embedded in the SAP business one , it is possible to attach user defined queries as terms for launching an approval procedure . At first you need to enter a user defined query using a specific structure . This specific SQL sentence has to start with select ‘ true ‘ or select ‘ distinct true ‘ .
This SQL query structure indicates SAP business one whether the term you define to approval procedure is fulfilled or not ; that is true or false . There is no use of query resulting in numbers , names , etc . Use the structure select true in order to launch the approval procedure only in case the query results a single true result rather than multiple true results . Use the structure select distinct true in order to launch the approval procedure whenever the query returns one or more true results .
In order to run the query on the data you are currently processing in a certain document rather than on data recorded in the company database , use the query structure $ [table.field] . Note that you can use this structure only on header tables , for example OINV , ORDR ; and not in row tables like INV1 or RDR1. You can attach several queries to an approval template , SAP business one runs through the template and as soon as a fixed term or one of the user query retrieves the result true , the approval procedure is launched .
Lets see how to create a user defined query and then link it to an approval template in order to launch an approval procedure . First you need to create a user defined query . Go to the reports and open the query general window . Click on execute . Ignore the system message and the queries window will be opened . Click on the pencil icon in order to activate the window . Now all you have to do is type the SQL sentence in this box . Lets assume you would like to launch an approval template whenever a certain user selects a specified customer in a sales order . You need to select the following sentence – SEELCT ‘TRUE’ WHERE $ ,the dollar system indicates that the system will take the data out of the sale order window which is currently open and not from the companies database . Continue the sentence with [ORDR , which is header table of sales order ; then .CARDCODE ], which is the name of the customer in that same sales order ;then enter =’C00123’ , which is the customer code in this case . Now click on save to save the query . Give the query an appropriate name for example approval for customer . Click any query category and then click on save . The query will be saved . You may close these two windows . Go to the administration and click on approval procedures and open the define approval templates window. You can either define a new approval template or browse back and update an existing one . Lets use an existing template . In the orders template the originating user is Tom King . The document which will launch the approval procedure is the sales order . The stage involved is the stage . Lets open it and see its details . The authorizing users are Sofie Klogg and Bill Levine . However the stage will be completed even if only one of them will approve it . Click the terms tab page . As you can see this approval template will be launches if the discount percentage defined will be greater than ten percent . Now you can add your user query and therefore the approval template will be launched if the discount percentage will be greater than ten percent or the customer code will be the one you have selected in the user query . In order to link the user query double click the row under the query name column and the open saved query window will open . If you recall the saved query under the general category , click on the icon to open the drop down list . As you can see we have two queries here . Choose the query that you have created earlier , approval for customer and click on open . The query’s name appears here. All you have to do now is click on update . This approval template is now updated and will be launched in case the discount percentage in that sales order will be greater than ten percent or the customer code is same as the one you have selected in the user query . Make sure that the active box is checked .Otherwise the approval template will not be active and will not launch an approval procedure . Click ok to close the window .
You are now able to define approval stages and templates , base approval templates on user defined queries and start working with the approval procedures .
Approval procedures are used in companies in which the standard work procedure requires an approval from a manager or a senior member in order to generate certain documents .
A document’s approval procedure begins as it is created as a draft document in SAP business one . At the same moment a request for approval is sent to the appropriate employee ( according to the definitions in SAP business one ) . The procedure ends when you receive a final approval and add the document .
Initial definitions : several initial definitions are required in order to work with the approval procedures . Under administration go to system initialization and then general settings and then under the sales tab page you need to check the box ‘ manage document generation authorizations . Next you need to define approval stages .
The first definition you need to do is to enable the option for approval procedures in SAP business one . Under administration go to system initialization , then to general settings and then click on the sales tab page. You need to check the box ‘ manage document generation authorizations ‘ . click on update and the approval procedure function will be enabled . The second thing you need to do is define the approval stages . Under administration go to approval procedures and then click on define approval stages . In this window you need to define the approval window and the users in your company who are authorized to approve them . Lets take for example an approval stage which relates to the sales department . Type relevant name and description for this stage . In the table here you need to specify the authors who can approve this stage . In this case lets take the two managers of the sales department, Sofie Klogg and Bill Levine . You can select the users under the user column . Notice that as soon as you select the user , its corresponding department is displayed under the department column . In the field number of approvals required , you need to set the minimum number of authorizing users who can approve this stage . For example if we have selected two users for this stage , and specified only one in the number of approvals required , this stage will be completed even if any one of them will approve it . In this case lets assume that Bill Levine does not approve the stage but Sofie does approve it. The stage would be completed . Click on add to complete the approval stage .
Now is the time to define the approval templates . First select the originating users to which the approval template applies . Next select the document types . Under the stages tab page link the relevant approval stages you have defined earlier and finally under the terms tab page set the terms for launching the approval template .
Now you need to define the approval templates .Under administration go to approval procedures and click on define approval templates . In this window you need to define a template for each conventional approval procedure in your company . Start from the originating users of the document . Specify the relevant document types to be approved , the stages relevant for the procedure and the trems which will launch the approval procedure . For example , lets take an approval template relevant for the sales department . This template will be launched for a sales document . The active box . You need to check this box in order to activate the approval template . The template will remain active as long as this box is checked . If you do not wish the template to be active, click the box . The originator tab page - here you need to select the relevant users to which the approval template applies . For example , lets select the sales agents – lets select Tom King and Brad Thompson . Note that as soon as you select the user the relevant department is displayed here . Next you need to define the documents which will launch the approval procedure . For example lets take an approval template which will launch an approval procedure when the sales order discount percentage is greater than ten percentage is created by either Tom or Brad . Check the box sales order . Next we need to define the approval stages which will be launched in the approval procedure . If we recall we have defined earlier a stage for the sales department . As you can see here , this approval stage requires the approval of the two managers Sofie Klogg and Bill Levine . However the stage will be approved even if only one of them will approve it . When you select this stage you can see the stages name under the remarks column . It is possible of course to define several approval stages for the same template . For example lets take another stage – the accounting stage . When you know when you have two stages , this means that the first stage is approved then the accounting stage will be launched . Note that order of the table in this tab page determines the order of their activation during the approval procedure . In this example the sales stage in row number one will be the first stage to be approved during the approval procedure and the accounting stage in row number two will be the second one to be launched . It is possible to change the order of the sales simply by clicking the relevant row number and using the arrow icons here . Now lets delete this stage since it is not required for the sales documents . Now let us define the terms to activate the procedure . Under launch procedure you have to options - always or when the following applies . Select always when you want all the documents created by the originating users defined here to launch an approval procedure . Select when the following applies in order to display additional options . In this table you can see the six fixed terms provided by SAP business one . In the terms below you can see a table for user queries . You can either define terms provided by SAP business one and / or create your own user queries as terms to launch new procedures .Let us say that we will like the discount percentages of the sales procedure to launch an approval procedure . In order to define this , simply check the box choose next to the discount percentage . Under the ratio column select the relevant ratio. In this case its greater than and in the value column specify the required percentage . In this case its ten percent . In order to summarize the definitions we have just made for the approval template lets go over them once again . In this sales document approval template whenever Tom King or Brad Thompson creates a sales order in which the discount percentage is greater than ten percent , the sales stage will be launched . A message will then be sent to Sofie Klogg and Bill Levine and the stage will be completed when and if only one of those approves the stage . Click on add to create the approval template.
Terms based on user queries : as we have just demonstrated in the define approvals window , it is possible to define the terms for launching the approval procedures . In addition to the 6 terms embedded in the SAP business one , it is possible to attach user defined queries as terms for launching an approval procedure . At first you need to enter a user defined query using a specific structure . This specific SQL sentence has to start with select ‘ true ‘ or select ‘ distinct true ‘ .
This SQL query structure indicates SAP business one whether the term you define to approval procedure is fulfilled or not ; that is true or false . There is no use of query resulting in numbers , names , etc . Use the structure select true in order to launch the approval procedure only in case the query results a single true result rather than multiple true results . Use the structure select distinct true in order to launch the approval procedure whenever the query returns one or more true results .
In order to run the query on the data you are currently processing in a certain document rather than on data recorded in the company database , use the query structure $ [table.field] . Note that you can use this structure only on header tables , for example OINV , ORDR ; and not in row tables like INV1 or RDR1. You can attach several queries to an approval template , SAP business one runs through the template and as soon as a fixed term or one of the user query retrieves the result true , the approval procedure is launched .
Lets see how to create a user defined query and then link it to an approval template in order to launch an approval procedure . First you need to create a user defined query . Go to the reports and open the query general window . Click on execute . Ignore the system message and the queries window will be opened . Click on the pencil icon in order to activate the window . Now all you have to do is type the SQL sentence in this box . Lets assume you would like to launch an approval template whenever a certain user selects a specified customer in a sales order . You need to select the following sentence – SEELCT ‘TRUE’ WHERE $ ,the dollar system indicates that the system will take the data out of the sale order window which is currently open and not from the companies database . Continue the sentence with [ORDR , which is header table of sales order ; then .CARDCODE ], which is the name of the customer in that same sales order ;then enter =’C00123’ , which is the customer code in this case . Now click on save to save the query . Give the query an appropriate name for example approval for customer . Click any query category and then click on save . The query will be saved . You may close these two windows . Go to the administration and click on approval procedures and open the define approval templates window. You can either define a new approval template or browse back and update an existing one . Lets use an existing template . In the orders template the originating user is Tom King . The document which will launch the approval procedure is the sales order . The stage involved is the stage . Lets open it and see its details . The authorizing users are Sofie Klogg and Bill Levine . However the stage will be completed even if only one of them will approve it . Click the terms tab page . As you can see this approval template will be launches if the discount percentage defined will be greater than ten percent . Now you can add your user query and therefore the approval template will be launched if the discount percentage will be greater than ten percent or the customer code will be the one you have selected in the user query . In order to link the user query double click the row under the query name column and the open saved query window will open . If you recall the saved query under the general category , click on the icon to open the drop down list . As you can see we have two queries here . Choose the query that you have created earlier , approval for customer and click on open . The query’s name appears here. All you have to do now is click on update . This approval template is now updated and will be launched in case the discount percentage in that sales order will be greater than ten percent or the customer code is same as the one you have selected in the user query . Make sure that the active box is checked .Otherwise the approval template will not be active and will not launch an approval procedure . Click ok to close the window .
You are now able to define approval stages and templates , base approval templates on user defined queries and start working with the approval procedures .
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