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xSuite Order Confirmation Cube User Guide

Work Items in xSuite Web

You can use xSuite Web for browser-based processing of your work items. xSuite Web neither requires SAP, nor an SAP user master record.

In xSuite Web, work items are displayed in the xSuite Web Business Workplace.

Notice

From your xSuite Web Business Workplace, you can only access those work items which are in the workflow task "Approve order confirmation" or "Release order confirmation."

Opening Your xSuite Web Business Workplace

○ The Web browser is HTML5-compatible.

For further information on all system requirements, see the publication xSuite Cube System Requirements.

  1. Open your browser.

  2. Enter the URL for xSuite Web.

    ➣ The login screen will open.

    web_login_neu.png

  3. Enter your user name and password.

  4. Select a system and the language.

    Both settings will apply throughout the session.

  5. Click on the web_anmelden.png Login button.

    ➤ The xSuite Web Business Workplace will open.

How to Change Your Password in xSuite Web

  1. Open your browser.

  2. Enter the URL for xSuite Web.

    ➣ The login screen will open.

    web_login_neu.png

  3. Enter your user name.

  4. Do one of the following:

    • If you have forgotten your password, leave the field Password blank and press Enter.

    • If you wish to change your initial password, enter it and press Enter.

    ➣ The New Password button will appear.

    Notice

    The New password button will also appear if you have entered an incorrect user name or password and pressed Enter.

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  5. Click the New password button.

    ➣ The dialog screen New Password will open.

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  6. Enter your old password and your new password, and confirm.

    ➤ Your new password has now been set.

xSuite Web Business Workplace: Main Overview

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Area

Information and comments

1

Buttons

See xSuite Web Business Workplace: Buttons.

2

Filter

See xSuite Web Business Workplace: Filters.

3

Work item list

For information on the columns, see xSuite Web Business Workplace: Columns.

You can change selected columns with the web_einstellungen.png Settings button.

4

Work item preview

Here, the most important data of the flagged work item is displayed in a preview.

With the appropriate authorization, you can release work items in the release step by clicking the Release and Reject buttons directly from the work item preview.

Note: The buttons are only visible if the corresponding attribute is activated in xSuite User Administration.

5

Image display

This is where the image of a work item is displayed.

xSuite Web Business Workplace: Buttons

Button

Name

Context

Description

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Refresh Worklist

xSuite Web Business Workplace

Refreshes the Web Business Workplace.

Now the information displayed will be supplemented with work items and other changes added after the Web Business Workplace was opened.

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Open selected Workitems

xSuite Web Business Workplace

Opens the selected work items.

This allows multiple work items to be processed quickly in sequence.

Note: You can select several work items with Ctrl or by clicking the corresponding checkboxes.

If you set a check mark in the table header of the selection column, all work items will be selected.

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Resubmit selected workitems

xSuite Web Business Workplace

Returns one or more documents to the inbox for later editing.

Documents that have been flagged for resubmission will not be displayed in the hit list until the resubmission date.

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Substitute maintenance

xSuite Web Business Workplace

Opens substitute maintenance.

For information on substitute maintenance, see Substitute Maintenance in xSuite Web.

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Delete from history

xSuite Web Business Workplace

Deletes the selected work items from the list.

The work items themselves are not deleted, they are simply no longer displayed in the list.

This button is only available under Worklist Type → Outbox.

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Open Workitem

Work item

Opens a work item.

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Forward Workitem

Work item

Forwards the work item to the selected user for editing.

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Workitem Preview

Work item

Opens a preview and displays the image of the work item.

xSuite Web Business Workplace: Filters

Filter

Description

Task type

Filters the xSuite Web Business Workplace for a workflow task.

Worklist type

Filters the xSuite Web Business Workplace according to Inbox, Outbox, or Resubmit.

xSuite Web Business Workplace: Columns

Column

Description

Creation date

Indicates the date on which the work item was created.

Description

Shows data specific to a customer.

Object Key

Indicates the object key of the SAP purchase order.

Object Type

Shows the xSuite module which houses a given workflow task.

Obj.type/Obj.ID

Shows the task type of a work item.

Process ID

Shows the process ID of a document.

The process ID is assigned by xSuite. The purpose of a process ID is to identify a document throughout the process of workflow-supported document approval.

Role

Shows the role assigned to the workflow task in which a work item is located.

Text

Shows the description of a work item.

Work Item ID

Shows the ID of the work item.

Work Items: Main Overview in xSuite Web

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Section

Information and comments

1

Actions

Depending on the workflow task in which a document is being processed, different buttons will be available.

For information on the buttons available for the document, see:

2

Attachment

You can add more attachments by drag-and-drop.

3

Header Data

In the header data section, the primary data of the document (e.g., vendor or company code) is displayed.

The buttons web_naechste_bestellung.png Next Purchase Order and web_vorherige_bestellung.png Previous Purchase Order are used to navigate between multiple purchase orders.

If there is only one purchase order, these buttons are inactive.

4

Item Data

5

Item Details

This is where you can view the PO items and the confirmation items in a document.

The item details consist of the following sections:

  • Purchase Order Item: Shows the information on a selected PO item. The information is used for direct comparison with the associated confirmation items.

    The system will highlight faulty data fields in red (error) or yellow (warning).

  • Confirmation Items: Shows the confirmation items for the PO item.

    Here, you can view multiple confirmations.

    The system will highlight faulty data fields in red (error) or yellow (warning).

  • Details of PO items: Shows additional data from the PO item.

6

Text

7

xSuite Log

8

Image display

This is where the image of the document is displayed.

Substitute Maintenance in xSuite Web

You can set your own substitute for planned times of absence. If you have multiple roles, you can select substitutes by role.

Substitute maintenance is opened in the xSuite Web Business Workplace with the button 13684_Vertreterpflege.png Substitute maintenance.

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During the period for which you are being substituted, both you and your substitute will receive the work items that are assigned to your role. Your substitutes will be able to process your work items during your absence.

Substitute Maintenance: Columns

Column

Description

Editable

Role

Indicates your role.

Role description

Indicates the description of a role.

User type

Indicates whether the substitute is a user (US) or a user group (GR).

X

User

Indicates the name of a substitute.

The substitute may be a user or a user group.

X

Active

Activates a substitute assignment.

X

From

Indicates the date on which a substitution period is to start.

X

To

Indicates the date on which a substitution period is to end.

X

In this section: