The workflow task "Approve purchase order" is assigned to a agent or a group of agents via the POVA role.

In this workflow tasl, the agent checks whether the content of the purchase order is correct with regard to the data and information. Additional documents may come in the form of attachments and may prove helpful in providing additional information about the document to be approved.

In this workflow task, the agent performing approval can go to the SAP purchase order via the button Display Document. In the SAP purchase order, details from the workflow log and notes are visible in the text block. This additional information may also be helpful in the approval task.

Only SAP users can go straight to the SAP purchase order. Display will correspond to specific SAP user authorizations. With the appropriate authorization, an SAP user can also check the data in SAP Fiori and xSuite Web.

In this workflow task, the agent is not authorized to change or add information. The agent checks only for whether the purchase order is necessary and, if so, whether the data is correct.

With the default settings, if the agent rejects any items, a reason must be entered in the comment field.

After editing, the approver will receive the work item back to be checked again, unless the work item has been deleted.

Main Overview in the SAP GUI

For more information on the areas for work items in the SAP GUI, see Work Items: Main Overview in the SAP GUI.

Main Overview in SAP Fiori

For more information on setting up a work item in SAP Fiori, see Work Items: Main Overview in SAP Fiori.

Main Overview in xSuite Web

For more information on what a work item looks like in the xSuite web client, see Work Items: Main Overview in xSuite Web.

For more information about work item buttons, see Purchase Order Workflow: Buttons for Processing Work Items (Role POVA).

Purchase Order Workflow: Buttons for Processing Work Items (Role POVA)

SAP Fiori	SAP GUI / xSuite Web	Description
	OK	Confirms that the document is correct and concludes the workflow step. The following steps are executed: The work item is transferred to the next workflow step. For information on the standard workflow, see The Standard xSuite Procurement Cube Workflow. The work item and any new comments are saved. The workflow protocol logs the completion of the step.
	Not OK	Rejects the work item and ends the workflow step. The agent in the role POER ("Edit rejected purchase order") can open the work item for editing. Requirement: A comment must be entered in the section Text. The following steps are executed: The work item is transferred to the next workflow step. For information on the standard workflow, see The Standard xSuite Procurement Cube Workflow. The work item and any new comments are saved. The workflow protocol logs the completion of the step.
	Forward	Forwards the work item to another user and leaves the workflow step open. Requirement: A comment has been entered in the section Text. The only users included in the list of substitutes are those allocated to the role for a given the task in xSuite User Administration. Shortcut in the SAP GUI: CtrlF1
	Replace	Returns the work item to the inbox and leaves the workflow step open. This makes the work item available to all other users responsible for that particular workflow task. (Translator's note on SAP terminology: The task is not actually "replaced" but rather is simply placed back into the inbox.) Which users are allocated to which workflow tasks is set in agent determination. Shortcut in the SAP GUI: CtrlF2
	Create Attachment	Adds an attachment to the document. For example, an original document can be added at a later date. Once attachments have been added, they cannot be deleted. Shortcut in the SAP GUI: CtrlF11
	Display Document	Opens the document in display mode in SAP transaction ME23N. In SAP Fiori and xSuite Web, opens the SAP document via the ITS service (Internet Transaction Server Service) in display mode. Notice Only SAP users can go straight to the SAP purchase order.
	Refresh / Reload	Refreshes the data of a work item. Note: This button is only available in SAP Fiori and xSuite Web.
–––	Back	Routes you back to the Web Business Workplace and leaves the workflow step open. As you have accepted the work item, you are the only one that will be able to edit it. Note: This button is only available in xSuite Web.

The task "Edit purchase order" is assigned to an agent or a group of agents via the POET role.

In this workflow task, the agent can edit the purchase order if the agent in the "Approve purchse order" task has rejected the purchase order.

The reason for rejecting the purchase order in approval will have been noted in the comment field. The agent must make the changes requested in order to enable a positive outcome in the approval.

In the SAP GUI, the agent can go straight to the SAP purchase order via transaction ME22N and change the purchase order there.

Only SAP users can go straight to the SAP purchase order. Display will correspond to specific SAP user authorizations. With appropriate authorization, an SAP user can also change the data in SAP Fiori and xSuite Web.

Main Overview in the SAP GUI

For more information on the areas for work items in the SAP GUI, see Work Items: Main Overview in the SAP GUI.

Main Overview in SAP Fiori

For more information on setting up a work item in SAP Fiori, see Work Items: Main Overview in SAP Fiori.

Main Overview in xSuite Web

For more information on what a work item looks like in the xSuite web client, see Work Items: Main Overview in xSuite Web.

For more information about work item buttons, see Purchase Order Workflow: Buttons for Processing Work Items (Role POET).

Purchase Order Workflow: Buttons for Processing Work Items (Role POET)

SAP Fiori	SAP GUI / xSuite Web	Description
	Back to Approval	Transfers the document to the workflow step "Approve purchase order" (POVA). For this, the agent must select an approver from the dialog. The agent can open the dialog by clicking the button Back to Approval. For information on the validation procedure, see "Approve Purchase Order" (Role POVA).
	Forward	Forwards the work item to another user and leaves the workflow step open. Requirement: A comment has been entered in the section Text. The only users included in the list of substitutes are those allocated to the role for a given the task in xSuite User Administration. Shortcut in the SAP GUI: CtrlF1
	Replace	Returns the work item to the inbox and leaves the workflow step open. This makes the work item available to all other users responsible for that particular workflow task. (Translator's note on SAP terminology: The task is not actually "replaced" but rather is simply placed back into the inbox.) Which users are allocated to which workflow tasks is set in agent determination. Shortcut in the SAP GUI: CtrlF2
	Create Attachment	Adds an attachment to the document. For example, an original document can be added at a later date. Once attachments have been added, they cannot be deleted. Shortcut in the SAP GUI: CtrlF11 Note: Depending on user permissions, the agent can add different types of documents as attachments.
	Change Document	Goes straight to the purchase order in SAP GUI via transaction ME22N. Here the agent can make changes to the purchase order. Opens the SAP document in SAP Fiori and xSuite Web via the Internet Transaction Server Service (ITS) in edit mode. Note: Changing an SAP document is only possible for SAP users.
	OK	Confirms that the document is correct and concludes the workflow step. The following steps are executed: The work item is transferred to the next workflow step. For information on the standard workflow, see The Standard xSuite Procurement Cube Workflow. The work item and any new comments are saved. The workflow protocol logs the workflow step as complete.
	Refresh / Reload	Refreshes the data of a work item. Note: This button is only available in SAP Fiori and xSuite Web.
–––	Back	Routes you back to the Web Business Workplace and leaves the workflow step open. As you have accepted the work item, you are the only one that will be able to edit it. Note: This button is only available in xSuite Web.

The workflow task "Release purchase order" is assigned to an agent or a group of agents via the role PORE.

In this workflow task, the agent can release the purchase order. The release step is used for release based on the available information and data in the purchase order and possible attachments.

This workflow task is available in SAP Fiori, xSuite Web, and the SAP GUI.

Information cannot be added or changed by the agent, but specific assigned items can be released or rejected.

The actual release takes place in the item release block (see Release Data: Buttons). The agent can click buttons to release or reject individual items, or to release all items at once.

With the default settings, if the agent rejects release of any items, a reason must be entered in the comment field.

If the work item needs to be edited again, it moves on to the step "Edit after rejection" and then returns to the releasing agent.

Deleted work items do not return to the workflow.

The number of release levels ultimately involved depends on company release strategy.

Main Overview in the SAP GUI

For more information on the areas for work items in the SAP GUI, see Work Items: Main Overview in the SAP GUI.

Main Overview in SAP Fiori

For more information on setting up a work item in SAP Fiori, see Work Items: Main Overview in SAP Fiori.

Main Overview in xSuite Web

For more information on what a work item looks like in the xSuite web client, see Work Items: Main Overview in xSuite Web.

For more information about work item buttons, see Purchase Order Workflow: Buttons for Processing Work Items (Role PORE).

Purchase Order Workflow: Buttons for Processing Work Items (Role PORE)

SAP Fiori	SAP GUI / xSuite Web	Description
	Save	Saves all changes made to the document. Caution: If you exit the document without saving, all changes will be discarded. A security prompt will not appear. Only by releasing or rejecting the work item will the workflow task be completed and changes saved. To be able to reject a work item, the workflow task agent must leave a comment in the Text area.
	Replace	Returns the work item to the inbox and leaves the workflow step open. This makes the work item available to all other users responsible for that particular workflow task. (Translator's note on SAP terminology: The task is not actually "replaced" but rather is simply placed back into the inbox.) Which users are allocated to which workflow tasks is set in agent determination. Shortcut in the SAP GUI: CtrlF2
	Inquiry	Forwards the workflow task in the same workflow step. The recipient of a query cannot change any data, only leave comments. After completion of the query, the task will once again be available to be edited by any agent specified in the agent determination.
	Display Document	Opens the document in display mode in SAP transaction ME23N. In SAP Fiori and xSuite Web, opens the SAP document via the ITS service (Internet Transaction Server Service) in display mode. Note: Whether the SAP document can be displayed depends on the user's authorization. Without permission, the user cannot see the button.
	Create Attachment	Adds an attachment to the document. For example, an original document can be added at a later date. Once attachments have been added, they cannot be deleted. Shortcut in the SAP GUI: CtrlF11
	Refresh / Reload	Refreshes the data of a work item. Note: This button is only available in SAP Fiori and xSuite Web.
---	Back	Routes you back to the Web Business Workplace and leaves the workflow step open. As you have accepted the work item, you are the only one that will be able to edit it. Note: This button is only available in xSuite Web.

Release Data: Buttons

Actual release takes place in the line-item release pane, which has buttons for release single item selection, and selection of all items. In addition to these buttons, this pane offers a table with the line-item information relevant to the specific releaser. The agent cannot edit this table.

SAP GUI	SAP Fiori	xSuite Web	Name / Description
			Release all items Releases all items.
			Release selected items Releases selected items.
			Cancel (process later) Cancels release or rejection of selected items
			Reject selected items Rejects selected items.

The task "Edit purchase order after rejection" is assigned to an agent or group of agents via the POER role.

This task comes up in the workflow only if the purchase order was rejected in the release beforehand. In this worklfow task, the agent edits the rejected purchase order so as to change or add information.

The reason for rejecting the purchase order in approval or release will have been noted in the comment field. The agent must make the changes requested in order to enable a positive outcome in the approval or release steps.

In the SAP GUI, the agent can go straight to the SAP purchase order via transaction ME22N and change the purchase order there.

Only SAP users can go straight to the SAP purchase order. Display will correspond to specific SAP user authorizations. With appropriate authorization, an SAP user can also change the data in SAP Fiori and xSuite Web.

In this task, the agent can also delete the purchase order if the releaser has rejected the document and asked that it be deleted.

Main Overview in the SAP GUI

For more information on the areas for work items in the SAP GUI, see Work Items: Main Overview in the SAP GUI.

Main Overview in SAP Fiori

For more information on setting up a work item in SAP Fiori, see Work Items: Main Overview in SAP Fiori.

Main Overview in xSuite Web

For more information on what a work item looks like in the xSuite web client, see Work Items: Main Overview in xSuite Web.

Clicking the Change Document button will open the /WMD/PR_CHANGE transaction as a Web Dynpro application.

After the user edits the SAP document, it will be updated in the background. The workflow view will then also display the changes made.

For more information about work item buttons, see Purchase Order Workflow (Role POER): Work-Item Buttons.

Purchase Order Workflow (Role POER): Work-Item Buttons

SAP Fiori	SAP GUI / xSuite Web	Description
	Back to Approval	Transfers the document to the workflow step "Approve purchase order" (POVA). For this, the agent must select an approver from the dialog. The agent can open the dialog by clicking the button Back to Approval. For information on the validation procedure, see "Approve Purchase Order" (Role POVA).
	Forward	Forwards the work item to another user and leaves the workflow step open. Requirement: A comment has been entered in the section Text. The only users included in the list of substitutes are those allocated to the role for a given the task in xSuite User Administration. Shortcut in the SAP GUI: CtrlF1
	Replace	Returns the work item to the inbox and leaves the workflow step open. This makes the work item available to all other users responsible for that particular workflow task. (Translator's note on SAP terminology: The task is not actually "replaced" but rather is simply placed back into the inbox.) Which users are allocated to which workflow tasks is set in agent determination. Shortcut in the SAP GUI: CtrlF2
	Create Attachment	Adds an attachment to the document. For example, an original document can be added at a later date. Once attachments have been added, they cannot be deleted. Shortcut in the SAP GUI: CtrlF11
	Change Document	Opens the SAP document in SAP Fiori and xSuite Web via the Internet Transaction Server Service (ITS) in edit mode. Note: Changing an SAP document is only possible for SAP users. Only in the SAP document can the agent make the change.
	OK	Confirms that the document is correct and concludes the workflow step. The following steps are executed: The work item is transferred to the next workflow step. For information on the standard workflow, see The Standard xSuite Procurement Cube Workflow. The work item and any new comments are saved. The workflow protocol logs the workflow step as complete.
	Refresh / Reload	Refreshes the data of a work item. Note: This button is only available in SAP Fiori and xSuite Web.
–––	Back	Routes you back to the Web Business Workplace and leaves the workflow step open. As you have accepted the work item, you are the only one that will be able to edit it. Note: This button is only available in xSuite Web.