Skip to main content

xSuite Invoice Sphere

Creating an agent determination entry

  1. On the start page, click on the tile Workflow Agent Determination.

    ➣ Agent determination will open.

  2. Click the button sphere_erstellen_icon.jpg Create agent determination.

    ➣ The dialog Create agent determination will open.

    sphere_bearbeiterfindung_erstellen_dialog_leer.png

  3. Fill in the following mandatory fields:

    Field

    Description

    Workflow definition

    Select one of the available workflow definitions from the drop-down list.

    Role

    Select one of the available roles from the drop-down list.

    The role defines the workflow task to which the agent-determination entry applies.

    Level

    Specify the workflow task level to which the agent-determination entry applies.

    Determination step

    Enter the number of the determination step.

    The determination step sets the order in which the agent-determination entries are processed. Agent determination entries with a lower determination step are processed first.

    Notice

    Specify the determination step in steps of at least 10. This allows you to place entries between existing entries, which makes it easier to add at a later point in time.

    Valid from

    Enter the date and time from which the agent-determination entry is valid.

    Valid to

    Enter the date and time up to which the agent-determination entry is valid.

  4. Click Create.

    Notice

    To open an agent-determination entry right after it has been created, click Create & open.

    ➤ The agent-determination entry has now been created. You can open the agent determination entry created and add search criteria and users / user groups.

Creating determination criteria

When you create an agent determination entry, you fill fields with basic data. You can add specificity to your agent determination by supplementing this data with additional criteria (e.g., a business partner or a company code).

For the agent determination entry to take effect in the invoice workflow, all specified criteria must match to data in the invoice. If, for example, only 2 of the 3 specified criteria apply, the agent determination entry will not take effect.

Notice

If no criteria has been added to the basic data of an agent determination entry, the entry will apply to all invoices.

  1. Open an agent determination entry.

  2. Click sphere_bearbeiten_icon.jpg Edit.

    ➣ The agent determination entry can now be edited.

  3. In the Determination Criteria area, click the button sphere_erstellen_icon.jpg Create Criterion.

    ➣ A new line will be added to the table Criteria.

    sphere_bearbeiterfindung_kriterium_zeile_leer.png

  4. In the column Name, select one of the following values:

    • Business Partner (BusinessPartner)

    • Company Code (CompanyCode)

    • Cost Center (CostCenter)

    • GL Account (GLAccount)

    • Goods Receipt Is Expected (GoodsReceiptExpected)

    • Internal Order (InternalOrder)

    • Plant (Plant)

    • Price Block (PriceBlock)

    • Product Type (ProductType)

    • Profit Center (ProfitCenter)

    • Quantity Block (QuantityBlock)

    • Record Type (RecordType)

    • WBS Element (WBSElement)

  5. In the column Criteria value, enter the value of the criterion selected.

    For instance, if your criterion is Company Code (CompanyCode), then enter the number of the company code to which the agent determination entry applies.

    Notice

    The use of wildcards is not supported.

    sphere_bearbeiterfindung_kriterium_zeile.png

    Notice

    If you have selected the criteria Price Block (PriceBlock), Quantity block (QuantityBlock), or Goods receipt expected (GoodsReceiptExpected), go to the column Criteria value and enter either the value true (meaning that it is to apply) or the value false (meaning that it is not to apply).

    If you have selected the criterion Product type (ProductType), go to the column Criteria value and enter either the value 1 (material) or 2 (service).

  6. Click sphere_speichern_und_verlassen_icon.jpg Save and exit editing.

    ➤ The determination criterion for the agent determination entry has now been created.

Defining resulting users / user group

  1. Open an agent determination entry.

  2. Click sphere_bearbeiten_icon.jpg Edit.

    ➣ The agent determination entry can now be edited.

  3. In the area Resulting user / Agent group, go to the Determination Type field and select one of the following determination types:

    Approval Agent

    The agent to approve the invoice is set in the Invoice Monitor during the invoice-editing process, in the field Manually set approval agent.

    Cost Center manager

    The person responsible for the cost center is automatically determined based on the SAP master data.

    Group

    If you select this determination type, choose the group from the field Group ID afterwards.

    Purchase Order Creator

    The creator of the purchase order is automatically determined from based on the SAP master data.

    Release Agent

    The releasing agent is set in the Invoice Monitor in the invoice editing step, in the field Manually set release agent.

    User

    If you select this determination type, then select the user in the User ID field afterwards.

  4. Click sphere_speichern_und_verlassen_icon.jpg Save and exit editing.

    ➤ The selected users or the selected user group have now been defined for agent determination entry.

In this section: