Budget Approval With/Without Workflow

Use

The budget control system (BCS) only works with a predefined budget approval procedure. This means that a processor can only enter a request for budget in the system in which the request can be approved by a superior employee.

You can control the approval procedure using a workflow connection. Budget requests and budget approvals are automatically distributed by the mail system. You can specify whether the approval procedure should be controlled using workflow when you create an entry document.

Prerequisites

  • You must have activated the corresponding workflow template for a workflow-supported approval procedure.

    You do this in the Customizing of Funds Management, under Start of the navigation path Workflow Next navigation step Role Definition Next navigation step Role Definition: Preposted Budget in the Budget Control System End of the navigation path .

  • You have also defined an entry document type for a workflow-supported approval procedure.

    You define this in the Customizing of Funds Management, under Start of the navigation path Budget Control System (BCS) Next navigation step BCS Budgeting Next navigation step Budget Entry Next navigation step Budget Entry Documents Next navigation step Document Definition Next navigation step Define Document Types End of the navigation path .

Features

SAP delivers the workflow templates WS12300025 and WS12300026 ,which you can use to activate the settings of the workflow-supported approval procedure.

The two workflow templates are different in that WS12300026 allows you to change the budget request if it is rejected. The rejected budget entry document can be used here as a template for creating a new request.

The functions of the generic object service are available in the budgeting workbench: You open the Object Service Toolbox by selecting the pushbutton ( Services for Object ) on the title line of the BWB. Now you can display an overview of all budget entry documents that must undergo an approval procedure. If the budget to be approved is not processed by a workflow, the person responsible for the budget can call up the entry document to be approved using the Object Service Toolbox.