This document provides steps to configure the SAP My Inbox application for purchase order approvals in SAP S/4HANA 1511. It includes setting up the organizational structure with positions, assigning users to positions, creating a standard purchase order approval workflow using these positions, and demonstrating how a sample purchase order approval flows through the My Inbox application.

1. Purchase Order Release/Approval Process – My Inbox
Fiori App (Workflow and Organizational Plan Setup)
October 3, 2016 | 2,790 Views |
Kumar Shreshtha
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SAP S4 HANA 1511 versions uses SAP S4 HANA My Inbox App for carrying out most of
approvals in S4 HANA. The process of complete Organization plan setup with SAP
Workflow is used in this article to demonstrate the My Inbox App.
SAP has totally done away with Individual approval apps that were part of 1503 versions and
before. My Inbox is the one stop shop for majority of the approvals in SAP.
This document gives an overview and detailed steps required for setting up My Inbox – PO ApprovalProcess in
S4 HANA 1511 version.
With the transactionalapp My Inbox, one can make important decisions via mobile or desktop devices
anywhere and anytime. Using this app, one can process any standard and customworkflow tasks based on the
decision options defined in the back-end system.
In this blog, we will see how the My Inbox App will be configured to enable PO Approvals.

2. Sample My Inbox App
Organization Structure Setup
Creating an Organization becomes very vital in case of implementations where release
procedure needs to be configured at designation level. Not always we require a custom
workflow and standard workflow is sufficient to take care of most of customer requirements.
For making sure that Workflow works on designation level and not individual’s Id, it is
imperative to create the designations/Positions and assign users to these positions. So, in
order to do this , we need to first create the organization plan in which we need to create the
Positions and Users. Then the position needs to be assigned to the workflow.
Organization Structure Creation ( PPOCW)
OR

3. Path
Click PPOCW

4. Press Enter and click Create
DSC Organization Unit created on saving.

5. Select Organization Structure DSC001 and click on create again. Enter the validity and create
“Sales department” under DSC Organization unit.

6. So sales Department created under the DSC001 Org Unit. On Saving the Transport Request
is required.
Likewise all the departments can be created in DSC Organization.
Staff Assignment:
Once the Department is created the positions need to be created. For e.g – Manager.
Typically below is the structure that we are trying to create.
In other words, Position, Job, User and Task need to be assigned to each Org Units
We now need to create Jobs, Positions and assign the users to Position in the below
configuration.
Go in PPOMW(Change Mode), You will get the below screen

7. Click on “Organization Structure” in which we need to create Jobs
Put the Organization structure we created as “DSC001” and press enter

8. Double click on the Org Structure, we will get the below screen

9. Then Goto–> Edit–> Create Jobs
We need to put the Job name in there .For e.g – Sales Admin, HR Sales etc

10. Create Positions:
In this step, we will be creating positions under the Sub Departments for DSC001
Organization. For e.g – Sales in our case. The example for Positions can be Key Account
Manager, GM Sales, Director Sales etc
Again get in the below screen via PPOMW T code,

11. Click on “Create Position” icon

12. By Clicking on Create Position, we will get the below pop up
Press Enter and we will get the below screen,

13. Save the data. Transport Request needs to be created.
Similarly create other Positions like Manager- Sales, Director-Sales etc

14. Now to see the Positions created under Sales Department, goto PPOMW and see the
positions created as below
Assigning Jobs to Position
Double click on the Positions, a Detail page will open below.

15. In the Field Job, press F4 and assign Job to the position

16. Thus we have created the Organization, Jobs and Positions using PPOCW and PPOMW.
Now these positions can be assigned in the PO Approval workflow. Users are in turn
assigned to Positions. So, this helps us in assigning multiple users to the position in the
workflow.
Assign Users to Positions:
Go to PPOMW
Since we need to assign users to the positions, select “Position”

17. Put the Position number there
Select the position on the left hand side and double click on this.

18. Select the 4th icon “Assign”,
Select the Holder “User” and you will get the below pop up

19. Put the search term value as the user name to be assigned, For e,g. – kumarshre

20. As can be seen the user got assigned to Position “ Key Acc Mgr”
Part 2
The Part 2 of this Blog can be navigated via below link.
Purchase Order Release/Approval Process – My Inbox Fiori App (Workflow and
Organizational Plan Setup) Part 2
Part 1:
The Part 1 of this document can be referred from the below link
Purchase Order Release/Approval Process – My Inbox Fiori App (Workflow and
Organizational Plan Setup)

21. Standard PO Approval Config Process:
As a standard Release procedure configuration, we will go in SPRO and go in the below
node. The Release code, release group and release strategy creation is standard and nothing
new is there in that.
Release Group:

22. Release Codes
Select

23. 1 – This option was there in SAP older versions as well
Workflow:
In this, we wont be assigning the User Ids, rather we will be assigning the positions that we
have created. If we select Position, automatically “S” will come in the field

24. Press F4 on “Agent Id”
So we can see the positions we created in PPOMW appears here for assignment

25. If you observe, automatically, we get the numbers corresponding to the Positions
created.System assigns a number automatically when we create a Position during
organization set up
Save
Workflow Configuration
To enable the above configurations, it is imperative to have the workflow setup in the system.
In the following steps, we will see how to set up the workflow for Purchase orders release.
PFTC – Task Maintain,

26. Go in the Change Mode,
In the above step, go to the “Trigerring event “ and select the line and click on “Call binding
editor”

27. Select the line as above and click on “Generate Automatic binding”

28. On saving, System will ask for the TR
SWDD: Workflow Builder:
Go to SWDD and put the task as WS20000075 in there and see the below screen
Click on 000093 Release of Purchase order, you will get the below screen

29. Make sure the binding for TS20000166 is assigned under Task
Under agents, click the drop down and you will see the below options. Since we need to
assign Position in our workflow, we will select “S” under Agents

30. Click on Position that we created above and assign it here
Select ACC_MGR and corresponding number will get auto populate here

31. Agent Assignment:
Go to SWDD and select the step 0093 Release of Purchase Order
Click on Agent Assignment

32. It will take to the below screen

33. Since user was already assigned to Sales Manager in PPOMW, as soon as the position is
chosen all the user assignments will come auto. Also we can assign the users to the position
directly here.
As can be seen below, we can assign the users directly here also

34. My Inbox: PO Approval
Once the above setup is done, Purchase Order is created as below.

35. PO: 4500000396 is created
Go to the “My Inbox” App

37. PO gets Approved !
Trouble Shooting
Earlier the My Inbox App was showing the workflow items for approval, however the details
of the PO was not visible. Due to this issue was raised with SAP and below was the SAP
response.

38. SAP Note Implemented
Also the below SAP note was implemented to fix the above issue
SAP Note 2291570