PO Workflow

[Stephens, Monique S L]

Hello fellow workflowers!  I had posed this question before but cannot find the response I received.  But, the criteria has changed a bit and I need some input.  I am not an expert at workflow.  I am only a functional person.  We have another person here that actually does the technical aspects of
workflow.  Therefore, please give me good details as to what needs to be done if it is possible or not.
 
 
Prior to SRM, our users created PO's that would then route through workflow for approvals at several levels (department, Environmental Safety, Grants, Finance, then Purchasing).  We have most of this set up in configuration with the different release levels, codes, and indicators, as well as within
the workflow logic.
 
Once we went live with SRM, users were creating shopping carts that would route through workflow.  The PO would be created automatically on the R3 side for catalog orders or converted into a PO by our Purchasing department for non-catalog orders.  These PO's are not set up to go through any
workflow.  Users are not allowed to make changes to these particular PO's.  Obviously, that has been a BIG issue with our departments that were used to making valid changes (different charge source, remove commitments, add header notes, etc.).  We have therefore decided to implement a workflow that
will encompass our pre-SRM PO workflow as well as the SRM PO's.  This is where the questions begin.
 
1.  For the SRM PO's, they do not currently have a release status since they have not gone into workflow before.  How do you tell the system that workflow should only begin for these PO's if certain criteria are met?  Is this something that can be done in configuration with the other release steps?
Once a release status is given, it should follow the workflow we already have in place.
 
2.  If a charge source is changed, is that something done in configuration or the workflow logic?
 
3.  If a PO is changed, how can we ask the users to put something in the header notes explaining what was changed as part of a validation?
 
 
Monique Stephens
SAP Analyst
Baylor College of Medicine
713-798-1349
713-798-1326 (FAX)
 
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