JHM SAP Training
www.hopkinsmedicine.org/sap
June 5, 2013
SAP APPROVER USER GUIDE
Student Reference
SAP Approver User Guide
Contents Page 2
CONTENTS
Approval Overview ........................................................................................................................................................ 4
Role/Transaction ....................................................................................................................................................... 4
Approver is based on ................................................................................................................................................. 4
ECC Tab – SAP Approving ........................................................................................................................................... 4
Shopping Cart Approval tab ....................................................................................................................................... 4
Approving SAP Transactions through the SAP Easy Access Menu (ECC Tab) ................................................................ 5
Open SAP ................................................................................................................................................................... 5
Open the SAP Easy Access Menu ............................................................................................................................... 5
Travel and Business Expense (Employee Reimbursements) ...................................................................................... 6
Review the Expense Report (Reimbursement) ...................................................................................................... 6
Enter Your Approval Decision ................................................................................................................................ 6
Check Request (Online Payments) ............................................................................................................................. 7
Review the Check Request .................................................................................................................................... 7
Enter Your Approval Decision ................................................................................................................................ 7
ZSR’s (Security, Roles and Workflow Request) .......................................................................................................... 8
Review the ZSR ...................................................................................................................................................... 8
Enter Your Approval Decision ................................................................................................................................ 8
Approving Shopping Carts (Purchase Order Initiations) in SAP ..................................................................................... 9
Shopping Cart Approval by Email Link ....................................................................................................................... 9
Open Your Shopping Cart Approval Screen ............................................................................................................... 9
Review and Enter Your Approval Decision ................................................................................................................ 9
Shopping Cart Approval by SAP Logon .................................................................................................................... 10
Setting Substitute Approvers ....................................................................................................................................... 10
Substitute Approvers ............................................................................................................................................... 10
Active Substitute/s................................................................................................................................................... 10
Passive Substitute/s ................................................................................................................................................. 11
Student Reference
SAP Approver Fundamentals
Contents Page 3
Setting Substitute/s for ECC Transactions ............................................................................................................... 11
Substitute Approvers: Adopting an Approver’s ECC Inbox ...................................................................................... 12
Designating a Substitute Approver for Shopping Cart ............................................................................................. 12
Obtain the Intended Substitute’s SAP User ID/s ................................................................................................. 12
Designate the Substitute ..................................................................................................................................... 13
Student Reference
SAP Approver Fundamentals
Approval Overview Page 4
APPROVAL OVERVIEW
SAP provides a central system for entry and approval processing of Hopkins business transactions. Employee
reimbursements, check requests, Shopping Carts, and most finance and HR processes are automatically routed for
approval based on SAP workflow assignments.
Expense Reports (Travel and Business Expense Reimbursements) and Shopping Cart route to approver/s based on
the Cost Center charged. Check Requests (Online Payments) – route based on the Home Cost Center of the
employee entering the Check Request. ZSR’s (Security, Roles, and Workflow Request) route for approval based on
the Home Cost Center of the employee for whom the request is being made.
ROLE/TRANSACTION APPROVER IS BASED ON
Travel and Business Expense Reimbursement Cost Center/s or (Internal Order/s for SOM) charged.
Online Payment (Check Request) Home Cost Center of Initiator regardless of Cost Center charged.
Shopping Cart (Initiating Purchase Order) Cost Center/s charged.
Security, Roles, and Workflow Request (ZSR) Home Cost Center of employee for who change is being requested.
The above are the baseline workflow settings.
Alternative or additional approvals may be required based on the dollar amount, category, and specific SAP
workflow settings in SAP. See http://sapathopkins.org, Security and Workflow
(http://www.sapathopkins.org/support/sap-security-and-workflow) for more information.
ECC TAB – SAP APPROVING
Travel and Business Expense, Check Requests, ZSRs, and most of all SAP Approvals will route to you within the ECC
software (ECC, SAP Easy Access Menu). ECC is the central software of SAP, and these are all ECC transactions.
SHOPPING CART APPROVAL TAB
Shopping Cart is part of a separate SAP system, and its approvals will route to you separately in the Shopping Cart
Approval page. However, you may also receive alert emails in your Hopkins email, from which you can click to your
Shopping Cart approval screen.
Student Reference
SAP Approver Fundamentals
Approving SAP Transactions through the SAP Easy Access Menu (ECC Tab) Page 5
APPROVING SAP TRANSACTIONS THROUGH THE SAP EASY ACCESS MENU (ECC TAB)
Travel and Business Expense, Check Requests, ZSRs, and most of all SAP Approvals will route to you within the ECC
software. The most effective screen from which to review and decide is within the SAP Business Workplace, in the
SAP Easy Access Menu software. Open SAP, and then launch the software by clicking the ECC tab.
OPEN SAP
Log into http://my.johnshopkins.edu,
and click myApps, and select SAP.
Alternatively, type in the web address,
http://sap.johnshopkins.edu. If you are
connected to the Hopkins network and log in
with your JHED ID and password, the initial SAP
portal screen will open.
OPEN THE SAP EASY ACCESS MENU
1. Click the ECC tab to initiate the launch of the SAP software on
your computer. 1
You may need to click a download message to allow the file
to download and open the SAP software on your computer. You may need to click the ECC tab again.2 If
asked, and then click to Open the software.
2. From the SAP Easy Access Menu, click the Inbox icon in the upper left to open your
SAP Business Workplace.
3. In the Business Workplace, select your
Inbox in the upper left.
4. In the upper right will be the transactions
waiting for your Approval decision.
Based on the Approval types and values assigned to you (SAP workflow settings), you will receive
transactions such as Travel and Business Expense (employee reimbursement), Check Request (Online
Payment), and ZSR (Security, Roles and Workflow Request).
1 If the tab ECC does not display (or ECC for EPR Users), then the WinGUI launch role must be added to your position. This can be
requested by an SAP Security, Roles and Workflow Request (ZSR). Request this of your financial office approver. 2 If your computer does not know what to do with the downloaded tx.sap file, the SAP GUI (graphical user interface) software
needs to be installed or re-set. LAN Administrators will find installation information at http://h1support.jhu.edu/ .
Student Reference
SAP Approver Fundamentals
Approving SAP Transactions through the SAP Easy Access Menu (ECC Tab) Page 6
TRAVEL AND BUSINESS EXPENSE (EMPLOYEE REIMBURSEMENTS)
Travel and Business Expense Reimbursements are the Hopkins method for reimbursing employees for Hopkins
expenses. They route for Approval based on the Cost Center charged.3
REVIEW THE EXPENSE REPORT (REIMBURSEMENT)
1. Double-click to open an Expense Report.
2. Scroll through to review date/s, amounts, totals, cost
assignment/s, mileage, categories and descriptions.
3. Click the green dot SAP back button at the top to
navigate to the Decision Step in Workflow screen. Use this screen to
launch the Employee Trip Display from which to view uploaded receipts.
You will return to this screen to enter an Approval decision.
4. Click the Employee Trip line in the lower right to open the Employee Trip
Display screen.
5. From the Employee Trip Display screen, click the little list image in the
Services for Object button in the upper left.
6. If receipts are available, ‘Attachment list’ will be active. Select it.
7. An Attachment list box will open. Double-click the Travel Expense
document line to open uploaded receipts.
8. You will see just the first page in the initial view. If additional pages are available,
the Document Viewer navigation display buttons will be active. Use them to
navigate through multiple pages.
ENTER YOUR APPROVAL DECISION
1. Click the green dot SAP back button at the top to return to the Decision Step in Workflow screen.
2. Approve, Reject, or Cancel and keep work item in inbox.
3. If Rejecting, enter explanation and next steps in the note box.
4. If Canceling, be sure to Replace the Expense Report for other
Approvers.
5. To Forward, click that icon and enter the SAP ID of the Approver to
whom it should workflow.
3 Additional workflow settings – based on Cost Assignment (financial account) type and augmented workflow settings may alter or add levels of workflow.
Student Reference
SAP Approver Fundamentals
Approving SAP Transactions through the SAP Easy Access Menu (ECC Tab) Page 7
*Please see full instructions at www.hopkinsmedicine.org/sap, click to the Travel Approver User Guide.
CHECK REQUEST (ONLINE PAYMENTS)
Online Payments are used to pay vendor invoices not related to Purchase Orders (Shopping Cart purchases).4
Online Payments route for Approval based on the Home Cost Center of the employee initiating the transaction. 5
REVIEW THE CHECK REQUEST
1. Double click to open the Check Request.
2. In the top section of the Check Request display, review the
vendor, amount, and any notes entered into the Text field.
3. In the bottom section, review the Cost Center charged.
Pull the scroll bar on the lower right if needed. Check
Requests route for approval based on the Home Cost
Center of the employee submitting them, not the
Cost Center charged. Because of this, you are responsible
to check this prior to payment being processed.
4. Click the list icon in the upper left, and select Attachment List to view the uploaded invoice.
5. Double-click to open the AP Parked document.
6. The first page of the uploaded invoice will display. If additional pages were
included, use the Document Viewer navigation buttons to open.
7. Click the green dot SAP back button to return to the Check Request.
ENTER YOUR APPROVAL DECISION
1. If the Check Request is clear to be Approved, click Release.
2. If Rejecting , you will then select from automatic rejection notes, or
‘Other’ – which will provide a note box for your explanation and next steps.
3. If you choose Cancel and keep work item in inbox, be sure to Replace in your Inbox, or
Forward to the Approver appropriate to receive.
4. To Forward, click that icon and enter the SAP ID of the Approver to whom it should workflow.
4 For a list of types of purchases which can be made by Online Payment instead of Shopping Cart, see the Non Purchase
Order Related Transactions list at the http://ssc.jhmi.edu/supplychain. 5 To view and/or change an employee’s Home Cost Center, see What is “Home” Cost Center at the http://sapathopkins.org blog.
Student Reference
SAP Approver Fundamentals
Approving SAP Transactions through the SAP Easy Access Menu (ECC Tab) Page 8
Please see further information on entering, viewing and tracking Online Payments, click to www.hopkinsmedicine.org/sap, and click to the Online Payment User Guide.
ZSR’S (SECURITY, ROLES AND WORKFLOW REQUEST)
REVIEW THE ZSR
1. Double-click a ZSR line which has routed to your
Inbox. If a ZSR was entered with more than one
‘Action Type,’ you will see separate lines for each. 6
2. The Summary screen will display. The Header
Information section will display the employee’s
organizational information.
3. The middle, Summary, section will display the role/s,
security assignment/s, or workflow assignment/s
which are being requested.
4. The bottom comments section will display any
comments entered by the ZSR initiator.
ENTER YOUR APPROVAL DECISION
1. You will note that to the far right of each Summary line, the Approved checkbox begins as
checked.
2. If it is appropriate to Approve all of the lines in the request, click Submit in the upper
left of the screen. This will send all lines as Approved, and complete your level of
approval.
3. If it is appropriate to Reject one or more lines, unclick the Approved checkbox on
those lines before clicking Submit.
4. If it is appropriate to Reject all lines, click the Reject All button in the upper left, then
Submit.
If Rejecting one or more lines, be sure to enter an explanation and any further steps needed in the
Approver1 Comments in the bottom section.
For more information, go to http://sapathopkins.org, and
search for ZSR One Stop Shop for Security and Workflow. Scroll to find articles specifically focused on the ZSR.
6 The Action Types available with the ZSR are SAP Roles, BW Roles with CostCenter/IO Security Assignments, Workflow
Responsibility Assignments, Access to Personnel Records (Z61 Relationships), Maintain Home Cost Center. See http://sapathopkins.org, and search for ZSR for more information.
Student Reference
SAP Approver Fundamentals
Approving Shopping Carts (Purchase Order Initiations) in SAP Page 9
APPROVING SHOPPING CARTS (PURCHASE ORDER INITIATIONS) IN SAP
Use the Approval/Rejection process to view, update, and/or Approve / Reject a Shopping Cart. Once a cart has
been Approved, it will either go to another level of approval, or a Purchase Order will be created and the order
will be sent to the vendor to be filled. Note that you need to have Approver status to be able to Approve or
Reject Shopping Carts.
You can access your Shopping Cart Approver screen by clicking the link provided in a Shopping Cart workflow
email, or by opening SAP directly and navigating to the Shopping Cart Approver screen.
SHOPPING CART APPROVAL BY EMAIL LINK
You will receive an email alerting you that a Shopping Cart has workflowed
(routed for approval) to you. The email will display the line items of the cart. Click
the link provided in the email, and log onto SAP to Approve or Reject the Cart.
OPEN YOUR SHOPPING CART APPROVAL SCREEN
1. From your SAP Portal screen, click the
Approver link on the right of the tabs, or click
Go Shopping, and then Approval.
2. Click Refresh to assure that all Carts display. To do this,
click the tiny list icon – just to the right of the Hide Preview
link in the upper right of the screen – and select Refresh.
REVIEW AND ENTER YOUR APPROVAL DECISION
1. Click on the link to open the Shopping Cart for review.
2. The initial display will include the cart name, type,
category, number of items ordered, price, and the
charged Cost Center.
3. If you want to Approve the cart at this point, click
the Submit button at the top of the screen. Then Close.
The work item will disappear from your Shopping Cart
Approver screen after you Refresh or Log Off.
4. If instead, you wish to view more information on any of the lines, single click the line, and
then the Details button above. Scroll to the bottom to view the Details of the line selected.
- View the Cost Center/s and General Ledger Account
assigned by line in Account Assignment.
Student Reference
SAP Approver Fundamentals
Setting Substitute Approvers Page 10
- In Approval Process Overview, see if other approvers have received the same Cart with you, and also if an
additional level of approval is required.
5. As above, if the cart is ready to be approved, click
Submit, then Close.
6. To Reject one or more lines in the cart, select the Reject on those individual lines,
then Submit and Close at the top left of the screen.
7. To Reject all lines in a cart, click the Process All Items pull-down menu,
and select Reject All. This will automatically select Reject for all Shopping
Cart lines, followed by Submit and Close to complete.
8. If you are not ready to make an Approval Decision, or need to replace the cart for
another Approver to whom it workflowed, click Close in the upper left.
SHOPPING CART APPROVAL BY SAP LOGON
To begin the above process by directly logging into SAP, log into
http://my.johnshopkins.edu, and click myApps, and select SAP.
Alternatively, type in the web address,
http://sap.johnshopkins.edu. If you are connected to the Hopkins
network and log in with your JHED ID and password, the initial
SAP portal screen will open.
Follow the instructions above, beginning at Open Your Shopping
Cart Approval Screen.
See further information on Shopping Cart processing and tracking at www.hopkinsmedicine.org/sap,
Support Resources and Job Aids, Shopping Cart, Shopping Cart User Guide.
SETTING SUBSTITUTE APPROVERS
SUBSTITUTE APPROVERS
If you are an Approver for any SAP workflows requiring approval, and not already sharing workflow with other
Approver/s, it is important to set Substitute Approvers, who will Approve for you when you are unable to do so.
Your Substitute Approver can only view and take action if the necessary SAP Approver role/s and security are
also assigned to them.
ACTIVE SUBSTITUTE/S
Active substitutions are similar to auto-forwarding – all work items sent to the original user automatically appear
in the substitute user’s inbox. You can have all of your work items automatically go to your substitute/s if you
Student Reference
SAP Approver Fundamentals
Setting Substitute Approvers Page 11
make your substitute/s “Active.” You can assign one or more substitutes, with beginning and ending dates for
each Substitute Approver. To appoint a permanent active substitute, designate “Active Substitute” with an end
date of 12/31/9999.
PASSIVE SUBSTITUTE/S
Passive substitutions require the substitute to choose to see the original user's work items. When you select a
Passive Substitute, that person will be able to pull in all of your pending work times into their SAP workflow box
SETTING SUBSTITUTE/S FOR ECC TRANSACTIONS
1. From SAP’s main menu entered through the ECC tab, Click on the Business Workplace icon.
2. From the Settings tab at the top of the screen, choose
Workflow settings and then Maintain substitute. A dialog
box with the heading Personal Substitutes should appear.
3. If Substitutions for Position appears instead, click on the
button at the bottom labeled Personal Substitutes.
4. Click on your name to highlight.
5. Click on the Create Substitute icon at the bottom of the screen.
6. Click on the Users by address data tab to search for a user by name.
7. After entering the person’s Last and/or First name, click on the
green check to perform the search.
8. Double-click on the name of the person whom you wish to
designate as a substitute.
9. In the Detail Screen Substitution screen, enter the Validity
dates you would like this substitution to be in effect. Also,
click the Substitution active box if you want to make this
an Active substitute. If the box is unchecked, this will be
a Passive substitute.
10. Click the Save icon at the bottom of the screen.
Student Reference
SAP Approver Fundamentals
Setting Substitute Approvers Page 12
11. Click on the to close the Personal Substitutes window.
SUBSTITUTE APPROVERS: ADOPTING AN APPROVER’S ECC INBOX
Active Substitutes need only to enter their ECC Inbox to view Inbox items of the Approver who assigned them.
Passive substitutes must actively choose to see the original user's work items. Here are the directions on how to
Adopt or view and process the inbox of an Approver who has assigned you as a Substitute Approver.
1. From SAP’s main menu entered through the ECC tab, Click on the Business Workplace icon .
2. From the Settings tab at the top of the screen, choose Workflow settings and then Maintain substitute. A
dialog box with the heading Personal Substitutes should appear.
3. Your Inbox will be replaced with that of the Approver for whom
you are substitute. As long as you have the necessary Approval
roles, you should be able to process the Inbox items.
4. When completed with the other Approver’s work items, End
substitution to return to your own Inbox items.
DESIGNATING A SUBSTITUTE APPROVER FOR SHOPPING CART
You can allow another SAP user to view and approve SRM Shopping Carts that are routed to you for approval,
provided that they also have the Shopping Cart Approver role. Note that this is different than using Team Carts.
Designating a Substitute Approver assigns the substitute on an “as‐needed” basis, rather than on an ongoing basis.
OBTAIN THE INTENDED SUBSTITUTE’S SAP USER ID/S
Before you begin in your Shopping Cart Approval screen, first search for the User ID
of the Approver/s to whom you wish your carts to route. It may be that employee’s
JHED ID, or may also be their JHED ID preceded with a concurrent employment ID
(such as CE01, CE02…). You will need this when you go to set the substitution.
1. Open SAP ECC, Enduser Role, Display Employee Directory.
2. Search for the employee with a combination of last and first name. Be
specific in your search so that you have fewer results to sort through.
3. A list of possible matches will display. Look for the employee’s current Organizational Unit and Position
(Default Position is a terminated Position).
4. Mark down the User ID from the JHED ID column. It may be the employee’s JHED ID alone, or the JHED ID
preceded by a CE01, CE02… This is a Concurrent Employment ID.
Student Reference
SAP Approver Fundamentals
Setting Substitute Approvers Page 13
- Do Not Select an ID for which Concurrent Shop is the ORG
Unit Text. This is a secondary shopper ID only.
DESIGNATE THE SUBSTITUTE
1. Go to your Shopping Cart Approver screen. At the far upper right, click the tiny
list icon to display the drop-down menu. Select Manage Substitution Rules.
2. When the Manage Substitution Rules popup appears, select Create Rule.
3. Enter the SAP User ID of the employee whom you want to approve in
your absence (see Obtain the Intended Substitute’s SAP User ID above).
Click the Select button.
4. You should see a pop-up box with the person’s name displayed. Because
you have selected by SAP User ID instead of name, there should only be
one listing. This will ensure that the substitute you are assigning is the
person you intend, in a position which is active, with the necessary roles to
fulfill these responsibilities. Click Apply, and the name will fill in.
5. Leave All in the Assign These Tasks field.
6. Select the button to the left of Receive my Tasks if you want the Substitute/s
to receive all of your Shopping Carts.
7. If you want the Substitute to be able to Fill in For Me (useful for an
unexpected absence), select that instead.
8. Click Next.
9. On the top line, make sure the button is selected for
On – The rule will be enabled.
10. Below that, either select:
- At Once to enable immediately, or
- On, and enter the future date that you would like
the Substitution to become active.
11. Click Save
12. You will be returned to the initial Manage Substitution Rules screen where you can review your new
settings.
13. In the future, to remove these Substitution Rules, open the same Manage Substitution Rules screen. Turn
Off to end the substitution rule, but save it for future activation. To remove entirely, highlight the row and
click Delete.
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