Example 15
Example 15
Type: Advanced Process Workflow
Department: Purchase (International)
Learning Objectives
Interdependency of Workflows:
To-Dos of a Workflow can be influenced by other To-Dos of a different Workflow (e.g. depending on the starting day).
Consolidation of the learning objectives so far
Business Process “International Purchase”:
Each and every order process starts with sending an order and attaching the supplier order confirmation, this is done by an employee of the Purchase Team. If the costs have not been revised, this needs to be done by the purchaser who is in charge of. In the case of an import order, import documentation are attached additionally and are sent to the freight forwarder. Furthermore, the bill of loading is attached and the foreign trade fields completed. The costs for each purchase line are examined and the expected receipt day will be confirmed. In case of delayed delivery, the Production Department (If Production Item) or the Sales Department will be informed in this matter.
Aptean Advanced Workflow Setup
Reference Type
No.: 38 (Purchase Header)
Buffer Time on Function Call Server: 30 Seconds
Automatic Workflows: Yes
Keyword Definitions
Keyword Definitions Line 1
Table ID: 38 (Purchase Header)
Field ID: 3 (No.)
Tick all Use Fields.
Keyword Definitions Line 2
Table ID: 38 (Purchase Header)
Field ID: 79 (Buy-from Vendor Name)
Tick all Use Fields.
To-Do Template
| To-Do Template 1 | Reference Type No.:38 (Purchase Header) Code: WF150-TD010 Description: Send Purchase Order to Supplier |
|---|---|
| WHO | Team Code: Purchase |
| WHY | No Activation |
| WHEN | Source Type: Workflow Duration Date Calculation: 1D |
| WHAT | Type: Manual Completion |
| To-Do Template 2 | Reference Type No.: 38 (Purchase Header) Code: WF150-TD020 Description: Attach Purchase Order Confirmation |
|---|---|
| WHO | Team Code: Purchase |
| WHY | No Activation |
| WHEN | Source Type: To-Do Source Code: WF150-TD010 Duration Date Calculation: 7D Critical Date Calculation: -3D |
| WHAT | Type: Document Storage Att. Document Type Code: ORDER CONFIRM [Table Join by default] Table JoinTable ID: 5128007 (Workflow) Table to join ID: 38 (Purchase Header) Table Join Line 1 Field ID: 1 (Document Type) Value Type: Field Value: 24 (Assigned to Art) Table Join Line 2 Field ID: 3 (Document No.) Value Type: Field Value: 26 (Assigned to No.) |
Document Group
Code: PURCHASE DOCS
Description: Purchase Documents
Directory Path Name: C:\Temp\
Insert Record Link: Yes
File Filter:
Display Order: 1
File Filter Code: PDF
File Filter
Code: PDF
Description: PDF
Filter: *.PDF
Document Type
Reference Type: 38 (Purchase Header)
Code: ORDER CONFIRM
Description: Order Confirmation
File Name Format: @@Purchase Header%%No.@@
Document Group: PURCHASE DOCS
[Table Join by default]
Table Join
Table ID: 5127903 (Attach Document)
Table to join ID: 38 (Purchase Header)
Table Join Line 1
Field ID: 3 (No.)
Value Type: Field
Value: 4 (Reference Type Code)
| To-Do Template 3 | Reference Type No.: 38 (Purchase Header) Code: WF150-TD030 Description: Costs to be checked by Product Manager |
|---|---|
| WHO | Team Code: Purchase |
| WHY | No Activation |
| WHEN | Source Type: To-Do Source Code: WF150-TD020 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type:Decision Decision Option Set Code: EXAMINATION Description: Examination Decision Decision Option Set Line 1 Value: OK Description: Ok Decision Option Set Line 2 Value: NOT OK Description: Not Ok Decision Option Set Code: EXAMINATION |
Workflow Template
Reference Type No.: 38 (Purchase Header)
Code: WF150
Description: All Purchase Orders Workflow
Editing Form ID: 50 (Purchase Order)
Use Condition: WF150-C010
Condition
Table ID: 38 (Purchase Header)
Code: WF150-C010
Description: Released Purchase Order
Type: Workflow Use Condition
Condition Line 1
Active: Yes
Type: Field
Table ID: 38 (Purchase Header)
Field ID: 1 (Document Type)
Filter: Order
Condition Line2
Active: Yes
Type: Field
Table ID: 38 (Purchase Header)
Field ID: 120 (Status)
Filter: Released
Workflow Line 1
Type: To-Do
Code: WF150- TD 010
Workflow Line 2
Type: To-Do
Code: WF150- TD 020
Workflow Line 3
Type: To-Do Group
Code: WF150- TD 030
To-Do Template
| To-Do Template 1 | Reference Type No.: 38 (Purchase Header) Code: WF150-TD010 Description: Attach Import Documentation |
|---|---|
| WHO | Team Code: Purchase |
| WHY | No Activation |
| WHEN | Source Workflow Template Code: WF150 Source Type: To-Do Source Code: WF150-TD010 Duration Date Calculation: 7D Critical Date Calculation: -3D |
| WHAT | Type: Document Storage Attach. Doc. Type Filter: Sales Invoice|Country of Origin |
Document Group
Code: PURCHASE DOCS
Description: Purchase Documents
Directory Path Name: C:\Temp\
Insert Record Link: Yes
File Filter:
Display Order: 1
File Filter Code: PDF
File Filter
Code: PDF
Description: PDF
Filter: *.PDF
Document Type
Reference Type No: 38 (Purchase Header)
Code: SALES INVOICE
Description: Sales Invoice
Document Group: PURCHASE DOCS
Document Type
Reference Type No: 38 (Purchase Header)
Code: COUNTRY OF ORIGIN
Description: Country of Origin Certificate
Document Group: PURCHASE DOCS
| To-Do Template 2 | Reference Type No.:38 (Purchase Header) Code: WF150-TD020 Description: Send Import Docs to Freight Forwarder |
|---|---|
| WHO | Team Code: Purchase |
| WHY | No Activation |
| WHEN | Source Type: To-Do Source Code: WF152-TD010 Duration Date Calculation: 1D |
| WHAT | Type: Manual Completion |
| To-Do Template 3 | Reference Type No.:38 (Purchase Header) Code: WF150-TD030 Description: Attach Bill Boarding |
|---|---|
| WHO | Team Code: Purchase |
| WHY | No Activation |
| WHEN | Source Type: To-Do Source Code: WF152-TD020 Duration Date Calculation: 1D Critical Date Calculation: -3D |
| WHAT | Type: Document Storage |
| To-Do Template 4 | Reference Type No.:38 (Purchase Header) Code: WF150-TD040 Description: Complete Foreign Trade Fields |
|---|---|
| WHO | Team Code: Purchase |
| WHY | No Activation |
| WHEN | Source Type: To-Do Source Code: WF152-TD030 Durer: 1D |
| WHAT | Type: Field Examination Condition Code: WF152-C010 |
Condition
Table ID: 38 (Purchase Header)
Code: WF152-C010
Description: Check Foreign Trade Fields
Type: Field Examination
All Condition Lines
Active: Yes
Type: Field
Table ID: 38 (Purchase Header)
Editing Form ID: 50 (Purchase Order)
Filter: <>’’
Condition Line 1
Field ID: 32 (Currency Code)
Condition Line 2
Field ID: 76 (Transaction Type)
Condition Line 3
Field ID: 102 (Transaction Specification)
Condition Line 4
Field ID: 77 (Transport Method)
Condition Line 5
Field ID: 97 (Entry Point)
Condition Line 6
Field ID: 101 (Area)
Workflow Template
Reference Type: 38 (Purchase Header)
Code: WF152
Description: Import PO Workflow
Reference Editing Form ID: 50 (Purchase Order)
Use Condition: WF150-C010
Activation Condition
Table ID: 38 (Purchase Header)
Code: WF152-C020
Description: Import Po
Type: Activation
Condition Line 1
Active: Yes
Type: Field
Field ID: 31 (Vendor Posting Group)
Filter: Foreign
Condition Code: WF152-C020
Workflow Line 1
Type: To-Do
Code: WF152-TD010
Workflow Line 2
Type: To-Do
Code: WF152-TD020
Workflow Line 3
Type: To-Do
Code: WF152-TD030
Workflow Line 4
Type: To-Do
Code: WF152-TD040
Table Joins
Table ID: 39 (Purchase Line)
Table to join ID: 38 (Purchase Header)
Table Join Line 1
Field ID: 1 (Document Type)
Value Type: Field
Value: 1 (Document Type)
Table Join Line 2
Field ID: 3 (No.)
Value Type: Field
Value: 3 (Document No.)
Table ID: 39 (Purchase Line)
Table to join ID: 27 (Item)
Table Join Line 1
Field ID: 1 (No.)
Value Type: Field
Value: 6 (No.)
Reference Type
No.: 39 (Purchase Line)
Buffer Time on Function Call Server: 30 Seconds
Automatic Workflows: Yes
Workflow Numbers: WKFL
Keyword Definitions
Keyword Definitions Line 1
Table ID: 39 (Purchase Line)
Field ID: 3 (Document Type)
Tick all Use Fields
Keyword Definitions Line 2
Table ID: 38 (Purchase Header)
Field ID: 79 (Buy-from Vendor Name)
Tick all Use Fields
Keyword Definitions Line 3
Table ID: 39 (Purchase Line)
Field ID: 11 (Description)
Tick all Use Fields
To-Do Template
| To-Do Template 1 | Reference Type No:38 (Purchase Line) Code: WF154-TD010 Description:Department Purchase Costs |
|---|---|
| WHO | Team Code: Purchase Conditional Responsibility based on Department Code Conditional Responsibilities Conditional Responsibilities Line 1 Condition Code: WF140-C010 Condition Table ID: 39(Purchase Line) Code: WF154-C020 Description: Furniture Item Purchase Line Type: Responsibility Condition Line 1 Active: Yes Type: Field Table ID: 39 (Purchase Line) Field ID :5709 (Item Category Code) Filter: Furniture Employee Code: PS Conditional Responsibilities Line 2 Condition Code: WF154-C020 Condition Table ID: 39 (Purchase Line) Code: WF154-C020 Description:Misc. Item Purchase Line Type: Responsibility Condition Line 1 Active: Yes Type: Field Table ID: 39 (Purchase Line) Field ID: 5709 (Item Category Code) Filter: MISC Employee Code: LM |
| WHY | By Decision Type No: 38 (Purchase Header) By Decision Workflow Template Code: WF150 By Decision Template Code: WF150-TD030 Decision Value Filter: YES |
| WHEN | Reference Type No.: 38 (Purchase Header Source Workflow Template Code: WF150 Source Type: To-Do Source Code: WF150-TD030 Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type: Manual Completion |
| To-Do Template 2 | Reference Type No.:39 (Purchase Line) Code: WF154-TD020 DescriptionConfirm Expected Receipt Date |
|---|---|
| WHO | Team Code:Purchase |
| WHY | No Administrator |
| WHEN | Reference Type No.: 38 (Purchase Header) Source Workflow Template Code: WF152 Source Type: Workflow Time Difference Calculation: 7D Duration Date Calculation: 2D Critical Date Calculation: -1D |
| WHAT | Type: Manual Completion |
| To-Do Template 3 | Reference Type No:39 (Purchase Line) Code: WF154-TD030 Description:Notification Delayed Purchase Order |
|---|---|
| WHO | Employee Code: TZ Conditional Responsibility based on Department Code Conditional Responsibilities Conditional Responsibilities Line 1 Condition Code: WF154-C030 Condition Table ID: 39 (Purchase Line) Code: WF154-C030 Description: Raw mat Purchase Type: Responsibility Condition Line 1 Active: Yes Type: Field Table ID: 39 (Purchase Line) Field ID :11 (Inventory Posting Group) Filter: Raw Mat Employee Code: TZ |
| WHY | No Activation |
| WHEN | Source Type: Reference Table Source Field: 5790 (Requested Delivery Date) Time Difference Calculation: -2 Duration Date Calculation: 7D Critical Date Calculation: -3D |
| WHAT | Type:Date Monitoring Date to monitor Table ID: 39 (Purchase Line) Field ID: 10 (Expected Receipt Date) Reference Date Source Type: Reference Table Herkunft TableID: 39 (Purchase Line) Herkunft Field ID: 5790 (Requested Receipt Date) Time frame Time Difference Calculation (Date Monitoring): -2D Time Frame: 4D |
Keyword Definitions
Keyword Definitions Line 1
Table ID: 39 (Purchase Line)
Field ID: 5790 (Requested Receipt Date)
Tick all Use Fields
Keyword Definitions Line 2
Table ID: 39 (Purchase Line)
Field ID: 10 (Expected Receipt Date)
Tick all Use Fields
Workflow Template
Reference Type: 39 (Purchase Line)
Code: WF154
Description: All Po Lines Workflow
Reference Editing Form ID: 50 (Purchase Order)
Buffering Table ID (Editing Form): 38 (Purchase Header)
Use Condition: WF154-C040
Condition
Table ID: 39 (Purchase Line)
Code: WF154-C040
Description: Released Purchase Order Line
Type: Workflow Use Condition
Condition Line 1
Active: Yes
Type: Field
Table ID: 39 (Purchase Line)
Field ID: 1 (Document Type)
Filter: Order
Condition Line 2
Active: Yes
Type: Field
Table ID: 38 (Purchase Header)
Field ID: 120 (Status)
Filter: Released
Workflow Line 1
Type: To-Do
Code: WF154-TD010
Workflow Line 2
Type: To-Do
Code: WF154-TD020
Workflow Line 3
Type: To-Do
Code: WF154-TD030