Business Scenario: The SAP system must record the initiator and the final approver for financial

transactions that go through workflow for posting. These fields must describe for each posting the individual who parked the entry as well as the individual whose approval directly led to the posting of the entry. The Final Approver is the individual who is ultimately responsible for the individual posting and by approval has also approved the attached supporting documentation. This information is either available within Approval Sub-Workflow container or it can be viewed separately for each FI document in transactions FBV3 or FB03 from the workflow protocol via the generic object services. This document provides a custom solution to this requirement. It is possible to capture the final level Workflow Approver within BKPF (Accounting Document Header) table. Benefits:

If a future question concerning the posting occurs due to audit, the Final Approver is the person contacted to describe the details of the entry. It provides an ability to check whether the initiator of the document and the final approver is the same individual. Extend BKPF table structure Perform the following steps to add new field Final Approver to BKPF table

Call transaction SE11 , enter table name as BKPF and click on Append Structure

Provide a Z structure name on the subsequent popup

Create structure with single field FINAL_APPROVER (This structure can have additional Approver fields if the number of Approval levels is fixed.)

Save and activate

Extend BKPF_SUBST structure During posting of FI document, all fields from BKPF_SUBST structure are transferred to BKPF structure. Perform the following steps to add new field Final Approver to BKPF_SUBST table

Call transaction SE11, enter structure name as BKPF_SUBST and click on Append Structure.

Provide a Z structure name on the subsequent popup

Create another structure with single field FINAL_APPROVER (This structure can have additional Approver fields if the number of Approval levels is fixed.)

Save and activate

Now both BKPF and BKPF_SUBST structures have new field FINAL_APPROVER.

Implement Business Transaction Event (Process interface 1120) BTE 1120 can be used to populate the fields of structure BKPF_SUBST, which are eventually transferred to BKPF table.

Create function ZSAMPLE_PROCESS_00001120 as a copy of SAMPLE_PROCESS_00001120 Call transaction SE80 and create new function group e.g. ZFI_DOC_POSTING. Click YES on confirmation pop up. Save and activate function group

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Call transaction SE37 , enter from Function name as SAMPLE_PROCESS_00001120 Click Copy Icon and specify ZSAMPLE_PROCESS_00001120 as to Function

Configure BTE Call transaction SPRO

SAP Reference IMG -> Financial Accounting -> Financial Accounting Global Settings -> Business Transaction Events o
or Call transaction FIBF. Choose Products of a Customer

Add New Entry for Product ZFI_POSTING, description and SET the active flag. Save the new product.

Next, choose Process Modules of a Customer

Add New Entry for Process interface - 1120. Use the function name and Product created in previous steps. Save the new entry.

Function ZSAMPLE_PROCESS_00001120

After the BTE implementation, function ZSAMPLE_PROCESS_00001120 will be called just before actual Posting of FI document. BTE 1120 provides us the facility of substituting BKPF fields from BKPF_SUBST structure. So if we determine and populate the final approver in T_BKPFSUB, this value will be moved from T_BKPFSUB to T_BKPF table before posting and then it will be available in BKPF table after Posting. Call transaction SE37 and open function ZSAMPLE_PROCESS_00001120 in change mode. Write the following sample code: FUNCTION zsample_process_00001120. *"-------------------------------------------------------------*"*"Local Interface: *" IMPORTING *" VALUE(I_BKDF) TYPE BKDF OPTIONAL *" TABLES *" T_BKPF STRUCTURE BKPF *" T_BSEG STRUCTURE BSEG *" T_BKPFSUB STRUCTURE BKPF_SUBST *" T_BSEGSUB STRUCTURE BSEG_SUBST *" T_BSEC STRUCTURE BSEC OPTIONAL *" CHANGING *" REFERENCE(I_BKDFSUB) TYPE BKDF_SUBST OPTIONAL *"-------------------------------------------------------------DATA : l_bkpfsub l_bkpf DATA : l_agent l_wi_cd l_wi_ct l_objkey CLEAR : l_agent. * Read BKPF record READ TABLE t_bkpf INTO l_bkpf INDEX 1. CHECK sy-subrc EQ 0. CLEAR l_objkey. CONCATENATE l_bkpf-bukrs l_bkpf-belnr l_bkpf-gjahr INTO l_objkey. CONDENSE l_objkey. * Determine Final JE approver from Workflow LOG tables SELECT wi_aagent wi_cd wi_ct FROM swivobject UP TO 1 ROWS INTO (l_agent,l_wi_cd,l_wi_ct) WHERE objtype = 'FIPP' TYPE TYPE TYPE TYPE sww_aagent, sww_cd, sww_ct, swo_typeid. TYPE bkpf_subst, TYPE bkpf.

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AND objkey = l_objkey AND wi_type = 'W' AND wi_stat = 'COMPLETED' AND wi_rh_task = 'TS00007914' ORDER BY wi_cd DESCENDING wi_ct DESCENDING. ENDSELECT. IF NOT l_agent IS INITIAL. * Read BKPF substitute record READ TABLE t_bkpfsub INTO l_bkpfsub INDEX 1. IF sy-subrc EQ 0. MOVE l_agent TO l_bkpfsub-final_approver. * Update the BKPF substitute table MODIFY t_bkpfsub INDEX 1 FROM l_bkpfsub TRANSPORTING final_approver. ENDIF. ENDIF. ENDFUNCTION.

Save and activate Function ZSAMPLE_PROCESS_00001120 Code Explanation: Database view SWIVOBJECT provides all the work item headers for workflows linked to the parked document (FIPP). Task TS00007914 specifies Approval task and descending SORT by date and time provides the Final Approver of the Parked Document.

Working Prototype

Park a Journal Entry via transaction FV50. Then complete the document by clicking SAVE as COMPLETE button and trigger Approval Workflow

The Approval Work item is sent to Manager

The Approver (Manager) can then release the document from SAP inbox (transaction SBWP)

Document 101265204 gets posted by Workflow

Final Approver is captured on BKPF table entry