SAP BUSINESS TECHNOLOGY PLATFORM | EXTERNAL

End User Guide

Manage Asset Creation Requests using SAP Build
Process Automation or SAP Workflow Management
© 2022 SAP SE or an SAP affiliate company. All rights reserved.

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Table of Contents
Table of Contents ............................................................................................................................... 2

01. Overview ....................................................................................................................................... 3

02.Manage Asset Creation Requests Application................................................................................. 4

Create Asset with reference............................................................................................................................... 4
Create new asset without reference................................................................................................................... 5

03.My Inbox Task ............................................................................................................................... 7

Approval Task ........................................................................................................................................................................ 7
Reject task .............................................................................................................................................................................8
Rework task ...........................................................................................................................................................................9

04.Process Visibility Workspace ........................................................................................................ 11

Access Process Workspace with SAP Build Process Automation...................................................................... 11
Access Process Workspace with SAP Workflow Management .......................................................................... 11

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01. Overview
This document provides information about how to use the user interfaces of the workflow content
package Manage Asset Creation Requests. Below are the main audiences of this document:
• Creator/Initiator – Accountant of the asset accounting.
• Approver – Includes Head of Department, Cost Center Owner, Finance Manager etc.
This content package will enable SAP S/4HANA customers to automate the Fixed Asset creation
process without additional development in SAP S/4HANA system. It provides flexibility in choosing
process variants depending on attributes like Company Code, Asset Class, Cost Center, Plant, etc.
When an initiator creates a Fixed Asset, a pre-configured process variant is triggered in SAP Build
Process Automation or SAP Workflow Management based on configurable business conditions . On
approval, the fixed asset is created in SAP S/4HANA system.
Salient features of this content package are mentioned below:
• Plug and Play with SAP S/4HANA without any additional development.
• Process steps delivered to approve an asset.
• Automatic email notification to parties involved.
• Business Rules provides flexibility in determining approver determination strategy and
approvers.
• Custom validation on asset attributes using Business Rules.
• New variant of the process can be created using the pre-delivered process steps in a no-
code / low-code approach.
• Out-of-the-box visibility into key process performance indicators of the asset.

Disclaimer: Please note that this content package is a template to facilitate custom build extensions. A
full-fledged master data management solution, with data quality management and governance
capabilities is available on SAP Business Technology Platform, please see SAP Master Data Governance.

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02.Manage Asset Creation Requests Application
Fixed Asset data gets validated using Business Rules before approval. Approvers are determined
by using these Business Rules based on the fields like company code, cost center etc. Approvers
get notified via email.
The Asset Creation SAP UI5 application tile enables the line of business users to post Asset
Creation in SAP S/4HANA.

After clicking on the Create Asset tile, below screen will be displayed and user will have the option
to copy the existing asset as a reference or create an asset without reference.

Create Asset with reference

After selecting the reference line-item radio button, click on the Copy button.

All the details from this Asset will be copied in the new request except for the Request or data.
Requestor data need to be keyed in again.
After changing or feeding in the required data, click on Submit
After submitting the asset, approval task will be trigged, and an e-mail notification will be sent to
respective approver and task will be created in My Inbox application.

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Create new asset without reference
Click on Create

Enter the details in the Create Asset Screen.

In the Asset creation screen user inputs mandatory and non mandatory fields as marked and clicks
on Submit. Also, there is provision to attach supporting documents as attachments. Upon click of
Submit, confirm popup comes where the user can click on Submit or Cancel

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Upon Submit, Success toast comes up.

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03.My Inbox Task
Once the asset creation request is submitted, an Approval task shall be created. Approver gets an
email notification and the task in the My Inbox application.

Approve/Reject/Rework on Asset Creation Request

Approvers will have the following three decision options:
o Approve
o Reject
o Rework
• On approval, system will trigger the next level of approval with automatic email notification.
• On complete approval, the Asset will be created in SAP S/4HANA System.
• On Reject, process will be ended.
• On Rework event submission by approver, the current approval process will end.
Creator/Initiator will be notified with the Rework task in My Inbox with two options (Submit
and Cancel) along with approver’s comments. Upon Resubmission, the approval process
flow will start from beginning. Upon “Cancel”, the process flow gets terminated.

Approval Task

Approver gets tasks with actions Approve, Reject or Rework.

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Approver clicks on Approve after entering the comment.
After final approval, the Asset will be created in the SAP S/4HANA system.
Asset number gets generated in the SAP S/4HANA system that can be seen again on Create Asset
user interface within the list of assets.

Reject task

Once the approver rejects the asset with comment, asset creation request will be rejected, and
process flow will end. No asset will be created.

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Rework task

A rework task is created with actions- Submit and Cancel

When Initiator clicks on Submit, after doing the needful rework, the current process flow will end
and a new workflow with same Asset creation request details will be initiated. Rest of the process
flow with options to Approve/Reject/Rework remains the same. Upon the final approval, asset will
be created in the SAP S/4HANA system.

When Initiator clicks Cancel, the current process flow ends, and no further action would happen.

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04.Process Visibility Workspace
Process Visibility enable Process Owners and Process Operators to gain real time visibility on
processes and key process performance indicators. Process visibility capability enables customers
to gain out of the box visibility into their deployed processes. Please refer help documentation for
more details.
The “Manage Asset Creation Request” content package provides such out of the box visibility and
process performance indicators for all the active process variants in SAP Build Process Automation
or SAP Workflow Management. A process owner or line of business expert can enhance the visibility
scenario.

Access Process Workspace with SAP Build Process Automation

1. The administrator would have added a tile in the central Fiori Launchpad that corresponds
to the scenario “Manage Asset Creation Request”. For more information on how to add
scenario-specific tiles, refer to the help documentation.
2. Click the scenario-specific tile in the Fiori Launchpad.
3. User will see the below detailed process visibility dashboard.

Access Process Workspace with SAP Workflow Management

1. Go to Process Flexibility Cockpit
2. Select Manage Asset Creation Requests
3. Click Live Process Insights Manage Asset Creation Requests
4. User will see the below detailed process visibility dashboard.

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Please go through help documentation on how to access process workspace.

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