Create Sales Order Business Process

1. In the Lobby, choose Create.

   The lobby is a central page for creating, accessing, and managing your projects in SAP Build. You can access business application processes, company configured templates, and other resources for your end-to-end business process.

   

2. Pick Build an Automated Process.

   

3. Select Business Process.

   Business Process Projects are a collection of skills in SAP Build Process Automation. Projects are part of the internal business processes of a company and are defined based on business scenarios. A project can contain a set of processes, forms, automations and decisions, which are reusable artifacts.

   

4. In the Create a Business Process project dialog box, do the following:

   • Enter a Project Name that starts with Sales Orders Management. In workshops, we recommend using the user identifier and then your initials, something like this: Sales Orders Management_001_JFK.

     Tip: Always use a name that would help users distinguish your workspace from others.

   • Enter a Short Description: Sales Orders Management Project.

   • Choose Create.

   

Once you have successfully created a Business Process Project, you will create a Business Process to automate the Sales Order Approval Process.

1. A new tabs opens with the newly created project.

2. In the Create Process dialog box, provide the following:

   • Enter a Name: Order Processing
   • Enter a Description for your process: A process to handle sales orders
   • Choose Create

   Inside a project, you can create a process. This process is equivalent to a workflow in any business scenario. You can create this process from different skills such as forms, decisions, automations.

   

   The form Identifier field is auto-filled.

3. You are navigated to the Process Builder canvas.

   This is a visual canvas on which you map out your business process from start to finish. Other process artifacts are then added to this canvas, with process controls and connectors used to decide how information flows when the process is running.

   

   In the next step, you will create a data type which would be used to integrate with SAP Build Apps and SAP Build Process Automation.

A data type is an artifact describing a data structure that can be used as an input and/or an output parameter in automations or processes.

You will build the initial screen of Sales Order Approval process using SAP Build Apps in the next tutorial. This API trigger will be invoked on a click of Get Approval button in SAP Build Apps.

The process can be triggered with a Form or using an API trigger. Since you are integrating a Sales Order Approval Process with SAP Build Apps, you will create an API trigger for the process. The inputs and outputs are configured for the API trigger and these inputs can then be used as input fields in your process, for example, in a form or approval form.

1. Back on your Order Processing process page, in the process builder canvas, click on Add a Trigger.

   

2. Choose Call an API.

   

3. Enter the name as Sales Order Trigger. The identifier is generated based on the name.

   

4. Open the Process Details side panel.

   

5. Choose Variables. Then choose Configure to configure inputs.

   

6. In the Configure Process Inputs window, choose Add Input to add parameters.

   Add the following parameter:

   Name	Type
   salesorderdetails	Sales Order

   Note: Type is a dropdown field which contains “Sales Order” as datatype.

7. Check the Required box.

8. Apply changes.

   

9. Save the project.

   The inputs are now displayed in the process details side panel.

   These input fields will be mapped to fields in SAP Build Apps.

   

10. Select the Sales Order Trigger to view the outputs.

    The API trigger outputs are synchronized from the process inputs.

    

Approvals are an important part of business processes, whether performed manually or automatically approved based on process conditions. In the Sales Order Approval Process, Supplier needs to review and approve the Sales Order requests.

With SAP Build Process Automation, you can manage approvals by creating and adding an approval form to a business process. Hence, you would create an Approval form for the Supplier where he/she can Accept/Reject the Sales Order request.

You can create interactive forms in SAP Build Process Automation. Forms can be used:

• as a start trigger for a process.
• as Approval Forms.
• as additional steps added in the same process.

Navigate back to the Process Builder canvas to create an Approval Form.

1. Go to the Order Processing process and choose + below the Trigger.

   

2. Choose Approval.

   

3. Choose Blank Approval.

   

4. In the Create Approval dialog box, do the following:

   • In the Name field enter: Approval Form
   • In the Description field enter: Form to approve or reject the sales order
   • Choose Create
   

5. Click on Open Editor to edit the form.

   

6. Design the form by dragging and dropping the corresponding form elements as shown below.

   Field Settings with Label	Form Fields	Configuration (Read Only)
   Approve Sales Order	HeadLine 1
   A new order has been received. Please review and confirm whether the requirements can be met or not.	Paragraph
   Material	Text	X
   Order Amount	Number	X
   Customer Name	Text	X
   Expected Delivery Date	Date	X
   I acknowledge that we have received your order and will process it based on the availability	Checkbox
   Message to Buyer	Text Area

   

7. Save the form.

8. Back within the process, click on the Approval Form and configure the Subject and Recipients.

   In the Subject section:

   • Enter Please review
   • Select Material from the sales order details
   

   In the Recipients section, enter your login ID (the email you used to sign into the SAP Build lobby).

   

   Don’t copy and paste the email ID. Enter the email ID manually.

9. Configure the inputs of the Approval Form. Navigate to Inputs and map the fields accordingly.

10. Choose Save.

    

In this step, you will create and design a form which will be sent as notification to the seller if the Sales order is approved. Upon the execution of the process, this notification form will be available in the SAP Build Lobby Inbox which will be covered in the later part of the exercise.

1. To add a confirmation to the process, select + below the Approve option.

   

2. Choose Form.

   

3. Choose Blank Form.

   

4. In the Create Form dialog box, do the following:

   • In the Name field, enter Order Confirmation Form
   • In the Description field, enter Notification form to inform whether the sales order is approved by the supplier
   • Choose Create
   

5. Click on Open Editor to edit the form.

   

6. Design the form by dragging and dropping the corresponding Form elements as shown below.

   Form Fields	Field Settings with Label	Configuration (Read Only)
   Headline 1	Order Confirmation
   Paragraph	Your order has been received and accepted for delivery. We will send you the details as soon as the order is shipped. You can find the details of your order below, please review and verify your request:
   Text Area	Message from the supplier:	X
   Text	Material	X
   Text	Customer Name	X
   Number	Order Amount	X
   Date	Expected Delivery Date	X
   Paragraph	Please press the SUBMIT button to acknowledge the order status.

   

7. Save the form.

8. Back in the process, click on the Order Confirmation Form and configure the Subject and Recipients.

   In the Subject section:

   • Enter Your order
   • Select Material from the sales order details
   • Enter has been approved

   In the Recipients section, enter your login ID (email).

   In this tutorial, to complete the process, you will play the dual role of Supplier and Seller. Hence, you would map your email ID in the Notification Form as well.

   

9. Configure the inputs of Order Confirmation Form. Navigate to Inputs and map the fields accordingly.

10. Choose Save.

    

Notifications can be sent via an Email or to the SAP Build Inbox of the Seller. Before adding mail notifications to a process, you must first configure your SMTP mail destinations for SAP Build Process Automation. Please refer to the pre-requisites to learn how to configure SMTP destination to send mail notifications.

In this step, you will send out an email notification to the Seller if the Sales order is rejected. You need to configure the mail server to use the Mail Artifact.

1. To add an email notification to the process, select + below the Reject option.

   

2. Choose Email.

   

3. Once you have successfully added Mail, you will configure Mail Header and Mail Body.

   In the To section, enter your personal or work email address – NOT the email of the user you used to sign into the lobby.

   Our SAP Build Process Automation is connected to a SMTP (i.e., mail) server and this process will send out a real email, so you want to enter an email address that you can check – NOT the email of the user you used to sign into the lobby.

   In the Subject section, enter Order Rejection Notification.

   

4. Click on Open Mail Body Editor.

   • Enter Your order
   • Select material from the salesorderDetails
   • Enter has been rejected
   • Click on Apply
   

5. Click on Save.

   

Once the process with forms is designed, define which process flow should run based on if/else condition criteria. During the Sales Order Approval process, the Sales order can be approved automatically based on certain condition. In this step, you will add a condition where the Sales order goes for Supplier approval if the Order amount is greater than 100000 else the Sales order is approved automatically.

1. To add a condition to a process open the Process Builder. Choose + below the Trigger.

   

2. Choose Controls and Events.

   

3. Choose Condition.

   

4. To configure the condition, choose Open Condition Editor.

   

   Process content will contain a list of attributes that have been defined in previous skills. For example: in the screenshot, you can see attributes from the API trigger. You will use this process content to configure different skills during business process modelling.

5. Edit your branch condition:

   • Set orderAmount from the process content
   • Select is greater than
   • Enter 100000 as the value
   • Choose Apply
   

   You have configured your if branch to: if Order Amount is greater than 100000.

6. Both If and Default link branches are connected to the Approval Form.

7. Choose Save.

   

   With this process condition, only the sales order above a specific amount will be sent for approval and the rest will be auto-approved.

   You have to add a notification form in the If connection to notify the requester of the auto-approval and terminate the process.

In this step, you will create a notification form which would be received by supplier if the order is approved automatically without any approvals. With the Low-code capabilities, you need not to re-design the Form. Let’s explore the Duplicate feature in SAP Build Process Automation.

1. To add the new form, you will use the Duplicate feature. Select the Overview.

   • Find Order Confirmation Form under the Artifacts section and select three dots (…).
   • Choose Duplicate.
   

   Copy functionality is used to copy the artifacts between two different projects.

2. In the Duplicate Artifact pop-up window, change the name to Auto Approval Notification and select Duplicate.

   

3. The form is automatically opened in the form builder. Change the Auto approval form in the form builder to reflect the data for auto approval use case.

   Design the notification form, the same way as in the previous steps, to send another notification to the requester about auto-approval.

   Modify the Layout fields:

   Form Fields	Field Settings with Label	Configuration(Read Only)
   Headline 1	Automatic Order Confirmation
   Paragraph	Your order has been received and we will send you the details as soon as the order is shipped. You can find the details of your order below, please review and verify your request:
   Paragraph	Your Sales Order Details:
   Text	Material	X
   Text	Customer Name	X
   Number	Order Amount	X
   Date	Expected Delivery Date	X
   Paragraph	Please press the SUBMIT button to acknowledge the order status

4. Save your work.

   

5. Go back to the Process Builder and add the auto approval form, choose + below the Default branch.

   

6. Choose Form.

   

7. Choose Auto Approval Notification.

   

8. Configure the General section.

   Under Subject:

   • Enter: Your order
   • Choose: material from salesorderdetails
   • Enter: has been approved automatically

   Under Recipients, enter your login ID (email).

   

9. Configure the Inputs section.

   Form Input Fields	Process Content Entry
   Customer Name	shipToParty
   Expected Delivery Date	expectedDeliveryDate
   Material	material
   Order Amount	orderAmount

10. Click on Save.

    

11. Below Auto Approval Notification, select +.

    

12. Choose Controls and Events.

    

13. Choose End.

    

1. Click on Save to save your work.

   Once you have successfully completed the project, your final process looks as below.

   

   This completes the process design with condition criteria that will decide what process flow is executed and whether there will be an auto-approval or a one-step approval route. Now the business process is ready to integrate with SAP Build Apps.