Introduction

In SAP S/4HANA Cloud Public Edition, the project billing approval workflow gives organizations a configurable approval gate between submitting a billing request and generating the billing document. This is a pure configuration exercise — no ABAP, no BAdI, no transport. Everything lives in a single Fiori app.

This blog walks through the complete configuration of the Manage Workflow for Project Billing Requests app using a real test scenario, and demonstrates the end result in the system.

Reference: SAP Help — Manage Workflow for Project Billing Request System: S/4HANA Cloud Public Edition, tenant YO1/100

Test Scenario Design

Parameter Value

Manage Project Billing

   │

   ▼  [Submit]

Project Billing Request

   │

   ▼  [Workflow triggers — process pauses]

My Inbox (Project Manager: Qi Liu)

   │

   ▼  [Approve]

Billing Document Request (auto-created)

   │

   ▼

Invoice

Prerequisites

1. Business Role & Catalog

Business Catalog Description

2. Project Team Assignment

Project Role Used As Assigned User

Without a user assigned to the project role, the workflow task has no recipient and the approval request will never be delivered to an inbox.

Configuration: Manage Workflow for Project Billing Requests

Step 1 — Open the App

Navigate to the Fiori Launchpad and search for Manage Workflow for Project Billing Requests. The app opens with a list of existing workflow definitions. Key toolbar actions:

• Create — define a new workflow from scratch
• Copy — clone an existing workflow as a starting point
• Define Order — define the priority sequence when multiple workflows exist

Step 2 — Create a New Workflow

Click Create and fill in the header:

Field Value Notes

Save the header first before adding conditions and steps.

Step 3 — Define Start Conditions (Optional)

Start Conditions determine which billing requests trigger this workflow. Empty = every submitted request is routed for approval.

To add a condition, click Add Condition:

Condition Example Field Operator Value 

If multiple workflows exist, use Define Order to set priority. The system uses the first matching workflow only.

Please check the standard condition available above.

Step 4 — Add a Workflow Step

Scroll to Steps and click Add Step.

Step Header

Field Value

Recipients Tab — Option A: Assignment By Role (used in this test)

Field Value

The system resolves the actual user from the project's Team tab at runtime — no hardcoded approver.

Recipients Tab — Option B: Assignment By User (for fixed approvers)

Field Value

Step Conditions Tab (Optional)

Controls whether this step executes at all — independent of the workflow's Start Conditions. Useful in multi-step scenarios where a second approval only activates above a threshold.

Step 5 — Multi-Step Workflow (Optional Reference)

Step 1: Project Manager (always)

   │

   ▼

Step 2: Project Controller (only if Amount > 50,000 CNY)  ← Step Condition

   │

   ▼

Billing Document Request created

Step Recipient Step Condition

Step 6 — Activate the Workflow

In the workflow list, select the entry and click Activate.

Status Meaning

Step 7 — Priority Order (Multiple Workflows)

Use Define Order if you have more than one Active workflow. The system checks top-to-bottom and uses the first match.

Demo: Test Results

Submit in Manage Project Billing

Select billing element for Q-0005 → click Submit.

Track Status in Manage Project Billing Requests

Open Manage Project Billing Requests, search for Q-0005:

Field Value

Approval Task in My Inbox

Qi Liu opens My Inbox:

Field Value

Result: Billing Document Request Created

Status updates to A (Approved) and the Billing Document Request is auto-created.

Configuration Summary

Configuration Item Location Key Setting

Key Behaviors to Know

• No Active workflow → Submit immediately creates Billing Document Request with no approval pause.
• Rejected requests → Billing elements are reinstated and re-appear in Manage Project Billing for resubmission.
• Pricing changes between submission and approval may cause automatic BDR creation to fail — reject and resubmit after repricing.
• Visibility in Manage Project Billing Requests requires the logged-in user to have any role on the project team.