Here are real-time workflow examples in SAP FICO along with step-by-step explanations
and relevant interview-style answers. These are based on practical business scenarios
involving approvals, automation, and integration in SAP FICO:
✅1. Vendor Invoice Approval Workflow (FI-AP)
🔹 Scenario:
A company wants all vendor invoices above ₹50,000 to be approved by the Finance Manager
before payment.
🔹 Steps:
1. Invoice Entry – User creates invoice using T-code: FB60 or MIRO.
2. Workflow Trigger – System checks if the amount > ₹50,000.
3. Approver Determination – Based on the cost center or company code, the Finance
Manager is determined using rule-based workflow.
4. Email Notification – Approver gets a work item in SAP Inbox or email.
5. Approval/Reject – Finance Manager approves or rejects.
6. Invoice Posting – On approval, invoice is posted; on rejection, sent back for
correction.
🔹 Interview Answer:
"In one of my projects, we implemented a workflow for invoice approvals above a threshold.
It involved using Business Object BUS2081, event CREATED, and custom rules to
determine the approver dynamically based on company code and cost center. The workflow
improved compliance and reduced unauthorized payments."
✅2. Parked Document Approval Workflow (FI-GL)
🔹 Scenario:
Users can park journal entries, but only the accounting team can post them after verification.
🔹 Steps:
1. User parks a document using F-02 with "Park as Complete".
2. Workflow Trigger – Event: PRELIMINARYPOSTED of object FIPP.
3. Approver Assignment – Workflow assigns to the assigned GL approver (using role
or rule).
4. Approval Task – Approver gets notification and reviews the entry.
5. Post Document – Approver posts the document (FBV0).
🔹 Interview Answer:
"We used SAP Workflow for parked documents (Object: FIPP) to ensure that journal entries
were reviewed before posting. This was especially important during financial closing to avoid
misstatements."
✅3. Down Payment Approval (FI-AP)
🔹 Scenario:
A down payment to a vendor requires CFO approval if above ₹1 lakh.
🔹 Steps:
1. User creates down payment with F-48.
2. Workflow checks amount using a custom check step.
3. Trigger Workflow – If amount > threshold, workflow triggers.
4. Approval Step – CFO reviews and approves.
5. Payment Released – On approval, payment is processed via F110.
🔹 Interview Answer:
"To control large advance payments, we created a workflow where the CFO had to approve
down payments over a defined threshold. We integrated this with payment blocks so that
automatic payment runs would not process unapproved entries."
✅4. Asset Capitalization Workflow (FI-AA)
🔹 Scenario:
Before an asset is capitalized, it must be approved by the asset controller.
🔹 Steps:
1. User creates asset master via AS01.
2. Capitalization entry via ABZON/ABUMN.
3. Workflow triggers on posting.
4. Asset controller reviews and approves based on asset class or value.
5. Workflow completes, and depreciation starts in the next period.
🔹 Interview Answer:
"In an asset-intensive company, we automated asset capitalization using a workflow tied to
ABZON postings. This ensured that all assets went through review, preventing errors in
capitalization and depreciation calculation."
✅5. Bank Master Creation & Change Approval
Workflow (FI-BL)
🔹 Scenario:
Any changes or additions to bank master data must be approved by treasury.
🔹 Steps:
1. User requests bank master creation using FI01 or change using FI02.
2. Workflow triggers on save.
3. Notification sent to treasury team.
4. Treasury reviews bank details and approves/rejects.
5. Change Log maintained in FI03 and approved copy stored.
🔹 Interview Answer:
"We implemented a custom workflow for bank master changes, integrated with change
documents. It was critical for audit purposes and to avoid fraud, especially in large
organizations with multiple payment banks."
🔹 Workflow Tools Used:
T-Code: SWDD – Workflow Builder
Business Objects:
o BUS2081 – Vendor Invoice
o FIPP – Parked Document
o BUS1001 – Asset
Events: CREATED, CHANGED, RELEASED
T-Code: SWI1 – Workflow Log
T-Code: SWI5 / SBWP – Work item inbox
T-Code: PFTC – Task/Template Configuration
