Work Items in the SAP GUI

In the SAP GUI, work items are displayed in the SAP Business Workplace (transaction SBWP).

SAP Business Workplace: Main Overview

Area	Information and comments
1	Folders	This is where the folders in your SAP Business Workplace are displayed, in hierarchical order. To see work items that relate to the xSuite workflow, go to Inbox → Workflow.
2	Work Item List	This is where work items from the selected folder are displayed. Double click on a work item to open it.
3	Work item preview	This is where a preview of the selected work item is displayed. The preview can be hidden.

Area

Information and comments

Folders

This is where the folders in your SAP Business Workplace are displayed, in hierarchical order.

To see work items that relate to the xSuite workflow, go to Inbox → Workflow.

Work Item List

This is where work items from the selected folder are displayed.

Double click on a work item to open it.

Work item preview

This is where a preview of the selected work item is displayed.

The preview can be hidden.

Work Items: Main Overview in the SAP GUI

Element		More information
1	Document buttons	Different buttons are available depending on the document type and the workflow task in which a document is located.
2	Attachments	This is where the attachments of the document are displayed. The first attachment is the document itself, e.g. the invoice. Additional files such as terms and conditions can be added as additional attachments. The file type of an attachment is indicated in brackets.
3	Display	This is where you can open or hide Header Data, Item Data, Text, and xSuite Log. You can also expand or collapse the sections by clicking directly on the title bar of an section. You can save your display settings (area Settings → Save Screen Settings).
4	Settings	This is where you can make your personal display settings for documents. The following options are available: Save Screen Settings: Saves your specific settings. All documents that are being processed in a specific process step (e.g., validation and workflow) will be displayed with your settings the next time you open them. Default Settings: Overwrites user settings with the default settings. All documents that are being processed in a specific step (e.g., validation and workflow) will be displayed with default settings the next time you open them. Inplace/Outplace: Determines whether the xSuite Viewer is in the dialog screen or in a dedicated dialog box. Miscellaneous: Image on-demand: Determines whether attachments are displayed when the dialog is opened. Use xSuite Viewer: Determines whether attachments are displayed using the xSuite Viewer. Height of title bar: Sets the height of all title bars for all panes.
5	History	Displays the last five documents that you opened. To open a document, click on the document name.
6	Header Data	In the header data section, the primary data of the document, e.g., vendor or company code, is displayed.
7	Item Data	This is where the current item data of the document can be viewed. In the section Item Data, data is read-only. To make any changes, you will need to go to the Accounting Block. By default, changes made in the Accounting Block are copied to the item data when you toggle from one workflow task to another.
8	Accounting Block	This is where the account-assignment information of a document (e.g. G/L account and cost center) can be viewed and, depending on the workflow task, edited as well. The account-assignment information is automatically transferred to the parked SAP document in the form of default values. You can also transfer account-assignment information from the SAP document to the account-assignment block. Which buttons and data are available depends on the document type.
9	Text	This is where you can view and enter comments on the document. Comments are visible to all users processing the document. Comments are identified with a timestamp and the name of the agent who wrote the comment. Standard comments can be saved in a template (transaction /WMD/XF_TXTPL) and selected and edited in the Text section.
10	xSuite Log	This is the log for actions performed (e.g., the creation of a data record).
11	Image display	This is where the image of the document is displayed.

Substitute Maintenance in the SAP GUI

You can set your own substitute for planned times of absence. If you have multiple roles, you can select substitutes by role.

Substitute maintenance can be accessed in the SAP GUI with transaction /WMD/XF_USR_SUB.

During the period for which you are being substituted, both you and your substitute will receive the work items that are assigned to your role. Your substitutes will be able to process your work items during your absence.

If the substitutions you specify for individual users or for user groups conflict with other substitutions, or if the substitutes you specify do not exist, an error message will appear.

Notice

Do not use SAP substitute maintenance. SAP substitute maintenance does not include any xSuite roles, so always maintain substitutes for xSuite roles within xSuite itself.

Substitute Maintenance: Columns

Column	Description	Editable
Role	Indicates your role.
Role name	Indicates the description of a role.
User type	Indicates whether the substitute is a user (US) or a user group (GR).	X
User account	Indicates the name of a substitute.	X
Active	Activates a substitute assignment.	X
From Date	Indicates the date on which a substitution period is to start.	X
To Date	Indicates the date on which a substitution period is to end.	X

In this section:

xSuite Invoice Cube User Guide