ERC: Set Up Substitution – Quick Reference Guide

ERC: Set Up Substitution – Quick Reference Guide – Version 1

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You may assign one or more substitutes in the ERC to complete certain approval tasks that appear in your Universal Worklist (UWL), such as AP non-PO invoice

approving and shopping cart approval, as well as enter travel and nonagreement exception time on your behalf.

1. Access the ERC on the initial Home tab to display the UWL area.

2. Click the Context Menu button on the far right side of the UWL.

The button is not marked and is located next to the Show Filters, Hide Preview, and Refresh links.

3. Select Manage Substitution Rules. The Task window appears.

4. In the Task window, click Create Rule .

5. Click Select in the Nominee area.

Task Window

This area displays any substitution rules you have created,

and included buttons to Turn Off or Turn On each rule.

This area displays any instances where you have been assigned as a substitute

for someone else and includes a button to click to Take over the task(s).

ERC: Set Up Substitution – Quick Reference Guide

ERC: Set Up Substitution – Quick Reference Guide – Version 1

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6. Enter all or a portion (with a wildcard asterisk *) of the name of the person to substitute for you and click Search.

7. Review the result(s) by clicking the name of the person, then click Apply to accept

the selection.

8. The Assign These Tasks area defaults to All. You may click the dropdown menu if

needed to specify tasks related to travel.

Selecting All includes: AP Non-PO invoice approving, shopping cart approval,

travel expense approval and creation of reports on behalf of, time entry for nonagreement

exception time reporting and approval of nonagreement time on behalf of.

9. In the I Want the Assignee To area, select either Receive My Tasks to cover planned absences such as vacation, or Fill in For Me to cover unexpected absences, such as an illness.

10. Click Next . 11. Select an option for when the rule should go into effect: On (and either At

Once or On a date you specify, or Off (the rule will be saved and appear in your list of substitutes, but will not be effective until you click Turn On as shown in the image following Step 3.)

12. Click Save . 13. The task window displays, with the new rule listed. If there are any errors in

the rule setup, they will display in the Rule Activation column. You may click the error for additional details and options. You may also delete the rule as well as turning it off or on at any time from this screen.

One common error is attempting to add a substitute that doesn’t have the SAP security role

that allows them to perform a function such as invoice or shopping cart approval. This error

would not prevent them from performing other functions such as travel entry.