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In my customer's business process, PO is created by Procurement department and the PO invoice will be generated and posted by Accounting department.
There is workflow that is assigned with Purchase order.Therefore, if staff in Accounting department want to update financial dimension or posting profile, they have to request change and get an approve from Procurement manager once again. This would be inconvenient in their daily business process.
So Accountants hope to update these information in PO without undergoing approval. Is there any one having solution for this issue?
Thanks and best regard.
I don't think so there is a way of changing the PO fields without initiating the change request. But as a work around what you can do is that add a reviewer in the workflow, this will get the finance team review the purchase order once the PO is approved from the purchasing department.
They also have the editing rights in the reviewer button.
Hope this helps your query
To enable this you will have to enable change management and set up the required policy. Change management is already enabled from what it seems, but I included it to be complete (copy pasted this from an internal suggestion i made, so be a little bit creative with reading :D)
Setting is found under procurement and sourcing --> setup --> procurement and sourcing parameters --> activate change management checkbox. Please note if you activate this on your environment this will only apply for new vendors created, for existing vendors you would have to go to the vendor and activate it on this vendor (change management setting is under purchase order defaults, would recommend excel import or other methods if you have a lot of vendors).
After this all new PO's will have to be approved via a workflow, workflow setup is done via procurement and sourcing workflows.
Off course in a real world changes happen to purchase orders before it is placed as a final order. You would want to control which changes trigger a new approval workflow and which changes are auto approved. This feature is controlled with the field requires purchase order reapproval. This field is a simple yes / no field, the field is controlled by a policy.
The policy can be configured under procurement and sourcing --> Setup --> policies --> purchasing policies --> <open or create a policy> --> policy rule: reapproval rule for purchase orders. The fields you select here trigger the reapproval field to be set to yes. So as long as you do not include dimension changes in this field then the workflow will auto approve the PO if only the dimension is changed.
After configuring this you will have to add an auto approve step to the workflow which is filtered on purchase order. requires purchase order reapproval and you are set to go.
Hope this helps for you.
I'm so appreciated your help.
However, I already set up as below:
I select Purchase order lines.Dimension/ Purchase orders.Dimension/ Purchase orders.Posting profile
2.- Workflow - I have set up below condition and workflow. The workflow behaves as if the policy does not exist.
When I tried to change financial dimension, my expectation result is PO could automatically approve but in fact, it's necessary to make a manual approval. Do I miss or having any mistake in set up?
Once again, thanks a lot.
The change in dimension should not trigger re approval, was the PO initially approved and did you update the PO by making a change request?
And for the other things I would have to test myself a bit as well, one of the things I do see is that you have selected changes in the accounting distributions in your policy.
If you update the dimensions the dimensions on the accounting distributions get updated as well, but like I said I would have to test this a bit myself as well.
Thanks you so much for helping. I selected accounting distribution and it could be approved by application.
Thanks you for your helping but my issue is resolved by Mr.Ties 's suggestion.
Please verify his answer so this discussion is not pending for all the members.
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