MSDyn365FO: Purchase order reapproval within Change management functionality

Recently, I have got a question regarding Change management and I understood that I didn’t fully cover this functionality here – D365 Change management.

So, in this blog post, I will try to review a significant advantage of the change management functionality. I will go through the ability to set up some fields that don’t require reapproval. We will review what you can change without approval and where it can be configured. There are many cases when users need to change something on purchase order without approving it all over again. A good example of such changes is Receive now field. In the system, you have the possibility to do it through purchasing policies.

You can set up a purchasing policy that controls which changes require re-approvals.

For example, you can set up a policy where the changing the warehouse, receive now fields does not require re-approval but changing the unit price or quantity does.

To setup it, navigate to Procurement and sourcing > Setup > Policies > Purchasing policies

Create a new policy if you don’t have such.

Select the organization where you want to apply this policy.

Select Reapproval rule for purchase orders policy rule and create a new policy rule.

Select the fields that will require manual reapproval. The rest of the fields will not require reapproval and workflow will be completed automatically. In our case, we will require reapproval if we change price and quantity.

The next major setup is workflow. To the Purchase order workflow, you need to add Automatic action to the Approve purchase order tasks.

This setup means that purchase order workflow will be automatically approved if the changes were made for the fields that are not in the Purchasing policy.

Let’s say we have an approved Purchase order.

We will Request change and will update Receive now field. Keep in mind that Receive now field is not selected in our Purchasing policy. It means that automatic approval should be done.

Then click on the Submit button.

Purchase order will be automatically approved.

If you change the Quantity field – it will require manual approval.

Purchase order was not approved and needs to be approved manually.

That’s it!