Purchase Order status 'Open' - unable to cancel approval or approve

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Posted on by Sacha E

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We have two Purchase Orders that have been raised and sent for approval - the approval for each has then been cancelled and an amendment made to the PO. This is what I am lead to be believe the users are saying they have done!

Now both PO's appear to be stuck with a status of Open and we are unable to cancel the approval, have it approved or do anything with it.

The rejection is showing as Open and I think this is our issue as all the other PO's I see in our list with a status of Open have Rejection status of Rejected, Approved or Cancelled.

If I try and and release the PO this is the error message I get:

However it is unable to be approved so I don't know what option I have to change the status.

Any ideas?

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Dynamics 365 Business Central

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Yi Yong 2,555 Super User 2025 Season 2 on at

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Hello,

Can you share which page the screenshot is from? Because it doesn't looked like it is from standard page.

I don't recall there is 'Rejection' field on Approval Entries, at least in W1 version.

If there is customization involved on the workflow then it will be difficult for us to point out the resolution.

If you have cancelled the approval and re-submit a new approval entry, there should be two approval entries.

One with Status as 'Rejected' and another as 'Open'.

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Valentin Castravet 31,340 Super User 2025 Season 2 on at

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If the status is open, you should be able to send it for approval again. Are you encountering any issues when you try that?

Valentin Castravet
Work: Zander ERP Services
Blog: Dynamics 365 Business Central Insights
LinkedIn: www.linkedin.com/in/valentin-c-0500a247/

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YUN ZHU 95,329 Super User 2025 Season 2 on at

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Hi, This Purchase Order List looks customized.
In the standard function, you should be able to solve the problem by clicking Send Approval Request again.

Hope this helps.

Thanks.

ZHU

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Sacha E 246 on at

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The original screenshot is from the Purchase Orders page.

If I click into either PO the options of Send Approval Request or Cancel Approval Request are greyed out and the only option is to view the Approvals - however from what I am told it cannot be approved which I understand as the status is not showing as Pending Approval. It is like the PO is stuck in limbo.

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Valentin Castravet 31,340 Super User 2025 Season 2 on at

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I recommend checking the Restricted Records page to see if your purchase order is listed there. If it is, delete it from there.

Valentin Castravet
Work: Zander ERP Services
Blog: Dynamics 365 Business Central Insights
LinkedIn: www.linkedin.com/in/valentin-c-0500a247/

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Sacha E 246 on at

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Thanks Valentin - I checked the Restricted Records and couldn't find either PO in there.

Thanks Yun - we do have customisations on our approvals. I will reach out to our Business Partner and see if they can assist in getting this fixed.

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SC-30042148-0 43 on at

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We have had this a couple times, only in the pending approval status. I am able to disable the workflows and then just release the po. Not sure if this would help in your situation or not.

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Sacha E 246 on at

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We were able to rectify this via a Config. Package for Table 38 (Purchase Header). This allowed us to overwrite the status field for each PO to change it from Open to Pending Approval. This meant that the status matched the open entries in the Approval Entries. This then allowed us to Cancel the Approval Request and bring back the PO's to a status of Open and resubmit them for approval again.

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