Workflow configuration for Procurement

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I have set up a workflow for purchase orders, specifying that if the change in the value of the PO (line or total) is greater that 10% (new value-last value on po), the po should be approved as per the hierarchy set up. However, if the change is less than 10%, the po does not need to be approved through the workflow.

In terms of control, a user can make several changes (of less that 10%) to the PO value, resulting in a major change without any approval.

Is there a way to validate against the original value of the PO i.e. the cumulative change in the PO is validated against the parameter of 10%?

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Sohaib Cheema 49,443 User Group Leader on at

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Hi,

standard workflow does not supports such conditions you have to create calculated field and that would appear as condition in your workflow.

msdn.microsoft.com/.../cc592495.aspx

You already have a document class for existing workflow so, you don't need to create another class. You can add your method in existing class

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Mea_ 60,284 on at

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Hi Tulsee,

As far as I know it is not possible without customization.

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André Arnaud de Cal... 301,231 Super User 2025 Season 2 on at

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Hi Tulsee,

Actually there are already some calculated fields on the purchase order approval workflow:

- Delta invoice amount

- Delta invoice amount percentage

Also on the line workflow there are two calculated fields:

- Delta net amount

- Delta net amount percentage

You can use these in a conditional step. So it is out of the box and no customization required. But be careful; the check is on the latest approved PO version. SO a user can increment the PO several times with small amounts...

The word "invoice" in the field label and coding is misleading. It is actually evaluating the purchase order line amounts.

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Community Member on at

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Hi

I am not sure I understood the replies, can I use a calculated field to evaluate the total change i.e. final amount-original amount without doing a customisation?

Regards

Tulsee

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André Arnaud de Cal... 301,231 Super User 2025 Season 2 on at

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Hi Tulsee,

You can indeed use standard calculated fields already available. See next screenshot.

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Mea_ 60,284 on at

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No, you can use delta fields to get difference between previous amount and current but user can change it slightly to stay each time under 10% and get auto approval. So you need to add new field that will show difference between current amount and original amount, however you have to decide what to take as original amount.

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