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AP Automation: Recall Vendor Invoice from Workflow

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Posted on by Mark Schurmann2

We are implementing the AP automation to post invoices imported into D365. The AP automation requires a series of scheduled processes to run to perform matching, submittal to workflow, and posting. These processes run under the Admin account, thus the /Submitter/ is Admin. If the posting fails for whatever reason, it is documented in the workflow history. The invoice can be recalled from workflow, corrected, and resubmitted. The problem is that because the invoice is submitted to workflow under the Admin account, only the System Administrator is able to recall it from workflow. We need to be able to grant access so that an AP processor, or at least an AP Manager can recall these invoices.

We attempted to resolve this by granting the /Maintain workflow instances/ privilege and /Maintain workflow and alerts/ duties, but neither option made the Recall button available. This would not be ideal even if it worked.

Any suggestions?

Mark Schurmann

Century Fire Protection

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André Arnaud de Cal... 300,911 Super User 2025 Season 2 on at

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Hi Mark,

Next to the System administrator role, also the Information technology manager is able to manage workflows on the Workflow status form. You can also consider running the batch job with another user account.

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Kevin Xia Microsoft Employee on at

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Hi,

managing access to recall invoices from workflow involves a combination of security roles, duties, and privileges. Here are some suggestions to address the issue:

Assign Specific Security Roles:
Identify or create a specific security role for AP processors or managers who should have the ability to recall invoices. Ensure this role includes the necessary privileges related to workflow management.

Check Workflow Configuration:
Verify the workflow configuration for the AP automation process. Ensure that the designated role has the appropriate permissions to recall invoices. You may need to customize the workflow configuration if necessary.

Use Security Policies:
Leverage security policies to grant additional permissions. Check if any security policies are restricting the recall action and adjust them accordingly.

Review Duties and Privileges:
Instead of directly assigning privileges, review duties related to workflow and AP automation. Assign these duties to the specific role intended to recall invoices. Sometimes, specific duties control access more effectively than direct privileges.

Best regards,

Kevin

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