Dynamics GP 2016 Purchase Requistion Workflow Setup Help

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Posted on by Amanda Jackson

Hello!

I'm Amanda. I am the new Procurement Agent for NKCC. I am responsible for creating an updating the purchase requisition approval workflow. I have never worked with Microsoft Dynamics GP 2016 until last Monday. 8-]

I need help setting this up. It makes sense to me how I have it flowing but it stops at the first step. Please help! Thank you!

The idea is to have the following:

"Sandy" submits a purchase requisition for a total of $1000.00. Since this is for $1000.00, it will require every step below.

Amanda, Procurement Agent, reviews the submitted requisition, edits if necessary and submits for approval - TASK

Ashley, Team Lead, reviews all requisitions up to $50.00 submitted by Sandy - APPROVAL

Jennifer, Lead Manager, reviews all requisitions $50.01 up to $500.00 submitted by Sandy - APPROVAL

Sandra, Exec Team, reviews all requisitions $500.01 up to $1000.00 submitted by Sandy - APPROVAL

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Microsoft Dynamics GP

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Amanda Jackson 40 on at

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RE: Dynamics GP 2016 Purchase Requistion Workflow Setup Help

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Amanda Jackson 40 on at

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RE: Dynamics GP 2016 Purchase Requistion Workflow Setup Help

Yes! Thank you very much for your help. Have a good weekend!
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RSM_RCarrillo 330 on at

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RE: Dynamics GP 2016 Purchase Requistion Workflow Setup Help

Amanda,

Each step should follow the previous step, the way you had it previously. The way it is currently set up, each one is its own workflow which will definitely cause that behavior you're seeing.
Amanda Jackson 40 on at

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RE: Dynamics GP 2016 Purchase Requistion Workflow Setup Help

Done. :)

Yup. I fixed the approvers to be different people but it still sends out emails all at once. The only way were able to get it to work is by only having two steps and making the first step required. I just had a thought...maybe it has to do with how the steps are in order? I have them all setup to follow "Procurement Agent".

This is how I have it setup now.
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RSM_RCarrillo 330 on at

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RE: Dynamics GP 2016 Purchase Requistion Workflow Setup Help

Glad that worked! I'd appreciate if you marked the answer as resolved.

With regards to the email question, it should be sending the email to each approval sequentially (once one approves, the email is sent to the next approver). Keep in mind that there are other notifications that are sent to the Requester throughout the process (depending on how you set it up).

Since you're testing with the same person on every step, perhaps that it causing issues.
Amanda Jackson 40 on at

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RE: Dynamics GP 2016 Purchase Requistion Workflow Setup Help

Awesome! That worked.

Do you have any idea on how to get the emails to deliver to the approvers in sequential order instead of all at once? It shouldn't send an email to the second approver until the first approver approves the RQ. Or is that a flaw in the system?

I REALLY appreciate your help.
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RSM_RCarrillo 330 on at

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RE: Dynamics GP 2016 Purchase Requistion Workflow Setup Help

Hi Amanda,

I took another look at the conditions in your workflow and at least the 1st approval one (Up to $50) could be incorrectly set up. I can't see the full condition but it seems to say that it should less than or equal to $50.00. Based on the example of an $815.98, that condition will never be met (since it is greater than $50). Since the condition is not met, the workflow will end.

What I would do is reframe those conditions. 1st approver should be anything above $0.00. 2nd approver should be anything greater than $50.01, 3rd approver should be anything greater than 500.01.

I think this should make it work.

Hope this helps.
Amanda Jackson 40 on at

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RE: Dynamics GP 2016 Purchase Requistion Workflow Setup Help

Thank You Ricardo...I have fixed everything that you suggested.

I have been testing this all day today and I am only able to get the steps to work if I require every step. That is going to cause problems because there are lots of users and approvers. The approvers don't need to see every users requisition. When I put in a requisition for 815.98, it skips to the approver $501 to $1000. I can't figure out why it isn't stopping at the $50 and under approver and then $50.01 to 500.00 approver. I'm stumped. I appreciate your help. :)
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RSM_RCarrillo 330 on at

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RE: Dynamics GP 2016 Purchase Requistion Workflow Setup Help

Hi Amanda,

Assuming Sandy Soward is the one submitting the requisition, I would validate the following on the requisition:

* The "Requested by" field really shows that exact same value and it is not the username (eg. "ssoward"). It has to be the exact same or else it won't meet the condition.

* Make sure that the item or items used on the requisition lines have a G/L account tied to them. I had an issue with workflows not running when there is no account, even if the condition is not related to an account.

* Make sure the amount is included (i would try $975.00 just to be sure).

Finally, I haven't worked with tasks on workflows previously but, if nothing else works, I would change that task to Approval. As an approver you can Edit and Approve so the workflow continues.