Questions regarding workflow in GP 2013 R2

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Posted on by Rachel Nusbaum

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Is there an approval process for invoices or just PO's. Is there email notification? Is there a report that can be run if a PO is waiting for approval and the approver has not responded? or an automated follow up message to come back to the person who initiated the request? Does the approver have to have a GP login? In the email that notifies them that an approval is needed is there a copy of the PO? Or do they need to login to GP to see the PO and all the details? thx Rachel

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Jared Hall on at

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RE: Questions regarding workflow in GP 2013 R2

If you know that the tasks have been successfully assigned through Workflow, but the user isn't able to see the task assignment, it may just be an issue of being logged in with the correct user account. Workflow assignments are based on the Active Directory account (Windows account) of the user. GP will recognize the AD account of the user logged in, and use that account to determine what Workflow tasks need to be completed. So you will need to make sure that you are logged into GP with the correct GP user account, as well as logged into Windows with the correct AD account to see the Workflow assignments.
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RE: Questions regarding workflow in GP 2013 R2

I am experiencing the same issue that Mahmoud described (see below) and am on GP2015 R2 with the latest service pack. Has anyone found a resolution? Thanks!

We have previously upgraded two of our clients to Dynamics GP 2013 R2, and activated the new requisition management workflow. Currently, we have a major issue in both upgrades, which is illustrated through the following scenario

The requisition being created and submitted for approvals according to the "Active" workflow results with a "task" for the next level approver with no issues at all. Although, when the next level approver signs in, there is no tasks on the Home Page, Pending tasks pane under Procurement section. Additionally, when this specific approver opens the requisition inquiry or the transaction window to look for "requisitions assigned to me, or my role", nothing appears at all. The only way to get the requisitions (including the ones assigned to me/my role) shown is to click on the "View all Requisitions".

Though, This is still being tested

Please keep us updated in case you have any current issues as well.
Mahmoud Saadi 32,738 on at

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RE: Questions regarding workflow in GP 2013 R2

Hello Mr. Ian

We have previously upgraded two of our clients to Dynamics GP 2013 R2, and activated the new requisition management workflow. Currently, we have a major issue in both upgrades, which is illustrated through the following scenario

The requisition being created and submitted for approvals according to the "Active" workflow results with a "task" for the next level approver with no issues at all. Although, when the next level approver signs in, there is no tasks on the Home Page, Pending tasks pane under Procurement section. Additionally, when this specific approver opens the requisition inquiry or the transaction window to look for "requisitions assigned to me, or my role", nothing appears at all. The only way to get the requisitions (including the ones assigned to me/my role) shown is to click on the "View all Requisitions".

Though, This is still being tested

Please keep us updated in case you have any current issues as well.
Mahmoud Saadi 32,738 on at

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RE: Questions regarding workflow in GP 2013 R2

Hello Mr. Ian

None of our clients has moved to R2 yet. Although, there are plans on the horizon for few

I will keep you updated
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RE: Questions regarding workflow in GP 2013 R2

Hi Mahmoud,

Have any of your clients moved to R2 to use the new workflow?

If so, any comments / gotchas / things to be aware of from a users perspective.

Ian.
Rob Bernhardt on at

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RE: Questions regarding workflow in GP 2013 R2

Rachel,

If you configure your environment for Dynamics GP Web Services, the approver can take action through a website (outside Dynamics GP).

Thanks

Rob
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RE: Questions regarding workflow in GP 2013 R2

Hi RACHEL,

Q1 : Is there an approval process for invoices or just PO's.

Ans: No, there is no approval process for invoices its just for PO.

Q2 : Is there email notification?

Ans: Yes, you do have Email notification for the approval processes, you can setup under

Microsoft Dynamics--> Tools--> Setup --> System --> Workflow Setup

Q3: Is there a report that can be run if a PO is waiting for approval and the approver has not responded?

Ans: There are no reports as such, but there is an escalation process after a due time the PO will be automatically escalated to the next approver which is assigned, you need do setups for this.

Microsoft Dynamics--> Tools--> Setup --> Company--> Workflow Maintenance

Q4: Does the approver have to have a GP login?

Ans: This depends on the security that the approver is assigned to.

Q5: In the email that notifies them that an approval is needed is there a copy of the PO?

Ans: No Copy of PO will be created fro the Approver, its just the same PO.

Q6: do they need to login to GP to see the PO and all the details?

Ans: They can approve the PO by loging in to GP, and there is also an option to approve the document from mail, am not sure how it works.

Hope this answers to all your questions to some extent,

Regards,

SantoshG
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Mahmoud Saadi 32,738 on at

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RE: Questions regarding workflow in GP 2013 R2

Hello Rachel

That's absolutely an interesting thread with a lot of essential questions to consider. I will try to cover as much as possible

The approval process is primarily designed for requisitions not purchase order, as part of the requisition management. Once the requisition is fully approved, the the purchase order will be automatically generated depending on a specific configuration.

There is an e-mail notifications which should be configured. As part of the configuration, you can design the message on the setup level to include specific body and parameters as required

If the requisition is not approved, there are a verity of methods for inquiry and reports within Dynamics GP to check the status of requisitions.

The user need to log in Dynamics GP with limited user access in order to work on the requisition management.

You may refer to the following posts for an overview of the requisition management in GP 2013 R2

GP 2013 R2 – New Requisitions Workflow
GP 2013 R2- Purchase Requisitions Inquiry, Smartlists and Home Page Preferences
GP 2013 R2 – Purchase Requisition Entry

Your feedback is highly appreciated,