Microsoft Dynamics GP (Archived)

Purchase Order Workflow

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Posted on by babubaskaran@outloo...

Dear All,

I am having problem with purchase order workflow. I have done the following.

1) Administration >> Setup >> Company >> Workflow >>Workflow Maintenance

Created new workflow with one step and assigned two persons (AD users). Completion policy only one response needed.

2) Purchasing >> Setup >> Purchase Order Enhancements

Click Activate Approvals and gone in to Approval Setup.

Assigned 3 users with different limit.

User A (GP user) - 0 approval authority - Report to user ID User X

User X (GP user) - 50,000 approval authority amount - Report to user ID User Z

User Z (GP user) - Unlimited approval authority amount

After doing all the above I went and created a Purchase order on user A(GP user) and submitted.

AD Users received email and logged into GP and Purchasing-Inquiry-Unapproved Purchase Order Document - nothing shows up for both AD users.

Purchasing-Purchase Order Entry selected the purchase order for approval - click workflow - selected Approve and approved it.

User A got reply saying this PO has been approved.

When user A goes to PO still the Approval status Unapproved. And user X also sees the Approval Status is Unapproved. So not sure what I am missing, can anybody help on this.

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Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

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Babu, I think you're experiencing this because you have both Workflow and Purchase Order Enhancements activated. Try turning off your PO Enhancements. It is not part of the Workflow setup - it's separate functionality, pre-Workflow.

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babubaskaran@outloo... 12 on at

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Thanks Frank for clarifying it. Since I am testing this first time I was confused with both. I have one more question :-) on the workflow maintenance setup window only one workflow can be active and I can add multiple users into it. How to define in one company multiple users can submit PO for approval. How to set up the hierarchy. I can set multiple workflow but only one can be active. Please help me to understand the whole setup of workflow where multiple users submit and different manager approve the same.

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Mahmoud Saadi 32,738 on at

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Hello Babu,

Hope you are doing just well

Frank has already cleared the way by indicating that these are two different things, purchase order enhancement and the new requisition management, they are not integrated. In your case, you need to define the approval limits by including conditions while configuring your workflow.

I have previously provided several articles on how to setup, enter, and report requisitions in Dynamics GP 2013 R2, here are the links:

GP 2013 R2 – New Requisitions Workflow- Setup and Configuration

GP 2013 R2 – Purchase Requisition Entry

GP 2013 R2- Purchase Requisitions Inquiry, Smartlists and Home Page Preferences

Furthermore, there is a video tutorial which takes you through the whole cycle from the guys at the support team, GP 2013 R2 New Requisition Management

Last but not least, yes, you can have only one workflow active at a time.

Please never hesitate to share any further inquiries,

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babubaskaran@outloo... 12 on at

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Hi Mahmoud,

I am doing fine how are you doing. I am mainly looking help on Purchase order approval. In business portal user have option to select whom they send the requisition for approval in the same way I wanted to give access to the user when the submit the PO to particular manager. How to achieve this, I don't the Hierarchy setup for different set of manager and their limits where do you do this.

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babubaskaran@outloo... 12 on at

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Hi Mahmoud,

I were able to create a new Purchase workflow with 3 level and was successfully created a PO and approved by 3 different set of managers. On the Workflow user selection I selected the following.

Selection Type : Hierarchy

Start From : Workflow originator

Assign To : Number of levels - Number of levels 3

This works fine. But I wanted to achieve the following.

1) Manager Approval limit setup

2) The Originator should have option to send it to which manager depending on the product or value.

Can anyone help on this.

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Mahmoud Saadi 32,738 on at

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Babu

I am kind of confused. Are you talking about the business portal or the new workflow engine introduced in GP 2013 R2 ?

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babubaskaran@outloo... 12 on at

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New workflow within GP 2013 R2. sorry to confuse you.

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Mahmoud Saadi 32,738 on at

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Okay great then,

The links I have provided above are illustrations not only for the requisition, but for the purchase order as well. The same concept of workflow steps applies to both of them.

Now to do the approval limits, you will have to include several steps, in each step, you will have to consider the condition (Action is only required when the following condition is met). Remember, you can not do one step and configure the limits under this step, you will have to do three steps. The reason that this workflow should not have non-apprvoval steps.

Mark polino has explained that in one of his weekly dynamics, check it out on Weekly Dynamic: R2 Workflow Non-Approval Workflow Steps

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babubaskaran@outloo... 12 on at

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Hi Mahmoud,

Thanks for that, I will try this and let you know. Just wanted to confirm whether any way the user can have control whom they submit the PO for approval. Let say based on item value purchased they wanted to submit to different person each time.

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Mahmoud Saadi 32,738 on at

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With the business portal, there was an explicit option that allow the user to change their approver, as shown below:

With the new requisition management in 2013 R2, the process is different. Delegations are fulfilled by allowing the approver to delegate tasks, or setup alternative final approval.
On the user preferences window (MS Dynamics GP > User Preferences), there is an option which allows you (as an approver, not creator)to automatically delegate tasks, provided that the option to allow delegation is checked on the workflow maintenance window.

I wish this fulfills your inquiry

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