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Purchase Order Approval Workflow

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Posted on by Aishwary

I have a PO approval workflow based on approval limits.

An employee has approval limit of 25K, but when he creates a PO for 10K, it still routes to his manager. We used Configurable hierarchy of line manager =1 so even though we ask the system to start at the orderer, it always ignores the ordered and goes to the manager. Is there a way to configure the system so it follows the managerial hierarchy chain but also includes the orderer.

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saurabh bharti 15,039 Moderator on at

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RE: Purchase Order Approval Workflow

Hi,

Can you try using signing limit for this?

docs.microsoft.com/.../about-signing-limit-setup

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Aishwary 5 on at

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RE: Purchase Order Approval Workflow

I have setup the signing limits, the approval and spending limits. All that works well, but in the workflow I am using Configurable hierarchy and stopping when a manager has approval limit greater than the PO balance. It works well to find the right manager who can approve, but if the PO creator himself has an approval limit greater than the PO balance, I expect the approval to go him, but it still goes to his manager.

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BryanHoo 45 on at

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RE: Purchase Order Approval Workflow

Hi Aishwary,

I have used the managerial hierarchy a couple of times however I've always used "Managerial Hierarchy". Also ensure you have Jobs and Positions setup and every Position is reporting to another Position so that the managerial hierarchy will work. Of course, you'll also need to assign these positions to an Employee and subsequently have the Users assigned with an Employee ID. Hope this helps!

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FabianIBK 57 on at

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RE: Purchase Order Approval Workflow

Hello

I am also struggling with approval limits in combination with configurable hierarchy, but in the Purchase requisition workflow.

However, in your case, you might try the following:

In the approval step itself in the workflow, activate an "Automatic action" (check Enable automatic actions)

Add a condition: where "Purchase requisition.Approval amount" <= field "Purchase requisition.Requester's spending limit"

Set "Auto completion action" to Approve

In this case, the approval steps should be automatically approved if the approval amount is lower than the spending limit of the requester.

Additionally - a question from my side - is the usage of approval limits working at all in combination with a configurable hierarchy, or is it only working with managerial hierarchy?

Regards

Fabian

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Danny Bilodeau 4,918 Super User 2025 Season 2 on at

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RE: Purchase Order Approval Workflow

Hi Fabian,

In your case, on the Approval box, click on the box and select propertied and do this:

Set the condition to be "Requester spending limit >= Purchase requisition total amount".

Configurable hierarchy works as well as managerial hierarchy. The system will go up that configurable hierarchy from teh requester until it finds someone in that hierarchy that has sufficient signing limit to approve.

Regards,

Danny

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FabianIBK 57 on at

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RE: Purchase Order Approval Workflow

Thank you Danny for your response. My comment with the limit > amount referred to the previous question as possible solution.

Regarding managerial vs. configurable hierarchy, I did some more testing yesterday. In the end, it worked out also with the configurable hierarchy, but in my case it only worked after I set the workflow batchjobs in the legal entity DAT, not in one specific legal entity. Then the system also showed the expected behavior with the configurable hierarchy.

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