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Suggested answer

Changes to purchase order 'XXX' are only allowed in state Draft when change management is Activated" re-submitting PO to workflow after editing PO

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Posted on by Frank Hamelly | MVP... 46,226 Super User 2024 Season 2

Installed product version : 10.0.13 (10.0.569.10005)

Installed platform version : Update37 (7.0.5746.35600)

Receiving this error when attempting to resubmit to workflow after a previously approved PO has been edited.  There are a number of KBs on LCS Issue search that relate to this error message but they seem to be related to an attempt to update the Accounting date on the header, or Lines with sales tax on them, neither of which is my scenario.

This happens on only certain POs, not all of them.

Thought I'd run this by the experts before submitting a Microsoft support case.  Thanks in advance.

Submitting to workflow after edit, get this error

pastedimage1603205559370v1.png

Refresh the session, the PO approval reverts to Draft

pastedimage1603205613567v2.png

  • Suggested answer
    Rafal Stojan Profile Picture
    Rafal Stojan 5 on at
    RE: Changes to purchase order 'XXX' are only allowed in state Draft when change management is Activated" re-submitting PO to workflow after editing PO

    Hello,

    If anyone still happens to face this issue from time to time, perhaps running the Purchase Order Distribution Reset job from Procurement and sourcing -> Periodic tasks -> Clean up group will help you. It has helped us several times in cases related to faulty PO distributions. In our specific scenario when we run into the issue above, we noticed that even though the purchase order header was reset to Draft, the status of the accounting distribution was still "In progress". The job reset the distribution to a correct status which allowed us to proceed with the workflow. 

  • Suggested answer
    Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,226 Super User 2024 Season 2 on at
    RE: Changes to purchase order 'XXX' are only allowed in state Draft when change management is Activated" re-submitting PO to workflow after editing PO

    Answer from Microsoft - this is intended behavior on Confirmed POs.  I think the message should say "You cannot edit a Confirmed PO when Change management is enabled".  I'm going to make the suggestion on the Ideas portal to change the message.

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,226 Super User 2024 Season 2 on at
    RE: Changes to purchase order 'XXX' are only allowed in state Draft when change management is Activated" re-submitting PO to workflow after editing PO

    Update - our developer couldn't find any customization code in this area on the PO and noted there are multiple hotfixes for similar, but not the exact same issue.  We've created a Microsoft support ticket.  I will provide details of the resolution when available.  Thanks, Frank

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,226 Super User 2024 Season 2 on at
    RE: Changes to purchase order 'XXX' are only allowed in state Draft when change management is Activated" re-submitting PO to workflow after editing PO

    Thanks all.  I have one of our developers looking into this now.  I'll report back on the resolution.

  • Suggested answer
    Faisal Fareed Profile Picture
    Faisal Fareed 10,794 User Group Leader on at
    RE: Changes to purchase order 'XXX' are only allowed in state Draft when change management is Activated" re-submitting PO to workflow after editing PO

    Hi Frank,

    This seems to me related to customization as I recently have modified this process too, if you got a developer or if you are a developer then worth while checking class VersioningPurchaseOrder and especially see what's happening with setDocumentState method. If you need help in debugging I can check with you :)

  • André Arnaud de Calavon Profile Picture
    André Arnaud de Cal... 291,883 Super User 2024 Season 2 on at
    RE: Changes to purchase order 'XXX' are only allowed in state Draft when change management is Activated" re-submitting PO to workflow after editing PO

    Hi Frank,

    It might be related to a customization. Possible a field value is changed as part of a workflow step. You can try a workaround by setting up reapproval rules: docs.microsoft.com/.../set-up-a-reapproval-rule-for-purchase-orders

    However, I doubt this will work here...

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,226 Super User 2024 Season 2 on at
    RE: Changes to purchase order 'XXX' are only allowed in state Draft when change management is Activated" re-submitting PO to workflow after editing PO

    Thanks Andre & Ramit.  Further clarification - Upon selecting 'Request change' the PO does go into Draft status.  It's only upon selecting the workflow Submit button after making the changes to the PO that it goes into 'In review' status, which is expected.  However, the workflow doesn't execute, but returns the error message below.  Note that the PO is now 'In review' even though the workflow technically didn't initiate.

    4861.Picture1.png

    If we refresh the session, the PO reverts back to 'Draft' status.  It's like the PO is almost 'In review' but not quite, and the status reverts upon refresh.

    There are dozens of customizations in this environment

  • André Arnaud de Calavon Profile Picture
    André Arnaud de Cal... 291,883 Super User 2024 Season 2 on at
    RE: Changes to purchase order 'XXX' are only allowed in state Draft when change management is Activated" re-submitting PO to workflow after editing PO

    Hi Frank,

    I haven't seen this before. Usually when you select the option 'Request change', the workflow status will be reset to 'Draft'; not 'In review'.

    Can you check if there are multiple instances of the workflow message for the same PO running? Can you also tell if there are customizations in this environment or not?

  • Suggested answer
    Ramit Paul Profile Picture
    Ramit Paul 22,295 Most Valuable Professional on at
    RE: Changes to purchase order 'XXX' are only allowed in state Draft when change management is Activated" re-submitting PO to workflow after editing PO

    Hi Frank,

    Your question is still not clear and was waiting for the clarification to understand and repro in the same version.

    From the information you given I can only see the below LCS link, you may check and feedback.

    fix.lcs.dynamics.com/.../Details

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,226 Super User 2024 Season 2 on at
    RE: Changes to purchase order 'XXX' are only allowed in state Draft when change management is Activated" re-submitting PO to workflow after editing PO

    Has anyone else seen this behavior?  If so, what was the resolution?  Thanks

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