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Separate Approver Chain for Sales and Purchase Workflows

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Posted on by DinB

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The Approval User Setup does not allow to add more than one row for each User ID. So I can only setup one Approver ID for a User. How can I setup Separate Approver Chain for Purchase and Sales Workflows?

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Gregory Mavrogeorgis 992 Super User 2026 Season 1 on at

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Hi,

The Approval User Setup only allows one row per user with one Approver ID field. So if you use the standard Approver ID chain, you'll end up with the same approval hierarchy for both purchase and sales - can't have separate chains that way.
The workaround is to use Workflow User Groups instead. Create two different groups - one for purchase approvals (like PURCHASE_CHAIN) and another for sales (SALE_CHAIN). In each group, add your users with sequence numbers to define the approval order.
Then in your workflows, when you configure the purchase approval, set the Approver Type to 'Workflow User Group' and select PURCHASE_CHAIN. Do the same thing for sales approval but pick SALE_CHAIN instead.
This way you get completely separate approval chains. The system will still respect the approval limits from the Approval User Setup table, but the routing follows the different groups you created.
If you stick with just the Approver ID field, both purchase and sales will follow the same chain - there's no way to make them different. Groups are definitely the way to go for separate chains."

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YUN ZHU 99,090 Super User 2026 Season 1 on at

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The BC standard supports three Approver Types; you can try the other two.

More details: https://learn.microsoft.com/en-us/dynamics365/business-central/across-how-to-set-up-approval-users?wt.mc_id=DX-MVP-5004336

Thanks.

ZHU

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Dhiren Nagar 2,898 Super User 2026 Season 1 on at

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Hi,

When you say approver chain, it is already there in Approval User Setup. Refer to below link and setup Sales Approval Amount limit and Purchase Approval Amount limit. Now in your approval workflow you need to select Approval chain as Approver type in Approval of the record is requested response.

https://learn.microsoft.com/en-us/dynamics365/business-central/across-how-to-set-up-approval-users

Now the above method works if the chain is based on amounts. For e.g. if amount is less than 500, A will approve, if amount is more than 500 less than 2000 B will approve, if more than 2000 C has unlimited apporval.

But if your requirement is like that if Sales document is there appoval should be A or A and B. If Purchase document is there then C or C and B. Then you are required to use Workflow Approval User Group. You need to create two seprate codes for Sales and Purchase and use them in different workflows.

✅ Tick the checkbox below to mark the answer as verified, if it helped resolve your question.

Regards,

Dhiren.

LinkedIn - https://www.linkedin.com/in/ca-dhiren-nagar-5079081b2/

Blog - https://dhirennagar.blogspot.com/

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Andrés Arias 5,166 Super User 2026 Season 1 on at

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Hello,

The approval setup can be configured for sales and purchases.

Depending on the workflow you determine, you can change the approval method for either purchases or sales.

I hope this helps.

Best regards,

Andrés

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OussamaSabbouh 12,973 Super User 2026 Season 1 on at

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Hello,

You don’t create multiple Approval User Setup lines per user — that table only defines the reporting relationship and limits (and it already separates Sales and Purchase limits). To have different approval chains for Sales and Purchases, configure separate workflows: set up one workflow for Sales documents and another for Purchase documents, and in each workflow configure the Approver Type and Approver Limit Type (Approver Chain, Direct Approver, First Qualified, Specific Approver, etc.) differently. If you need totally different hierarchies, use Workflow User Groups or leverage different Salespers./Purch. Codes per workflow. The approval logic is controlled by the workflow setup, not by adding multiple rows per user.

Regards,
Oussama Sabbouh

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CU16120707-2 4 on at

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When working with complex systems like Dynamics, structured learning and consistent practice really help build confidence. The same approach applies in other technical fields too. Many engineering students prepare for certifications by reviewing a cswa practice exam to understand question patterns and strengthen their problem-solving skills before attempting the official assessment.

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Dhiren Nagar 2,898 Super User 2026 Season 1 on at

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Hi @CU16120707-2,

If it helped resolve your issue, its good to mark the box against "Does this answer your question?' against the answers that helped you. This will help other members to understand exactly which answer helped resolve the issue.

Regards,

Dhiren.

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