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Dynamics 365 Community / Forums / Microsoft Dynamics AX (Archived) / Purchase requisition w...
Microsoft Dynamics AX (Archived)

Purchase requisition workflow task for linebased approver

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Posted on by Daxer Persson 3,005

I need a line based purchase requisition workflow. Where first task is for the expenditure reviewer - based on department/operating unit on the line - to review the expenditure. This is possible through the expenditure participant.

Next step - this is the difficult one - is that next level should be hierarchy based from the "expenditure reviewer" (that can be owner of one department) thus not from the Requester (that may belong to a different department).

How to set up this step to be hierarchy based ?

Thanks,

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  • Suggested answer
    Adineh Negahdari Profile Picture
    Adineh Negahdari 807 on at
    RE: Purchase requisition workflow task for linebased approver

    Hi

    You can use the user directly.

    Or you can use user group.

    But if you insist to use hierarchy and if the second department is the real consumer, you can do the setup to make requester different from consumer. So the consumer department will be there too,

    Regards

    Adineh

  • Daxer Persson Profile Picture
    Daxer Persson 3,005 on at
    RE: Purchase requisition workflow task for linebased approver

    Hi Adineh

    Is consumer department what on the line is Receiving operating unit?

    How can next task be hierarhy based on receiving operating unit?

    Thanks

  • Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Purchase requisition workflow task for linebased approver

    Hi Daxer Persson,

    Can you elaborate on your second step; the hierarchy based assignment?

    What hierarchy do you expect to use? What hierarchy have you set up? Is the second step an approval step that is related to signing Limit hierarchies?

    Best regards,

    Ludwig

  • Suggested answer
    Adineh Negahdari Profile Picture
    Adineh Negahdari 807 on at
    RE: Purchase requisition workflow task for linebased approver

    Hi

    There is one requester, who really needs the goods. And there is one preparer who create the Purchase Requisition.

    These two people can be from diffrenet operating units.

    First you should define who can be the preparer for whom, in procurement and sourcing setup and then check whether it can be useful in your scenario or not.

    Thanks

  • Daxer Persson Profile Picture
    Daxer Persson 3,005 on at
    RE: Purchase requisition workflow task for linebased approver

    A requester may also be preparer (create the PR him-/herself) in practice, but I suppose if enforced by process that preparer is working in receiving operating unit, then possibly this could work. As the hierarchy can start from preparer. I'll have some look into this. Thanks.

  • Daxer Persson Profile Picture
    Daxer Persson 3,005 on at
    RE: Purchase requisition workflow task for linebased approver

    the hierarchy should be based on the reviewer/receiving operating unit. As the cost is charged to that department. E.g. if I'm from IT department, but now work for operations department (receiving unit). Then first the manager of the operations department is approved the cost and after him, then the Operations director (not my IT manager or IT director).

    Making use of the signing limit hierarchy is more a matter of using position hierarchy as when to know to stop the hiearchy. That is also fine but not the core issue here.

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Purchase requisition workflow task for linebased approver

    Hi Daxer Persson,

    I posted a couple of posts on that topic.

    See for example this one here as well as the related posts: dynamicsax-fico.com/.../vendor-invoice-recording-part-7

    To avoid that the submitter (preparer) approves a workflow, you can activate the 'disallow approval by submitter' Parameter in the workflow parameters form.

    Best regards,

    Ludwig

  • Daxer Persson Profile Picture
    Daxer Persson 3,005 on at
    RE: Purchase requisition workflow task for linebased approver

    Hi Ludwig

    I've actually already seen your posts on invoice recording. They are good, but not discussing "my topic" (as far as I've read them).

    After the expenditure reviewer having approved, then there may another line based approval required (e..g if amount is very large). Before e.g. involving a purchasing agent/creating the PO.

    The Operations department manager may approve up to 100 EUR, but the expenditure is of 140 EUR Thus involving the Operations Director (or eventually maybe also the CEO) as well for approval.

    And similarly another scenario: Tomorrow when I Work/make PR requests for the Production department, then approval should be based from the production department.

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Purchase requisition workflow task for linebased approver

    Hi Daxer Persson,

    I believe that the other line based approval that you describe can be incorporated by another workflow step that is run based on a condition that you specify, for example if the amount is > x EUR

    For the amount based approval (100 EUR Department Manager and 140 EUR operations director, etc.) you have to make use of the hierarchical assignment. Here you might have to do some testing but I believe that also this can be incorporated in the standard workflow.

    Would be great if you could update us here and share your experience once you have done your setup and testing.

    Many thanks and best regards,

    Ludwig

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