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Workflow purchase order approval, Not ending with Release

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Posted on by Frida_Admotion

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Hi!

We need to set up some workflow approval for purchase orders. The default workflow ends with a Released PO which will not work for us. (A released PO in our business means that it is confirmed by the supplier, and when the purchased is approved it is not even sent to the supplier..).

I would like another status option when the purchase is sent to approval, like /Waiting for approval/ just as /Waiting for pre-payment/ works.

Or process will in my imagination go like this:

Person A will make a purchase order - if the amount is bigger then X it has to be approved by person B before it can be sent to any supplier. (I don't know how this approval will be triggered though..)

The PO is now marked with /Wating for approval/

Person B approve the PO and it will maybe get the status /Approved/

Person A can now go on and send it to the supplier and release it when it is confirmed by the supplier.

Do anyone have a workflow like this or do you have other suggestions?

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Suggested answer

Karan Mehta 8 on at

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Workflow purchase order approval, Not ending with Release

Hello,

I guess the reason why your purchase order is getting directly approved is because the person who is sending the document for approval has unlimited approval rights.

Please check user approval status in the system for it.

With respect to workflow,

The imagination that you have is perfectly fulfilled by Base Business Central. I have highlighted the steps below, please follow the same.

Step - 1 - Go to Workflows.

Step - 2 - Click on New Workflow from template.

Step - 3 - Click on Purchase Order Approval Workflow.

Step - 4 - Open the Purchase Order Approval Workflow & Click on 1st Condition shown in the screenshot below.

Step - 5 - Enter the Amount i.e., >5,000 or <5,000 i.e., Depending on the Limit which you want to set for the Purchase Order amount approval.

Step 6 - If you want a specific person only to approve above this amount then, Click on Then Response,

Click on the third line i.e., Create an approval request for record. As soon as you click on third line, you'll see few other option below

Follow the Pattern Shared below, I have selected user Vishal, you can put any user you want there (This user will be responsible for the PO above certain amount i.e., >5,000)

Click on OK.

Step 7 - Enable the Purchase Order Workflow.

This will take care of the Amount related Approval Mechanism on the Purchase order Approval Workflow for Specific user.

If you face any issue, Please share it with a screenshot for ease of understanding.
Suggested answer

YUN ZHU 73,647 Super User 2024 Season 2 on at

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Workflow purchase order approval, Not ending with Release

Hi, You can extend Sales Document Status to add new statuses. Then reset your workflow.
Sorry I didn't verify it in detail, if you still need some control, this will require adding some other customization.

Hopefully other experts can give you better advice.

Thanks

ZHU