D365 change management for purchase orders and vendor collaboration

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Posted on by CU08051205-1

Hello all, I have a doubt.

We are testing change management for purchase orders (workflow for purchase orders, parameter "activate change management=yes"), and I have detected an issue. When change management is activated, sending an order for vendor collaboration is not active in draft status, so it needs to pass through the purchase order workflow first to have it with status approved. The issue is that you can send it for confirmation (vendor collaboration section), but while registering a response from the vendor in the vendor collaboration section, no changes can be done. It could happen that the quantity or delivery date changes, but while accepting the response, I get error:

"Changes to the document are only allowed in state Draft, because change management is activated."

I cannot reset the status to draft anymore, and the workflow cannot be recalled as it is already approved. I am not sure if there is a customized field which is causing problems or if the standard causes this issue.

This is an issue as the vendor could try to change the quantity or delivery date if needed, so i would expect it goes to the status draft again after accepting this response, so it is send to the workflow again for approval.

Is there any way to prevent this to happen?

Thanks!

Ricardo

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Dynamics 365 Supply Chain Management

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Navneeth Nagrajan 2,179 Super User 2025 Season 2 on at

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D365 change management for purchase orders and vendor collaboration

Thanks Ricardo for letting us know the solution to the problem. Glad that the request change approach worked.

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Zain Mehmood 4,173 Most Valuable Professional on at

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D365 change management for purchase orders and vendor collaboration

Glad it worked out for you, I've marked your response as the answer so this thread can be closed.

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CU08051205-1 83 on at

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D365 change management for purchase orders and vendor collaboration

Hello Navneeth and Zain,

I found a solution. If you use this button you can reset the workflow to draft and perform changes if from the vendor collaboration response you get an update.

Then you go to the response, and accept it. In our tests it wasnt automatically updated, but if you enter to the response again, as soon it is accepted, there is a button to update the PO (process PO update) which is available after accepting the response. This is a good way to fix this, but we may need to fix some details to avoid entering to the response again, for example.

Thanks a lot for your time!

Ricardo

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Zain Mehmood 4,173 Most Valuable Professional on at

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D365 change management for purchase orders and vendor collaboration

Hi Ricardo,

You can try these things to confirm this,

1. You can try by removing those fields or try in a non-customization environment.

2. You can also try by opening a ticket with Microsoft, see if what they have to comment about this.

3. You can see if there's any idea regarding your scenario Search

Hope this helps,

Zain

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Navneeth Nagrajan 2,179 Super User 2025 Season 2 on at

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D365 change management for purchase orders and vendor collaboration

Hi Ricardo,

As Zain rightly mentioned, POs can be edited only in Draft state when Change management is enabled.

A few questions:

1. Do you have any custom code on the Submit action?

Suggestions:

1. Purchase order accounting distribution reset. This will enable you to make changes to the Purchase orders post approval. The corresponding source document details and the accounting distribution will be reset.

2. For the other issue related to vendor quantity and delivery date updates, you will need to make those fields editable through custom code where the workflow logic is reset to Draft state. Ensure you provide a message before resetting the Purchase order workflow to draft state. Would recommend adding an approval step for quantity and delivery date edits.

Recommend building a screen for editing the quantity and the delivery date related to the PO with PO Number and details showing up on that screen (a very common scenario that we face during implementation projects).

3. An out of context scenario - In one of the instances, the totals was not being updated for the Purchase order, so selected Purchase Order -> Totals option and submitted the workflow post that when change management was turned on. Noticed this behaviour.

Hope this helps.

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CU08051205-1 83 on at

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D365 change management for purchase orders and vendor collaboration

Hi Zain, thanks a lot for your answer. I tried creating a new reapproval rule, but it didnt work. I even added all fields to ensure I am not missing something (this means, and correct me if I am wrong, that I am adding all the fields which result in a workflow reapproval if they are modified), but I got the same error even for a newly created order after this action.

As you can see, in my policy all fields were added and no available field was missing:

For this I have two explanations:

1-for vendor collaboration it is not possible in the standard to add it as a criteria for a reapproval policy rule

2-we have a couple of custom fields and these could cause conflict with the policy, as eventhough they were not edited and left blank, the system tries to write blank=blank, and as this is not in the policy, then the error pops up.

:(

I would have expected that if thats the standard, vendor collaboration could be used maybe before passing the order through the workflow somehow, as it is very common that the vendor may change delivery date or quantity, for example, and this is the way D365 offers to communicate with vendors (instead of emails while using EDI).

Thanks for your help!

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Zain Mehmood 4,173 Most Valuable Professional on at

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D365 change management for purchase orders and vendor collaboration

Hi Ricardo,

This is standard behavior in D365 F&O — with change management enabled, POs can only be edited in Draft status. Vendor responses don’t move the PO back to Draft, so changes like quantity/date are blocked.

To fix this, you need to create a new PO reapproval rule in Purchasing policies, then you need to select for which fields you need to apply reapproval.

Hope this helps!

Zain

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