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Dynamics 365 Community / Forums / Small and medium business | Business Central, N... / Sales order credit lim...
Small and medium business | Business Central, N...
Suggested Answer

Sales order credit limit approval workflow

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Posted on by CU04120838-0 73
Hi
 
Since the upgrade on Business Central to version 26.3 we experience the following:
When on a sales order, you select Send approval request it gives an error: 
Status must be equal to 'Open' in Sales Header: Document Type=Order, No.=SOR32023. Current value is 'Pending Approval'.
 
What should and have happened before was that if the credit limit was okay, the sales order was Released.  If not the status was set to pending approval and an approval request was sent to a specific approver.
 
Regards.
Hendrik
Categories:
Dynamics 365 Business Central
I have the same question (0)
  • Suggested answer
    Dr Gomathi MVP, MCT Community lead, MLE Profile Picture
    Dr Gomathi MVP, MCT... 395 Moderator on at
    Hi Hendrik 
    Root Cause (Technical Insight)
    In v26.3, Microsoft made updates to avoid inconsistent approval status handling. Now, when SendApprovalRequest is called:
    • It checks if the status is Open.
    • If it’s already Pending Approval, it throws an error.
    So if some custom code or extension or even the workflow itself changes the status to Pending Approval before calling the workflow function, BC considers it invalid.

    How to Fix This

    Fix 1: Review Custom Code or Event Subscribers
    If you have any customization (especially credit limit check logic or auto status change extensions), check if the code is manually setting Status := Pending Approval before calling SendApprovalRequest.
    Solution:
    Let the workflow handle the status change. The correct sequence is:
    if ApprovalsMgmt.CanRequestApproval(SalesHeader) then
        ApprovalsMgmt.OnSendApprovalRequest(SalesHeader);
    Let BC handle the status switch internally.

    Fix 2: Adjust the Workflow Logic
    If you're using Power Automate or Workflow Configuration, ensure:
    • There’s no manual step in the workflow that preemptively changes the status to Pending Approval.
    • The conditions (like credit limit check) are done before triggering Send for approval.
     
    Fix 3: Use a Custom Condition Step
    You can also enhance your workflow with a custom condition:
    • Add a credit check (either in AL or as a condition in the workflow).
    • If the customer is within the credit limit, skip the approval step and auto-release the order.
    • If not, trigger approval request using the workflow engine — no manual status change required.
    Final Suggestion
    • Review your approval workflow and custom code for premature status updates.
    • Test the approval with a clean, standard sales order with no extensions involved.
    • If the issue disappears there, the root cause is definitely a custom logic conflict.

     
  • Suggested answer
    Ramesh Kumar Profile Picture
    Ramesh Kumar 7,547 Super User 2026 Season 1 on at
    Hi Hendrik,
     
    Are you using any standard Business Central or Power automate??
     
    If you are using standard credit limit approval template from Power automate. If yes I would suggest please check power automate template and see if we have rule or trigger.
     
    Sometimes with update those template needs to updated manually
     
    Thanks
    Ramesh
     
    If this was helpful, please check the "Does this answer your question?" box and mark it as verified.
  • Suggested answer
    YUN ZHU Profile Picture
    YUN ZHU 99,090 Super User 2026 Season 1 on at
    I'm not sure. This seems to be a custom or non-standard process. When you do something, the status automatically changes from Open to Pending Approval.
    So when you send it for approval again, this error is prompted. You can check it first.
     
    Hope this helps.
    Thanks.
    ZHU
  • Suggested answer
    Sohail Ahmed Profile Picture
    Sohail Ahmed 11,169 Super User 2026 Season 1 on at
    This might give you a hint to achieve your goal.
     
     
     
     
    ✅ Mark this answer as verified if it helps you.
  • Suggested answer
    Jeffrey Bulanadi Profile Picture
    Jeffrey Bulanadi 9,112 Super User 2026 Season 1 on at

    Hi,

    The upgrade to version 26.3 introduced stricter validation on approval triggers, and it’s catching workflows that previously relied on implicit status transitions.

    The error you're seeing typically means the approval request is being sent while the document is already in a non-Open state, which violates the expected lifecycle. In earlier versions, the system allowed a more lenient flow: if the credit limit was exceeded, the status flipped to Pending Approval and the request was sent. Now, that transition must be explicitly handled before the approval logic kicks in.

    Here’s what I’d recommend:

    • Review your credit limit check logic — especially any customizations or event subscribers that set the status to Pending Approval before the approval request is triggered.
    • Ensure the approval workflow is only invoked when the document status is still Open. You may need to refactor the logic to:
      • Check credit limit
      • If exceeded, set status to Pending Approval
      • Then trigger the approval request
    • Consider wrapping this in a custom codeunit or workflow extension to preserve modularity and avoid future upgrade breaks.


    If this was previously handled via a workflow template or Power Automate, double-check that the trigger conditions still align with the updated status requirements.

    Helpful Reference
    Update 26.3 for Microsoft Dynamics 365 BC 2025 Release Wave 1 - BC | Microsoft Learn
    Update 26.3 for Microsoft Dynamics 365 BC 2025 Release Wave 1 (Application Build 26.3.36321, Platform Build 26.0.36290) - Microsoft Support


    If you find this helpful, feel free to mark this as the suggested or verified answer.

    Cheers
    Jeffrey

  • Suggested answer
    Jainam M. Kothari Profile Picture
    Jainam M. Kothari 15,805 Super User 2026 Season 1 on at
    Hello,
     
    I am not much sure about the same but the issue is arisen due to change in workflow behavior where the system attempts to send an approval request after the status has already been set to "Pending Approval", which contradicts the expected logic.
     
    Previously, if the credit limit was exceeded, the status would change to "Pending Approval" and then trigger the approval request.
     
    You should review the workflow configurations and customizations regarding the same.

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