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Just wondering if any of you know if/how to set up the Vendor Approval workflow for new vendors only.
In other words, approval is NOT needed for updates to existing vendors; approval is needed only when creating a new vendor.
Any feedback you have is appreciated.
Natalie
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Thank you Derek, we may have an added complications with links in emails, our GP2018 is hosted on a Remote Desktop. We are moving away from Window machines.
With existing vendors, when changes are made, you'll actually see a prompt letting the user know that, if they save the change, it'll require the vendor to be submitted through Workflow again, so, you'll know without needing to know the actual Workflow_Status value of that vendor.
For those vendors that didn't originate through Workflow, you can still submit them through the Vendor Approval workflow after changes are made, so you have that option as well.
We have seen Workflow email work with GMail, the only issue we have seen is the approval links for Workflow being removed from Gmail and Apple mail, as mentioned in this blog:
Thanks
Thank you Derek for your reply.
From your reply, I read that is it all or nothing. We need to make a decision to buy an add-on that only workflow bank details or use core GP workflow. I guess it depends on how often we change the vendor details.
From your reply I have 2 follow-on questions:
1) For existing vendors (pre-workflow implementation) does that mean we will need their status value so that the workflow going forward will pick up any changes?
2) Will the workflow work with email? Specifically, Gmail.
In advance thank you for taking the time to answer my questions.
If the vendor has a Workflow_Status value of 0 (zero) or 9 (Not Activated), you should be able to make changes and save them for the vendor without having to submit the vendor through the Vendor Approval/workflow process.
However, if the vendor has been through the Vendor Approval/workflow process and completed, i.e. has a Workflow_Status value of 6 (Completed), if any changes are made to that vendor and saved, it will then change the Workflow_Status value of 1 (Not Submitted) and you’ll need to submit that vendor through the Vendor Approval workflow process again.
There isn't any way to choose which fields need to require approval through Workflow, when changed for the vendor. It's more the Workflow_Status of the vendor, as mentioned above.
thanks
Hi
If the bank details of a vendor are changed, is that part of the changes that will go again for approval? A secondary question I have is, can you select which fields needs to go for approval or is it all or nothing for changes to a vendor?
Daphne from G4S
You can only have one workflow active for the Vendor Approval workflow, in a company, but really you shouldn't need two different workflows, depending on what the customer is trying to do.
With the Vendor Approval workflow, all new vendors are going to be put through the workflow steps/process as soon as they are created and submitted. You won't be able to use the new vendors in Dynamics GP until it has gone through the entire workflow process and has been 'final approved'/'completed' through Workflow.
As for changes to existing vendors, when a change is made, if it requires a vendor to go through the Workflow process again, it'll give the user making that change a message stating if they save the change, the vendor will be put into 'Not Submitted' status and required to be submitted through Workflow again. When it is submitted, it'll go through the same Vendor Approval workflow steps and conditions as new vendors are.
So, in theory, you would only need one Vendor Approval workflow configured and active, to handle both, it just depends on what the customer is wanting to have setup.
Thanks
I have a client that wants to start using vendor approval for new vendors as well as making any changes to existing vendors - would I need two separate workflows?
If the Vendor Approval workflow is activated in a company, any pre-existing vendors will show a status of 'Workflow Not Activated'.
If you make a change to an existing vendor, you're correct in that when you save the changes, the vendor will then get a status of 'Not Submitted', until you submit it for approval through Workflow.
I tested in Dynamics GP 2016 R2 (16.00.0620) and even if I have a approval condition such as 'where state is CA', if I go and make a change to a vendor, it still gets 'Not Submitted status when saved, even though the State is something different from CA.
Thanks
I don't believe this is true. We had old vendors prior to workflow 2.0 and now any changes are requiring approval - new and old.
Jeff
ok - thanks for your reply.
I was just hoping there was a way to be able to make some small changes (eg to the address or a phone #), without having it go through workflow again. But it sounds like there is not a way.
Natalie
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