Vendor Approval workflow

(0) Share

Report

Posted on by NR-21061352-0

765

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

*This post is locked for comments

I have the same question (0)

All responses (11)

Answers (0)

Sort by

Derek Albaugh Microsoft Employee on at

Like (0)

Report
Copy link

Link copied!

Hello Natalie,

I've had a few support cases on this........

It depends on whether the vendor existed before the Vendor Approval in Workflow 2.0 was activated or not.

For the vendors that were created and approved through Workflow 2.0, users, upon attempting to make a change to an approved vendor, will get a message that the workflow for that vendor is already completed and any changes that are saved, will cause the workflow/vendor to be recalled and resubmitted for approval.

However, if the vendor is a vendor that existed before the Vendor Approval workflow was activated, you can make changes without it having to go through the Vendor Approval workflow process, it is only those vendors that were created, submitted and approved through the Vendor Approval workflow that it will go through the approval process whenever a change is made to it. This is true for pretty much all workflows as it changes the Workflow_Status value of the object from approved to needing approval, thus the warning.

Please let me know if you have any questions on this.

Thank you,

Was this reply helpful? Yes No
NR-21061352-0 765 on at

Like (0)

Report
Copy link

Link copied!

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

Was this reply helpful? Yes No
Community Member on at

Like (0)

Report
Copy link

Link copied!

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

Was this reply helpful? Yes No
Derek Albaugh Microsoft Employee on at

Like (0)

Report
Copy link

Link copied!

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

Was this reply helpful? Yes No
Deborah Bergman 1,465 on at

Like (1)

Report
Copy link

Link copied!

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?

Was this reply helpful? Yes No
Derek Albaugh Microsoft Employee on at

Like (0)

Report
Copy link

Link copied!

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

Was this reply helpful? Yes No
Daphne G4S 30 on at

Like (0)

Report
Copy link

Link copied!

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

Was this reply helpful? Yes No
Suggested answer

Derek Albaugh Microsoft Employee on at

Like (0)

Report
Copy link

Link copied!

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

Was this reply helpful? Yes No
Daphne G4S 30 on at

Like (0)

Report
Copy link

Link copied!

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.

Was this reply helpful? Yes No
Suggested answer

Derek Albaugh Microsoft Employee on at

Like (0)

Report
Copy link

Link copied!

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:

community.dynamics.com/.../microsoft-dynamics-gp-workflow-2-0-email-links-being-removed-from-email-notifications-sent-to-approvers

Thanks

Was this reply helpful? Yes No